Weboom BV (“UltimaChatbot” and “we”) is committed to handling the personal data of visitors to its website and customers (collectively “User” and “you”) in a responsible manner. Futy strives to comply with all applicable laws and regulations regarding the protection of personal data.
In this Privacy Statement we explain, among other things, which User data is processed, what the purpose of that processing is, with whom your data is shared and what rights you have.
This “Privacy Policy” regulates the processing of your personal data by the controller: Weboom BV, with registered office at Kroonstraat 58, 3020 Veltem-Beisem and registered in the K.B.O. under number 0768.359.467.
This Privacy Statement applies when you visit our website, when you contact us and when you become a customer with us and create an account.
Which personal data we process and on what grounds
“Personal data” is any information about an identified or identifiable natural person.
We collect and process information from the Customer, which may contain personal data. In the following cases we may process your personal data.
You have the option to contact us in various ways. You can contact us by email or contact us via WhatsApp.
When you schedule a contact moment, we need your name and email address. You can also leave a message during scheduling in which you may share personal information with us. In this case, we need your data to communicate further with you.
When you send us an email, we receive your name and email address and possibly other personal data that you share with us in your message or via the signature in your email.
When you contact us by telephone, we receive your name and in many cases also your telephone number and possibly other personal data that you share with us during the conversation. We need this information to maintain contact with you and to process your question or request.
If you are not an existing customer of ours with an account, we will delete your personal data as soon as your issue or question has been resolved and you no longer wish to use our services. Existing customers already have an account, so we already have their email address, name and telephone number in that context. For existing customers, this data is not deleted after the contact moment because it is necessary in the context of the performance of our Services.
If you contact us via WhatsApp, WhatsApp will process your data according to their privacy policy. Please consult WhatsApp's privacy statement.
The legal basis on which we process your personal data in the context of contact is your consent or our legitimate interest in processing your request and contacting you about it.
If you become a customer with us, you are required to create an account. We need some information from you to create an account. In some cases, this data can be regarded as personal data (such as a name, e-mail address or telephone number of an employee of a company or that of the owner of a sole proprietorship). If you have a paid account, we also need payment information from you. Without all this information we are not able to offer you our Services.
This data is processed on the basis of the execution of the agreement that we enter into with you (by agreeing to our general terms and conditions when you create an account) and on the basis of our legitimate interest to maintain contact with you about our Services.
Within your account environment, you can choose to enter certain additional data or share it with us. That is not mandatory. If you do this, we process that data based on your consent.
Every time you visit our website, data is collected in the background using technologies such as cookies (see also our Cookie Statement).
Cookies are simple small files that are sent with pages from the website and stored by your browser on the hard drive of your device. More information about enabling, disabling and deleting cookies can be found in the instructions and/or using the help function of your browser.
For example, cookies and similar technologies such as pixel tags may collect your IP address, information about your browser and device, and information about which pages you visit and how you navigate our website.
This data is used by us, among other things, to enable easy access to our Services and to compile user statistics. They are processed on the basis of our legitimate interest to improve our website and our Services and to improve the user experience.
We work with third parties to enable us to offer our Services as optimally as possible. Such third parties - for example our hosting provider, the provider of our CRM, and the provider we use for sending marketing communications by e-mail - provide services to us at our request and on our behalf. These parties may have access to certain personal data in their role as processors. We conclude processor agreements with these third parties that contain provisions to ensure the protection of your personal data. Such third parties may only process your data for the specific purpose for which we engage them and not for any other purpose.
Your personal data may also be shared with a supervisory authority or other body with public authority, such as the judiciary, if we receive a request to do so and we are legally obliged to comply with that request.
Some of the processors we work with may either be located outside the European Economic Area (EEA) or employ staff or have servers in countries outside the EEA. It may therefore happen that personal data is transferred to countries outside the EEA. This is only permitted if the protection of personal data is sufficiently guaranteed. We ensure that our processors meet this requirement through our processing agreements.
We do not share personal data with other parties outside the situations mentioned above and we never sell personal data.
We protect and secure your personal data as best as possible, for example against loss and unlawful processing. We provide appropriate technical and organizational measures, taking into account the state of the art, to ensure a security level appropriate to the risk. Within Weboom BV, employees only have access to personal data if this is necessary for the performance of their duties. Moreover, they are obliged to maintain confidentiality under an agreement. Our IT infrastructure is also secured in a professional manner. We have procedures in place in the event of a data breach or if we suspect one. In the event of a data breach, if we are legally obliged to do so, we will notify the affected persons and the Dutch Data Protection Authority.
The personal data that Weboom BV processes will not be kept for longer than is necessary for the purposes of the processing, as stated in this Privacy Statement. However, personal data can sometimes be kept longer if we are required to do so by law. For example, we are obliged by tax regulations to keep certain data for a period of seven years. Such data will then only be permanently deleted after that period has expired. We may also completely anonymize data over time and then use that data for research, for example. Because anonymous data is not personal data, we no longer need a legal basis for this.
As the person whose personal data is processed, you have a number of rights, which you can exercise free of charge. If you would like to exercise any of these rights, please send us an email.
* Right to information: Through this Privacy Statement we provide you with information about the processing of your data, for example about our identity, about the purposes for which and the ways in which we process your data, about the rules that apply to it, about the rights that you have and how you can influence it.
* Right to access data: You have the right to inspect the personal data we hold about you.
* Right to rectification: You have the right to have data amended if your personal data is incorrect or incomplete. You also have the right to have the data adjusted if the data is not relevant to the purpose for which we process it, or if your data has been processed by us in violation of a legal requirement.
* Right to deletion of data: You have the right to have certain personal data deleted. For example, when your data is no longer necessary for the purposes for which we received it, you object to the processing or when your data has been processed unlawfully by us. However, we cannot always delete all requested data, because we are (or may be) obliged to keep certain data about you.
* Right to restriction of processing: This means that in certain circumstances we may (temporarily) not process or change your personal data. This is the case if you dispute the accuracy of the data, if you believe that the personal data are no longer necessary for the purposes or if you believe that the processing of your personal data is unlawful.
* Right to object: You have the right to object to the processing of your personal data if your personal data is used for purposes other than necessary for the execution of an agreement or necessary for compliance with a legal obligation.
* Right to data portability: If you have provided your personal data to us, you have the right to data portability in certain cases. This means that we will provide your data to you in a structured, common and machine-readable manner, when you request us to do so.
To prevent us from providing personal data to anyone other than the person who is entitled to it, we may ask you to identify yourself. We can only process requests that relate to you. We will respond to your request within 14 days of receiving your request.
If you have any questions about our privacy policy or if you believe that we are processing or have processed your personal data incorrectly or carelessly, please contact us first to give us the opportunity to resolve your objection or complaint. If we are unable to resolve your complaint satisfactorily, you can file a complaint with the Belgian Privacy Commission: Commission for the Protection of Privacy, Drukpersstraat 35, 1000 Brussels, Tel +32 (0)2 274 48 00 , Fax +32 (0)2 274 48 35, e-mail: commission@privacycommission.be
We have the right to change this Privacy Statement without prior notice. This may be necessary if we have to comply with new regulations or if our working methods change.
The most recent version of our Privacy Statement can always be consulted on our website. If changes are made that are material to Users, we will also notify Users with an account by email.
