PRIVACY POLICY

1. Introduction

Systematix Solutions attaches great importance to the protection of personal data. In this privacy policy we explain which data we collect, for what purposes we do so, and how we handle it.

We process personal data solely in accordance with applicable laws and regulations, including the General Data Protection Regulation (GDPR). Transparency is paramount: we want you to know exactly which data we process and why.

This privacy policy applies to all services and products of Systematix Solutions, including our communication platform and related solutions.

2. Our Values

At Systematix Solutions, careful handling of personal data is self-evident. We process data with respect for privacy and with attention to security, reliability, and transparency.

Our principles are:

  • Minimal data processing: we only collect the data necessary for the performance of our services.
  • Purpose limitation: we use data solely for the purposes for which it was collected.
  • Security: we take appropriate technical and organizational measures to protect data against misuse, loss, or unauthorized access.
  • Transparency: we are clear about how and why we process data.
  • Accountability: we take our obligations under the GDPR and other relevant laws and regulations seriously.

3. Who We Are

Systematix Solutions is a communication platform providing services in telephony, messaging, and video calls, both nationally and internationally. We focus on innovative and secure solutions, with particular attention to the protection of personal data.

Our company details are as follows:

  • Address: Middelerf 14, 3851 SP Ermelo, The Netherlands
  • Chamber of Commerce: 60676590
  • VAT: NL854011122B01

For questions or requests regarding this privacy policy, you can reach us at: https://systematix.solutions/contact

4. Which Personal Data We Process

Systematix Solutions processes only personal data necessary to provide our services and to fulfill our obligations. This includes:

  • Company details such as company name, position, and Chamber of Commerce and VAT number.

  • Communication details such as messages sent or received via our systems and contact via email or telephone.

  • Technical details such as IP address, login, and usage data of our services and the Portal.

  • Traffic and usage data necessary to provide, secure, and improve telecommunications and online services.

We do not collect special categories of personal data, unless legally required or strictly necessary for the performance of our services. We always limit the processing of personal data to what is necessary for the intended purpose.

5. Purposes of Data Use

We use personal data only for the following purposes:

  • Performance of the Agreement: to deliver our services, manage accounts, issue invoices, and process payments.
  • Customer service and support: to answer questions, resolve issues, and ensure the quality of our services.
  • Security and abuse prevention: to detect, prevent, and investigate fraud, abuse, and security incidents.
  • Legal obligations: to comply with applicable laws and regulations, including tax obligations and telecommunications law.
  • Improvement of our services: to optimize our systems, analyze usage, and improve the operation and reliability of our services.
  • Communication and updates: to inform the customer about changes to our services, terms, or relevant legislation.
  • Marketing activities: only with the customer’s prior consent, we may use data to inform about new products, services, or offers.

We never use personal data for purposes other than those described above, unless we have obtained the explicit consent of the data subject or unless permitted by law.

6. Legal Basis for Processing

We process personal data only on the basis of a legal ground as set out in the GDPR. The following grounds apply:

  • Performance of a contract: processing is necessary to perform the contract with the customer or to take pre-contractual measures at the customer’s request.
  • Legal obligation: processing is necessary to comply with legal obligations, such as tax and administrative requirements or telecommunications law.
  • Legitimate interest: processing is necessary for the purposes of our legitimate interests, including securing our systems, preventing fraud, and improving our services, unless the interests or fundamental rights and freedoms of data subjects outweigh these.
  • Consent: if processing is based on the consent of the data subject, such consent shall always be freely given, specific, informed, and unambiguous. The data subject may withdraw this consent at any time.

7. Retention Periods

Systematix Solutions does not retain personal data longer than necessary for the purpose for which it was collected or further processed, unless a longer retention period is required by law.

The following retention periods generally apply:

  • Agreement and service provision: personal data necessary for performance of the agreement are retained as long as the agreement is in force and at least five (5) years thereafter, unless a longer period is necessary for tax or legal obligations.

  • Invoicing and administration: data relevant to administration and tax law are retained for the legally required period of seven (7) years.

  • Customer service and communication: data relating to questions or complaints are retained until the request has been handled and for a maximum of two (2) years thereafter.

  • Marketing and consent: data processed on the basis of consent (such as for marketing) are retained until the data subject withdraws consent.

  • Security and incidents: log files and data processed to prevent fraud or abuse are retained as long as necessary for the security purpose, generally not longer than one (1) year, unless an incident requires a longer period.

After expiry of the retention period, personal data shall be carefully deleted or anonymized.

8. Sharing Data with Third Parties

Systematix Solutions shares personal data with third parties only when necessary for the performance of the Agreement, to comply with legal obligations, or with the consent of the data subject.

Personal data may be shared with:

  • Technical and financial service providers: for hosting, maintenance, payment processing, and other supporting processes;
  • Supervisory authorities and government bodies: only when legally required;
  • Partners: if necessary for the delivery of specific services and always under appropriate contractual safeguards.

Systematix Solutions concludes a data processing agreement with each party that processes personal data on its behalf, which includes at least the same security and confidentiality obligations as set out in this privacy policy.

Systematix Solutions never sells or rents personal data to third parties for commercial purposes without the prior explicit consent of the data subject.

9. Data Security

Systematix Solutions takes appropriate technical and organizational measures to protect personal data against loss or any form of unlawful processing.

We apply, among other things, the following principles:

  • Secure connections: data transmitted through our systems are encrypted using modern security technologies such as SSL/TLS.
  • Access management: access to personal data is limited to employees and processors who need such data for the performance of their duties and is secured with strong authentication measures.
  • Awareness and training: employees are instructed and regularly trained in the careful and secure handling of personal data.
  • Monitoring and logging: systems are actively monitored for suspicious activities and logging is used to investigate incidents.
  • Secure storage: personal data are stored in secure data centers that comply with international standards and certifications.

Systematix Solutions continuously strives to update and improve its security measures.

10. Rights of Data Subjects

Data subjects have various rights under applicable privacy legislation with regard to their personal data. Systematix Solutions respects and facilitates these rights:

  • Right of access: the right to know which personal data we process and to receive a copy thereof.
  • Right to rectification: the right to have inaccurate or incomplete personal data corrected.
  • Right to restriction: the right to temporarily restrict the processing of personal data, for example while assessing an objection.

Requests to exercise these rights may be submitted via the contact details set out in Article 12 of this privacy policy. Systematix Solutions shall handle such requests within the statutory time limit.

11. Changes to this Privacy Policy

Systematix Solutions reserves the right to amend or supplement this privacy policy. Changes will be published on the Systematix Solutions website and shall take effect from the time of publication, unless otherwise indicated.

12. Contact and Complaints

For questions, requests, or complaints about this privacy policy or the processing of personal data, please contact:

Systematix Solutions
Middelerf 14 3851 SP Ermelo
Chamber of Commerce: 60676590
VAT: NL854011122B01
https://systematix.solutions/contact

If a complaint is not handled to your satisfaction, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via www.autoriteitpersoonsgegevens.nl

13. Governing Law and Language

This English version of the Privacy Policy is provided for convenience only. In case of any discrepancies or interpretation issues, the original Dutch version shall prevail. This Privacy Policy is governed by and construed in accordance with the laws of the Netherlands, and any disputes shall be submitted to the competent court in the Netherlands.