Privacy statement

Ubeeo’s Privacy Statement helps you understand what personal data we collect and why we collect it, how we handle your personal data and how we protect, store, export and delete it.

Personal data is any data relating to an identified or identifiable natural person, such as an e-mail address, address, telephone number, etc.

What personal data do we process?

The types of personal data Ubeeo processes with respect to you may include the following:

• Basic personal information such as name, address, phone number, email address and demographic information
• Information related to the user and web traffic such as login credentials, username and IP address
• Financial information such as information related to invoices
• Contentyou uploaded or provided such as photos, comments, articles and videos
• Statistics showing how users use our software and use the permission we offer.
• Information provided with job applications

Why we process personal data

In order to provide you with the best possible service, it is necessary for Ubeeo to store your personal data in certain cases. Ubeeo uses your personal data for:

• Purchase and delivery
  • Facilitate customer orders, agreements, payments
  • Offering services directly, such as events and webinars
  • Provide upon request quotations for products and services
  • Create and facilitate accounts for users of our services
• Support and improvement
  • Improve and (further) develop the quality, functionality and user experience of our products, services and websites
  • Offer customer support for our products and services
  • Enabling interaction between users and Ubeeo
• Security
  • Detect, fix and prevent security threats and misuse, perform maintenance and remove product defects.
• Marketing
  • Managing marketing preferences and directing marketing content
  • Creation of interest profiles to promote relevant products and services (profiling)
• Recruitment
  • Managing recruitment processes and processing job applications
  • Review submitted documents, conduct interviews and request references.

Information regarding how personal data are processed in Ubeeo ATS can be found in the processor agreement between Ubeeo and the customer using Ubeeo ATS. Ubeeo then acts as a data processor and processes the data on behalf of and in accordance with the customer’s instructions. For example, your employer. For more information about this, contact the customer in question.

Legal basis for processing your personal data

We process data on various legal bases.

Agreement with you

We process your personal data on the basis of a legally binding contract with you. This can be the case, for example, when you apply for a vacancy at Ubeeo. The processing of your personal data such as a CV, job application and references is necessary for Ubeeo to process them.

Your permission

Ubeeo may process your personal data on the basis of consent. After you have given your consent, you can withdraw it at any time.

Legitimate interest

Ubeeo has a legitimate interest when we process your data for security, support and improvement purposes, or when you act as a contact/lead for our existing and potential customers or relations (such as partners and suppliers). Your personal data is processed from a business perspective in a way that we believe does not violate your privacy rights or freedoms.

In addition, Ubeeo processes data based on a legitimate interest when you sign up for a webinar, download reports or other content from our web pages. The legitimate interest consists in being able to provide you with correct content, hold webinars, perform marketing activities and administer your requests.  

How will your personal data be shared?

We handle your personal data confidentially. The personal data we collect through our website will not be provided to third parties for their direct marketing purposes. Furthermore, we will not provide the information you provide to other parties, unless you have given your prior consent, this is necessary for the execution of the agreement or we are permitted or required to do so by law or the agreement.

When do we use processors?

Ubeeo uses processors to process personal data. These processors are typically vendors of cloud services or other IT hosting services.

When using processors, Ubeeo will enter into a processor agreement to ensure your privacy rights. If processors are located outside the EU/EEA, Ubeeo will ensure for your benefit that there are legal bases for such international transfers, including through the use of the EU Model Clauses.

You can always request a list of and further information about Ubeeo’s processors. See the last section of this statement for how to contact Ubeeo.

The security of your data

Ubeeo uses careful security procedures to protect processed data. The information security policy and data privacy are ISO-27001 certified. The policies and procedures are audited annually by an external party based on ISAE-3000 SOC/2 type II.

The information security policy and data privacy procedures are designed to protect processed data and to prevent unauthorized access to this data. For example, we ensure that only the necessary persons have access to your data and that access to your personal data is protected.

The cookies on Ubeeo’s website

Cookies are small text files that are stored on your device when you visit a website. Cookies help the website remember information about your visit to improve the functionality of the website and display more relevant content.

The use of cookies includes the processing of personal data, such as cookie IDs, IP addresses and activity on the website. All processing of personal data complies with the security and privacy measures set forth in applicable data protection legislation.

Cookies are used on our website to:

• provide basic functions (strictly necessary cookies);
• enable functionalities and protect the website (functional cookies);
• analyze the use of the website and improve the website on that basis (analytical cookies);
• understand our campaign performance and be able to improve online advertising offerings for you (marketing cookies).

For analytical and marketing cookies, you can choose whether or not to accept them via the cookie banner. If you choose not to accept cookies, you may not be able to use all the features of this website.

How can you manage or delete cookies?

Cookies have an expiration date. This means that they expire automatically after a certain period of time and no longer record data from your site visit. You can also choose to delete cookies manually before the expiration date. For more information on this, please consult your browser manual.

‍How long your data will be kept

Ubeeo will not retain your personal data longer than necessary for the performance of our contractual obligations. When we process your personal data on the basis of another legal basis, such as a legitimate interest, this data will be kept as long as necessary for the realization of the purpose of the processing.

Therefore, your personal data may be subject to various types of retention policies, depending on the type of data and the purpose of its collection. Here are some examples:

When recruiting, Ubeeo will delete your personal information 28 days after completion of the application process, unless otherwise agreed with you.

Another example is contact information stored for marketing purposes, including potential customers or interested parties. Such personal data will be destroyed no later than 2 years after the last recorded activity or sooner upon your request.

For further information on disposal, contact Ubeeo (see contact information in the last section of this statement).

‍What your rights are

You may invoke the following rights with respect to our processing of your personal data:

• You have the right to request a copy of the personal data we process about you.
• You also have the right to request Ubeeo to rectify inaccurate personal data about you. For Ubeeo ATS, you can do this as a candidate through the candidate portal of the relevant worksite and as a user through your user profile.
• You can request Ubeeo to remove personal data about you. For Ubeeo ATS, as a candidate, you can do this through the candidate portal of the relevant worksite.
• You can ask us to restrict the processing of your personal data.
• You may ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format.
• Object.On grounds related to your specific situation, you have the right to object to our processing of your personal data based on legitimate interests or for direct marketing purposes. You also have the right to object to our processing of your personal data for the performance of tasks in the public interest or in the exercise of public authority or on the basis of legitimate interests.

Please note that certain exceptions or limitations to the above rights may apply depending on the specific circumstances of your situation. In such cases, we will provide you with detailed information about the applicable exception or limitation and help you exercise your rights to the fullest extent possible, in accordance with applicable laws and regulations.

Please use the e-mail address below to submit requests as mentioned in this section.

Finally, you also have the right to file a complaint regarding our processing of your personal data with the Personal Data Authority.

‍Modifications

We encourage you to review this statement periodically. If we make significant changes to our statement that materially alter our privacy practices, we may also notify you by other means, such as by sending an email or posting an announcement on our corporate website and/or social media pages before the changes take effect.  

This Privacy Statement will be reviewed at least annually and changes will be approved by Ubeeo’s Privacy Officer. Last updated on January 31, 2025.

How to contact us

The controller of the processing of your personal data at Ubeeo is:

Ubeeo
Maaskade 120
3071NK Rotterdam

We value your opinion. If you have any comments or questions about our Privacy Statement, or any concerns about privacy, including a possible invasion of your privacy, please send them to  privacy@ubeeo.nl.

We will treat your requests or complaints confidentially. Our representative will contact you to discuss your concerns and outline options on how to resolve them. We strive to resolve complaints in a timely and appropriate manner.