Privacy Policy – Guide-ID

Introduction

1.    This is the privacy policy of Guide-ID BV. This privacy policy provides information about the personal data we process of our customers’ employees, our suppliers’ employees, people who may be interested in our services, recipients of our newsletter and visitors to our websites (platform-guide-id.com, guide-id.com, portal.guide-id.com or help.guideid.com).

2.   We protect your personal data and do not sell these to third parties. Your personal data are processed and protected properly and carefully, in accordance with the EU General Data Protection Regulation and other applicable privacy laws and regulations. This is explained in more detail below.

Processing of personal data

3.     We process your personal data when we have an agreement with you (or with the organisation that you work for), when you request information to potentially enter into an agreement or when you may be interested in our services. We also process your personal data when you request or give us permission to send you newsletters.

What personal data we process

4.     Depending on our relation we process one or more of the following data: your first name, last name, gender, (business) contact details, function, (business) phone number and (business) e-mail address to be able to carry out the agreement, to respond to your requests and/or send our newsletters to you.

Goals of processing personal data

5.     We process your personal data in order to perform the agreement, to meet your requests or to contact you on the basis of our legitimate business interest. We also process personal data to meet legal obligations.

6.      If you’ve requested us or given us permission to send you newsletters, you will receive e-mails from us containing information, suggestions or offers that we think may be interesting or relevant to you. If you no longer wish to receive these e-mails, you can unsubscribe simply by using the relevant option at the bottom of the newsletter or by approaching us through info@guide-id.com. After unsubscribing we will remove your data.

7.     We also communicate with you to respond to your questions and complaints.

8.     Lastly, we use cookies for optimization, adjustments and development of our websites and their use. See article 23.

9.  To be able to deliver our services, we contract suppliers such as hosting providers. In this case we will share your personal data with these suppliers only if necessary and in accordance with this privacy policy.

10.   We will not share personal data with third parties, except as described in this privacy policy and within the Guide-ID group, unless: (a) this is obligated by law, regulations, code of conduct or an irrevocable or provisionally enforceable court order; (b) it is necessary due to safety; and/or (c) we have reason to suspect that the person concerned is involved in illegal or criminal acts.

11.  We can share analytical and statistical information about the use of our websites and its content with third parties. We do so exclusively in its anonymised form.

Security of personal data

12.  We take appropriate technical and organizational security measures to protect your personal data. We take the following into account: current state of technology, the nature, scope, context and purposes of the processing of personal data in conformity with this privacy policy, the implementation costs and the risks for your personal rights and freedoms.

13.  No service is absolutely secure, however we employ reasonable measures to protect data from abuse and loss, unauthorized access, editing, disclosure and destruction.

14.  Your personal data are processed by Guide-ID in the European Union. Third party processors may process personal data outside the European Union on our behalf. In that case, the processing shall be supported by an approved adequacy mechanism.

How long we retain your personal data

15.  We retain your personal data no longer than is necessary for the processing purposes described in this privacy policy, see the table below for the details.

Activity	Personal data	Processing purpose	Foundation	Retention period
Newsletter	Name, country, email	Providing services. Communicating with those involved, including to send relevant information. These can be commercial offers.	Execution of agreement.	As long as you are subscribed and afterwards no longer than necessary
Contact form	Company name, first name, last name, email, phone number, country, annual visitors, message	Providing services. Communicating with those involved, including to send relevant information. These can be commercial offers.	Execution of agreement.	No longer than necessary to fulfil purposes
Demokit form	Company name, email, phone number, annual visitors, first name, last name, street address, postal code, city, country	Providing services. Communicating with those involved, including to send relevant information. These can be commercial offers.	Execution of agreement.	No longer than necessary to fulfil purposes
Website activities & analytics	Device type, browser type, advertisement clicks, IP addresses, page visits	Optimization, adjustment and development of the website, See whether the advertising campaigns are effective with the groups we have targeted.	Legitimate interest (analytical data); Consent via cookie banner (tracking/marketing)	No longer than necessary to fulfil purposes
Contracts	Company name, first name, last name, street address, postal code, city, country, subscription details	Providing services.	Execution of agreement. Legitimate interest. Legal obligation	No longer than necessary to fulfil purposes

16.  We will employ reasonable measures to remove or anonymise personal data when it is no longer necessary to retain them.

17.  When you ask us to remove your personal data, we will comply with your request without unreasonable delay. We may comply with this request by anonymising your personal data, making it impossible to trace back to your person.

Your rights

18.  Your personal data belong to you. You can ask us at any time to provide you with a copy of your personal data. You have the right to rectify any of your personal data that was processed incorrectly. You also have the right to ask us to remove or restrict the processing of your personal data.

19. You furthermore have the right to object to the processing of your personal data and have the right to data portability.

20.  When we process your personal data with your consent, you have the right to withdraw consent at any time, without it affecting the lawfulness of the processing based on consent before its withdrawal.

21. You have the right to file a complaint to the competent data protection authority, such as the Autoriteit Persoonsgegevens in the Netherlands (https://www.autoriteitpersoonsgegevens.nl).

22. We will respond to any requests or objections within a month.

Cookies

23. When you visit our websites, the visit will be registered by using cookies. Cookies are small files which are sent with a web page and are saved on your computer’s hard drive by the web browser. The cookie enables you being recognized on repeated visits to the website. You can change or revoke consent for the cookie categories at any time by clicking on the “Change your consent” or “Revoke your consent” buttons at the bottom of any web page. We use the following kinds of cookies:

–    Functional cookies: To improve the ease-of-use of navigating and logging in on the website and to remember your settings and/or preferences;

–    Analytical cookies: To help improve our website, we use analytical cookies to track where users click, which pages they visit and in what order, and so on. We use the following technologies to make this possible:

–    Hubspot: This is a company which services we use to place cookies to record and receive reports on activity on our website. 

–    Google Analytics: By using the website, cookies will be placed by Google, as part of their Analytics service. We use this service to record and receive reports about how visitors use our website. 

–    Hotjar: We use a technology named Hotjar. Hotjar is a service that helps us better understand the experience of the users of our websites, which enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour on our websites and their devices (in particular device’s IP address (captured and stored only in anonymized form) and geographic location (country only). Hotjar stores this information in a pseudonymized user profile. 

–    Tracking cookies: To know whether your visit originated from one of our advertising partners, and to market our product to you as well as measuring the marketing effectiveness. Please read the privacy policies of these services to see what they use the data they get through these cookies for. We use the following technologies to make this possible:

–    Google Ads: We use Google’s Ads service to track which pages you’ve visited on our website. This information is then used to determine which advertisement to show you (if any) on Google websites such as Google search and Google Maps, or on Google partner websites that place their advertisements. These cookies are created with an identification number, not with any personal data, so they cannot be used to identify you in any way. Please use this link to read Google’s privacy policy: Privacy Policy

If you do not wish to see ads from Guide ID on the Google websites you can opt out in the following ways:

1. Opt out of the cookies on our website.

2. Opt out of Google’s use of cookies by visiting Google’s Ads Settings.

3. Opt out of a third-party vendor’s use of cookies by visiting the Network Advertising Initiative opt-out page.

–    LinkedIn ads: We use LinkedIn advertisements. If you’re logged in to LinkedIn (or have been in the past 30 days) and visit our website, you will still have a LinkedIn cookie stored in your browser and are more likely to see ads about us on their website. LinkedIn will notify us about this, and we use this data to create a list of LinkedIn users who have visited our website and therefore might be interested in our services. Please use this link to read LinkedIn’s privacy policy: Privacy Policy

–    Hubspot: Hubspot places tracking cookies to see to what pages you go to on our website. This information is anonymised until you fill out an form. This is only for the www.guide-id.com website and it will not keep track of information on other websites. Please use this link to read LinkedIn’s privacy policy: Privacy Policy

24. Furthermore, Twitter and Facebook will place cookies when you visit a page on the website in order to enable you to recommend or share information to these social media. Please read the privacy policies of these social networks to see what they use the data they get through these cookies for. Please use these links to read the privacy policy of Meta and X.

Changes in the privacy policy

25. We reserve the right to change our privacy policy at any time. The most recent privacy policy can always be found at legal.guide-id.com.