Privacy and cookie statement

Version: 1.0
Date: 12 September 2018

This is the privacy and cookie statement for the www.speakap.com website of Speakap B.V. (referred to below as 'Speakap', 'we' or 'us'). Speakap has its registered office at Pedro de Medinalaan 5c in Amsterdam, the Netherlands. More detailed company and contact information is available at the bottom of this privacy and cookie statement.

If you use our website, we (and third parties engaged by us) may process privacy-sensitive data of yours, which may include personal data. Speakap attaches great importance to processing your personal data in a careful and secure manner. This privacy and cookie statement is intended to explain to you what personal data are collected, for which purposes those data are used and how we treat them.

Speakap advises you to read this privacy and cookie statement carefully. Please note that this privacy and cookie statement can be regularly amended, for instance if new functionalities are added to the website.

General principles

Speakap considers it very important to treat your data in a careful and secure manner. Speakap therefore applies a number of core values:

  • provision of information. We aim to inform you as thoroughly as possible about how and why we process personal data. We do so by means of this privacy and cookie statement;
  • restriction of the collection of personal data. We carefully ensure that the collection of personal data remains restricted to what is necessary for your use of our website and the products and services you purchase from us;
  • protection of personal data. We take measures (both technical and organisational) to protect your data and require third parties that process personal data on our instruction to do the same;
  • consent for processing of personal data. We request consent for processing your personal data in those cases where this is required under the General Data Protection Regulation;
  • rights of data subjects. We respect your rights with regard to the processing of personal data, such as your right to access, correct or remove the personal data, or to have such data removed.

This privacy and cookie statement sets out how Speakap puts these core values into practice. Please do not hesitate to contact us via the contact information provided at the bottom of this privacy and cookie statement with any questions you may have after reading it.

Processing of your personal data

When using our website, you may leave personal data with us. Which personal data these are depends on the functionalities that you use via the website. Below, we explain for each functionality what personal data of yours we process and what those personal data are used for.

Request a demo

You can directly request a demo of our products and services via the website. Speakap will then contact you to agree a date, time and location for the demo with you. Speakap requires certain personal data to be able to contact you and prepare a suitable proposal for a demo. You are therefore requested to provide the following data:

  • name;
  • email address;
  • telephone number;
  • company name;
  • size of the organisation;

 

The data provided by you can be stored by Speakap for a period of six months. If we do not manage to contact you, or if you decide you no longer need the demo, your data will be removed after this period. It may sometimes be necessary to store your data for a longer period, for instance to maintain contact with you about providing the demo and any follow-up, if applicable. In that case, your data will be stored by us for as long as is reasonably necessary.

We will not remove your company name and the size of the organisation as stated by you after six months. We will retain those data in our system to enable us to see with which organisations we have already been in contact in the past.

Contact via the website

If you have any questions or comments about our products and services, you can contact us directly via the website. Simply complete a contact form on the website. You can also make use of the chat function during our opening hours to submit your question directly to one of our staff members.

If you use the contact form, we need certain personal data from you to enable us to handle your request. You are therefore requested to provide the following data in the contact form:

  • first name;
  • email address;
  • telephone number;
  • company name;
  • your question or request.

If you use the chat function, the personal data that you provide in the chat will be processed by us. Our staff may request you to provide additional data if that is necessary to be able to handle your question.

The personal data that you provide to us via the contact form or via the chat function will be stored by us for as long as is necessary to handle your question in an appropriate manner. We will remove your personal data as soon as it is clear that your question has been answered to your satisfaction.

Newsletter

You can subscribe to our monthly newsletter on the website. Via our newsletter, we will update you on Speakap products and services, improvements to these products and services and developments within our organisation. If you wish to subscribe to our newsletter, we will store your email address to enable us to send you the newsletter. We will also record the date and time when you registered for the newsletter, because Speakap is required to be able to demonstrate that you subscribed yourself and that your data were not obtained in any other way.

There is a button at the bottom of every newsletter from Speakap with which you can easily unsubscribe. As soon as you unsubscribe for the newsletter, your email address and the date and time when you subscribed will be removed from our database. From that time, you will no longer receive newsletters from Speakap.

Return on Investment (ROI) visualisation tool

A Return on Investment (ROI) visualisation tool is provided on the website. This tool will give you insight into the potential costs savings that can be achieved by making use of our products and services within your organisation. If you wish to use the visualisation tool, we will require a number of data about your organisation to be able to perform the calculation. We will also ask you to enter a number of personal data to enable us to contact you for more specific advice on using the products and services of Speakap within your organisation. To enable us to contact you, we will ask you for the following personal data:

  • company name;
  • email address;
  • telephone number;
  • name;

These personal data are not shared with VisualizeROI. You are not obliged to provide these personal data. You are free to leave the fields to be completed in the visualisation tool blank.

If you enter personal data, we can store those data for a period of six months. If we do not manage to contact you, or if you state that you are no longer interested, your data will be removed after this period. Sometimes, it may be necessary to store your data for a longer period, for example because you have decided to purchase certain products or services from Speakap. In that case, your data will be stored for as long as is reasonably necessary.

We will not remove your company name after six months. We will retain it in our system to enable us to see with which organisations we have already been in contact in the past.

Resources

A range of resources is available on the website, such as whitepapers, eBooks and checklists concerning the products and services of Speakap. You can directly download these resources free of charge. Before you can download the resources, we will ask you to enter a number of personal data to enable us to contact you for specific advice on using the products and services of Speakap within your organisation. To enable us to contact you, we will ask you for the following personal data:

  • first name;
  • email address;
  • job title;
  • industry;

 

You are not obliged to provide these personal data. You are free to leave the fields to be completed blank.

If you enter personal data, we will store those data for a period of six months. If we do not manage to contact you, or if you state that you are no longer interested, your data will be automatically removed after this period. Sometimes, it may be necessary to store your data for a longer period, for example because you have decided to purchase certain products or services from Speakap. In that case, your data will be stored for as long as is reasonably necessary.

We will not remove your company name after six months. We will retain it in our system to enable us to see with which organisations we have already been in contact in the past.

Job applications

To make it easier for you to apply for one of our job vacancies, we offer you the opportunity to submit your application directly via the website. This functionality is provided in collaboration with Bamboo HR. If you submit your application via the website, your data may therefore also be processed by Bamboo HR. Speakap and Bamboo HR have entered into written agreements to ensure that Bamboo HR processes your personal data in a careful and secure manner.

Various personal data will be requested as part of your job application. Some of the fields to be completed in the job application form are optional and completing them is not mandatory. Other fields are mandatory because we require those personal data to assess your job application and to contact you. The data requested from you are:

  • name and address details;
  • email address;
  • telephone number;
  • job application letter;
  • Curriculum Vitae;
  • date from which you are available (optional);
  • link to your website, portfolio or blog (optional);
  • name of the educational institution at which you studied (optional).

The personal data stated by you will be stored by us for the duration of the job application procedure and possibly for a period of two months thereafter. If you are no longer interested in the position you applied for, we will remove your personal data as soon as you have informed us of this.

Cookies

Speakap uses cookies. If you use our website, cookies will also be placed on your device by third parties that are engaged by Speakap. A cookie is a small text file that is sent with the website and is stored on your device. The information that is stored in a cookie can be transferred to our own secure servers or those of a third party engaged by us. This information may contain personal data, such as your IP address.

Types of cookies

The following types of cookies may be placed on your device when you visit our website:

  • functional cookies. These cookies are used to ensure that certain parts of the website operate properly and to store the preferences stated by you. For instance, if you select a specific language on our website, that preference will be stored in a cookie by Speakap so that you do not have to re-state the same preference when you visit the site again later;
  • analytical cookies. These cookies are used to track how you use our website. By means of these cookies, Speakap can see, for instance, which pages or subpages you visit and for how long you visit our website. Speakap then uses these insights to make the website even better and more user-friendly;
  • advertising cookies. These cookies are used to map which websites you visit and how you use them. This information makes it possible to show you targeted adverts for products and services in which you may be interested. We do not display any adverts on our website, but you may encounter Speakap adverts when you visit other websites.

Cookies placed

A banner about the use of cookies is displayed when you visit our website for the first time. If you click on 'accept' in the banner, you are authorising us to place the following cookies:

Provider

Name of the cookie

Type of cookie

Act-On

Act-On Beacon

Advertising cookie

Bing

Bing Ads

Advertising cookie

Google

GA Audiences

Analytical cookie

 

Google Analytics

Analytical cookie

 

Google Tag Manager

Advertising cookie

 

Google Dynamics Remarketing

Advertising cookie

 

Google Adwords Conversion

Advertising cookie

HubSpot

HubSpot

Advertising cookie

 

Hubspot Forms

Analytical cookie

LinkedIn

LinkedIn Analytics

Analytical cookie

 

LinkedIn Ads

Advertising cookie

DoubleClick

DoubleClick

Advertising cookie

Act-On

Act-On Beacon

Advertising cookie

 

We have no full control over what these parties do with the personal data that are obtained through the cookies placed. More information on how these parties store the personal data obtained and what they do with those data is available in the privacy statement of the party concerned. Bear in mind that these statements may change regularly.

Enabling and disabling cookies

You can disable the placement of cookies by changing your browser settings. Consult the manual of your browser for detailed instructions. Also, bear in mind that certain functionalities on the website may not be available or only be partially available if you disable the cookies.

Deleting cookies

Most cookies have an expiry date. This means that they automatically expire after a certain period and no longer record any data on your website visit. You may also opt to delete cookies manually before the expiry date has lapsed. Consult the manual of your browser for detailed instructions.

Third-party websites

This statement does not apply to third-party websites to which our own website refers. We cannot guarantee that these third parties will handle your personal data in a reliable or secure manner. We therefore recommend that you read the privacy statements relating to the websites concerned before using them.

Security

Speakap considers it important to treat your personal data in a secure manner. We therefore provide our website via a secure connection. In most Internet browsers, this secure connection is identifiable by a green padlock in the address bar. The personal data that you provide via the website are sent in an encrypted format. That makes it harder for persons acting with malicious intent to intercept your personal data. We also work hard internally to process your personal data in a secure manner. For instance, we apply internal policies to safeguard the careful handling of your personal data.

Your rights

Under the General Data Protection Regulation, you have a number of rights concerning your personal data:

  • You can ask for an explanation about which personal data of yours are processed and for what purposes those personal data are used.
  • You can have errors corrected in processed personal data, or have personal data erased that have become outdated or superfluous.
  • At any time, you can withdraw the consent you gave via the website for the processing of certain personal data.
  • You can object to the way in which your personal data are used.
  • You can request us to transmit your data to another party.

You can contact Speakap directly if you want to exercise your rights, or if you have a question about the way in which Speakap handles your personal data. See our contact information at the end of this privacy and cookie statement for this. In order to prevent misuse, Speakap may ask you to identify yourself if you contact us to exercise certain statutory rights.

Dutch Data Protection Authority

Naturally, Speakap is happy to help you if you have any complaints about the processing of your personal data. Pursuant to the General Data Protection Regulation, you also have the right to submit a complaint to the Dutch Data Protection Authority (the Dutch supervisory authority in the field of privacy) or another European supervisory authority in the field of privacy.

Changes to this privacy and cookie statement

We reserve the right to make changes to this privacy and cookie statement. Any changes will be published on our website. We recommend that you check this statement regularly, to ensure that you are aware of any changes.

Contact and company information

Address
Speakap B.V.
Pedro de Medinalaan 5
1086 XK Amsterdam
The Netherlands

Email
info@speakap.com

Telephone number
+31 (0)20 820 42 96

Chamber of Commerce number
51753847

VAT number
NL850155770B01