Privacy Policy

Basewise values your privacy. This privacy policy outlines how we collect, use, share and secure your data in connection with our Software-as-a-Service (SaaS) offering.

Software-as-a-Service (SaaS)-service.

1. PERSONAL DATA AND PURPOSES
This section describes the categories of personal data we collect and the purposes for which we process such data.

A. Subscriptions
When a customer requests a Service for one of our solutions, we ask the customer to provide relevant data. Requests may be submitted via email or telephone. Providing this data is a prerequisite to gaining access to our Services.
Purpose: To provide access to the requested Service or tool. Depending on the type of Service, we process the following data:

B. Use of Subscriptions
To enable use of our tools, we process users’ business email addresses and passwords, as well as usage data. This includes logs (e.g. name of the creator, last edit date, and type of records accessed), and the specific tool features accessed by users. For business subscriptions, a customer administrator may create additional user accounts. For such accounts, we process the user’s email address, surname and first name as outlined above.
Purpose: To provide access to the features of our tools.

C. Training and User Events
We offer training for customers and organise user conferences and sessions. We collect the names of participants and, in most cases, their email addresses.
Purpose: To plan and deliver training and sessions, send invitations and materials, and – where applicable – follow up with presentation copies.

D. Invoicing
When issuing invoices and collecting payments, we use the data described under paragraph A for each business subscription. We also process payment history and any communication about invoicing or outstanding balances. After a subscription ends, we retain this data in accordance with legal and tax obligations.
Purpose: To issue invoices, process payments, and manage receivables where necessary.

E. Relationship Data
In addition to subscription-related data, we also process data for establishing and maintaining a business relationship. This includes contact persons and other employees (e.g. IT or compliance staff) from your organisation. This data may include company name, department, employee name, job title, business email, and phone number.
Purpose: To establish and maintain a professional relationship, for example to send proposals. We may store contact details of decision-makers within your company. These details are not used for direct marketing, but may be used to send product newsletters.

F. Newsletters
To send newsletters, we use your name and email address. Our newsletters contain functional updates about our tools, company news, and process management insights. You may also choose to receive direct marketing via email. We never send marketing emails without prior consent. Our email system allows us to track whether newsletters or messages are opened; this information is used within our tool environment. Newsletters are also sent to individuals who express interest via our website. Each email contains an unsubscribe link that allows you to opt out at any time.
Purpose: To send newsletters and track tool usage for improvement. If you are a prospective user, we may use your data to better understand your interest in our tools and services.

2. LEGAL BASIS
Our primary legal basis for processing your data is performance of a subscription agreement. In addition, we process personal data to comply with legal obligations (e.g. financial and tax regulations). Monitoring usage or email engagement is justified based on our legitimate interest in understanding how our tools are used and how interest is shown, allowing us to improve our services.

3. WHO WE SHARE DATA WITH
Your data may be shared with our employees and partners if necessary for service delivery. All parties are legally obliged to maintain confidentiality. We also share data with our service providers and contractors who support our SaaS/Cloud infrastructure and administrative processes. All such services are governed by GDPR-compliant agreements.

4. DATA RETENTION
Customer data is stored and used for the duration of the subscription and retained in backups for up to 6 months thereafter. Relationship data is retained as long as the relevant staff are employed at our client organisations.

5. INTERNATIONAL DATA TRANSFERS
All personal data is processed and stored within the European Union.

6. CHANGES TO THIS PRIVACY POLICY
This privacy policy may change over time. Clients will be notified of any changes via our newsletter.

7. YOUR RIGHTS AND CONTACT DETAILS
Under the law, you have the right to request that we:

  • Inform you about the personal data we process;
  • Correct, supplement or delete certain data;
  • Stop processing your personal data;
  • Restrict the amount of data we store;
  • Refrain from sharing your data with third parties.

We will review and respond to your request in accordance with the GDPR. We aim to respond within one month of receipt. For questions or comments regarding this privacy policy, please contact us via office[@]basewise.nl or by phone at +31 650909181.

8. RESPONSIBLE PARTIES AND ESCALATION PROCEDURE
The Chief Technology Officer (CTO) of Basewise is responsible for all matters related to data security and privacy. The CTO is a member of the Management Team. In case of a (potential) data breach or other compromising situation, the CTO will immediately investigate the matter, determine the root cause, take corrective actions, and implement improvements to prevent recurrence. The CTO reports findings to the Management Team and the CEO. All corrective actions will be executed as promptly as possible. All affected parties will be notified in accordance with GDPR. The CTO will inform and involve the CEO in any incident classified as severe. Decisions in such cases will be jointly made by the CEO and CTO. All incidents will be documented in detail.