Privacy Policy

NOTICE ON THE PROCESSING OF PERSONAL DATA

About this Privacy Notice
This Privacy Notice will apply from May 25, 2018, when the General Data Protection Regulation (“GDPR”), which aims to unify and strengthen data protection across the European Union, will enter into force. HoloChat is currently preparing for the GDPR by reviewing and adapting, where appropriate, its operational processes and data security measures policies from a GDPR perspective, as well as by adopting appropriate procedures to allow data subjects to exercise their new rights under the GDPR.

HoloChat is one of the leading providers of business software systems in Central Europe, and our activities are primarily aimed at companies, organizations and professionals. We do not knowingly seek or receive information from or about children.

From the perspective of data protection regulations, HoloChat is the “data controller”. Our identity and contact details are:

Data operator: HoloChat S.R.L.
Website: www.holochat.eu

This Notice has been prepared to inform individuals (“Data Subjects”) about the personal data collected by HoloChat in the course of its business, the purpose of the processing and the manner in which such data is used.

We reserve the right to update and modify this Privacy Notice, as well as our Personal Data Protection Policy from time to time. We will notify you of any changes to this Privacy Notice or the Personal Data Protection Policy by posting on our website or by other appropriate means.

Responsible for data protection
HoloChat has an internal data protection officer (DPO) who you can contact if you have questions or concerns about HoloChat's personal data policies or practices. You may contact the HoloChat DPO by email at hello@holochat.eu.

How do we collect Personal Data?
We primarily collect personal data that you provide to us directly, by completing the form requesting information about our products, on the websites www.holochat.eu or while you visit us or meet with our representatives. Additional information is collected during telephone interviews conducted by our marketing department.

We also collect personal data from you or your organization during the execution of contracts.

Our process of collecting personal data may take place through: i) website, mobile applications, email, digital media or software belonging to third parties, including recruitment portals; ii) contracts, applications, forms, call center, remote technical support, sales and marketing units, cookies on websites, business cards, telephone, etc.; or iii) face-to-face interviews.

What personal data do we collect?
When you register with us, we collect information about you, including your full name, your employer's name, your role in the organization, your email address, and your telephone numbers (landline and mobile).

When your company purchases our products or services, we collect information about our client company representatives, contacts, project team members, and users. The information collected includes full name, employer's name, role, work address, email address, telephone numbers (landline and mobile), and fax number. This is provided to us directly by you or your organization.

Why do we process your Personal Data?
We process the personal data we collect for two main reasons: (1) to operate our business and provide the products and services we offer, and (2) to send you marketing communications related to our products and services.

When we process your data personal data to provide products and services, they are necessary for the negotiation, conclusion and execution of the contract with customers and for the purposes of the legitimate interests pursued in the execution of such contracts.

The processing carried out for the performance of our business includes:

• Establishing, maintaining and concluding contracts/business relationships;
• Customizing available products and services in accordance with requests; updating and improving available products and services according to customer needs, legal and technical development.
• Registering users in systems, namely for available products and services;
• Providing call center services and remote technical assistance; tracking the number of calls and their content;
• Contact/communication;
• Keeping and tracking visitor records;
• Providing services to customers in accordance with contracts.

When we process your personal data for our marketing communication strategy, this is based on the legitimate interest of promoting our products and services. Such marketing activities include:

• Advertising new or existing products, services and campaigns; conducting sales and marketing activities;
• Conducting market research;
• Obtaining statistics and analyses of product usage;
• Contact/communication, including via third-party social media platforms;
• Contacting for customer satisfaction surveys.

To whom and for what purposes do we transfer your personal data?
We will not share your information with any third party outside our organization, unless this is required by law or is necessary to perform the contract concluded with you. For any other transfer to third parties, we will first ask for your consent.

Your personal data may be transferred to the following third parties, located in the EU or abroad: audit firms (based on legal requests), consultants, legal or public authorities, resellers, service providers, suppliers, shareholders and other companies in the logo group.

If a transfer abroad is considered, we will ensure that it will be made to a country that benefits from an appropriate decision issued by the European Commission or, alternatively, on the basis of approved standard contractual clauses.

What security measures do we have in place?
We are committed to protecting the security of your personal data and preventing unauthorized access, use or disclosure by:

• Controlling physical access to our premises and locations where we store personal data
• Using up-to-date technological methods
• Imposing strong access policies (complex passwords, firewall rules, granular access authorization, etc.)
• Encrypted storage of personal data
• Continuous monitoring of our own systems
• Updating policies
• Training and informing employees and third parties
• Ensuring secure data transfer
• Limiting access to sensitive locations (both physical and logical)

What are your rights as a Data Subject?
As a Data Subject, under the GDPR, you have a number of rights regarding your Personal Data, and HoloChat, as a data controller, is committed to respecting your privacy and guaranteeing these rights.

• Right to access – you have the right to obtain confirmation that HoloChat is processing your personal data and you have the right to access this data. You can also request information about: the purpose of the processing; the categories of personal data processed; to whom, apart from HoloChat, the data may have been sent; what was the source of the information (if you did not provide the data directly to HoloChat) and how long it will be kept.
• Right to rectification – you have the right to request rectification or correction of your personal data, if it is incorrect. At the same time, if our records are incomplete and additional data are necessary for processing, you have the right to complete your personal data.
• Right to erasure (right to be forgotten) – if there is no compelling reason for the continued processing, you have the right to obtain the erasure or removal of your personal data from our databases. Please note that this is not an absolute right and HoloChat reserves the right to limit it to the cases provided for in the GDPR (for example, if the data is no longer necessary in relation to the purposes for which it was collected, if you have chosen to object to the processing of your personal data or if the processing is unlawful).
• Right to restriction of processing – you have the right to request the restriction of the processing of your personal data for the period necessary to verify its accuracy, if you object to further processing, on the basis of legitimate interest, or if you wish to block the data in the context of exercising or defending a legal claim. At the same time, you can request the blocking
• Right to data portability – when we process your data for the performance of a contract or based on your consent, you can request that the data you have provided to us be provided to you or to another organization in a structured and machine-readable format.
• Right to object – you have the right to object, at any time, to the processing of your data for marketing purposes. For processing for purposes other than marketing, you still have the right to object, but HoloChat's legal obligations may prevail, as may its overriding legitimate interest in continuing to process such data, including in the case of exercising or defending a legal claim.
• Right to withdraw consent – ​​when we process your data based on your consent, you have the right to withdraw this consent at any time.

You can exercise your rights by sending a request to hello@holochat.eu. We reserve the right to contact you to ensure that the request is indeed from you.

There is no charge for responding to your requests, except where the requests are unfounded, repetitive or excessive, in which case we may charge you a fee based on the administrative costs of your request.

Your requests will be responded to as soon as possible, depending on the nature of the request and within a maximum of thirty days, unless we are required to extend this period, taking into account the complexity of the request and/or the number of requests.

During an application, in the event of sharing incomplete or incorrect information or if the request is not clearly expressed, we may encounter difficulties in resolving your requests, which may lead to delays in the investigation process. Our company reserves all legal rights in the event of incorrect, contrary to facts/laws or malicious applications.

If you believe that your personal data is being misused or that HoloChat's processing of it violates the GDPR, please inform the DPO at hello@holochat.eu about the issues regarding the processing of your data and request that they take appropriate measures. If the issue cannot be resolved in this way, you may file a complaint with the national supervisory authority, whose contact details can be found on its website, www.dataprotection.ro.

General Privacy Policy
You can consult the General Privacy Policy.

Use of our website
Like most websites, the HoloChat website automatically collects certain information and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location from which your computer or device accesses the Internet, browser type, operating system, and other information about your use of the HoloChat website, including a history of the pages you view. This information is used to better design our website in accordance with the needs of our users. We may also use your IP address to assist in diagnosing problems with our server and to administer our website, analyze trends, track visits to our web pages, and gather general demographic information that helps us identify visitor preferences.

The HoloChat website also uses cookies and other similar technologies. They allow us to store your preferences, provide you with options when logging into our online platforms, deliver advertising to you through our partners based on your interests, and also analyze how our website and platforms are performing.