1. Introduction
Chempros Solutions B.V. ("Chempros Solutions", "we", "us") is established in Capelle aan den IJssel, the Netherlands. We license, host and support the EPY X regulatory software platform for business customers in BeNeLux, Switzerland and Denmark.
This Privacy Policy explains which personal data we process through our website chemprossolutions.com, through e-mail, and in our dealings with prospective and existing business customers. It is based on the EU General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act (Uitvoeringswet AVG).
This policy does not cover personal data that our customers store in the EPY X environment we host for them. For that data the customer is the controller and we act as processor under a separate data processing agreement (see section 6).
2. Controller
| Controller | Chempros Solutions B.V. |
|---|---|
| Address | Lylantse Plein 1, 2908 LH Capelle aan den IJssel, the Netherlands |
| Chamber of Commerce (KVK) | 42131788 |
| VAT number | NL814112481B02 |
| Privacy contact | info@chemprossolutions.com |
| Telephone | +31 85 888 1927 |
3. Which personal data we collect
3.1 Contact and demo request form
When you use the form on our contact page we receive your name, work e-mail address, company name, region and the message you write. The form does not store your submission in our website database: it is sent as an e-mail to our mailbox.
3.2 E-mail and other correspondence
When you e-mail or call us, we process your contact details and the content of your message.
3.3 Customer and quotation administration
For prospective and existing customers we process the business contact details of the people we deal with, and the information needed to prepare quotations, conclude and perform agreements, provide first-line support and invoice our own services.
3.4 Server logs
Like every website, our web server automatically records technical data for each request: IP address, date and time, requested page, browser type (user agent) and referring page.
3.5 Web fonts
Our website loads the font "Archivo" from Google Fonts. When a page loads, your browser requests the font from Google's servers, which means your IP address and browser details are sent to Google. See our Cookie Policy for details.
3.6 Cookies and similar technologies
We do not use tracking, analytics or advertising cookies. The technologies our website does use are described in our Cookie Policy.
4. Purposes and legal bases
The table below lists every processing activity, why we carry it out, the legal basis under Article 6(1) GDPR, who receives the data, how long we keep it, and whether it leaves the European Economic Area (EEA).
| Data | Purpose | Legal basis | Recipients | Retention | Outside EEA |
|---|---|---|---|---|---|
| Name, work e-mail, company, region, message (contact form) | Answering your request and scheduling a demo | Art. 6(1)(b) — steps at your request before entering into a contract; where no contract is envisaged, art. 6(1)(f) — our legitimate interest in answering business enquiries | STRATO AG (web and e-mail hosting) | 12 months after our last contact if you do not become a customer | Not intended (EU hosting provider) |
| Contact details and content of e-mails and calls | Handling your question or message | Art. 6(1)(b) or (f), as above | STRATO AG (e-mail hosting) | 12 months after our last contact if you do not become a customer | Not intended (EU hosting provider) |
| Business contact details of prospects | Following up on quotations and demos | Art. 6(1)(f) — legitimate interest in B2B sales | Perfectview (CRM), once in use | 12 months after our last contact if you do not become a customer | Not intended (Dutch provider) |
| Business contact details of customer staff; order and contract data | Concluding and performing the agreement; arranging the EPY X user licence and maintenance contract | Art. 6(1)(b) — performance of a contract | EPY S.r.l., Italy (licensor; contracts and invoices licences and maintenance directly); Perfectview (CRM), once in use | Duration of the customer relationship, plus statutory retention periods where applicable | No |
| Invoicing and payment data for our own services | Invoicing and bookkeeping | Art. 6(1)(c) — legal obligation (tax record-keeping) | Where applicable, our accountant or bookkeeping provider | 7 years (Dutch statutory retention obligation for tax records) | No |
| First-line support requests | Helping users of EPY X; escalating technical issues to EPY | Art. 6(1)(b) — performance of a contract | EPY S.r.l. (second-line support, only where escalation is needed) | As long as needed to handle the request, and no longer than the customer relationship | No |
| Server logs: IP address, user agent, requested URL, date and time | Security, preventing abuse, technical management of the website | Art. 6(1)(f) — legitimate interest in a secure website | STRATO AG (hosting) | In line with our hosting provider's standard log retention | Not intended (EU hosting provider) |
| Back-ups of the website | Restoring the website after a failure | Art. 6(1)(f) — legitimate interest in continuity | STRATO AG | In line with our hosting provider's standard back-up retention | Not intended (EU hosting provider) |
| IP address and browser details sent when the font loads | Displaying the website in its intended typeface | Art. 6(1)(f) — legitimate interest in a consistently displayed website | Google (Google Fonts) | Determined by Google | Possibly (United States); see Google's privacy policy |
5. Retention periods
We keep personal data no longer than the periods in the table above. Where the law requires us to keep data longer — for example the Dutch seven-year retention obligation for tax records — we keep it for that period and use it only for that purpose.
6. Sharing personal data
We do not sell personal data and we do not share it for marketing purposes. We share data only with the recipients listed in section 4:
- Service providers who host our website and e-mail (STRATO AG) and, once in use, our CRM (Perfectview). They process data on our instructions.
- EPY S.r.l. (Italy), the developer and licensor of EPY X. Customers conclude the user licence and the maintenance and assistance contract directly with EPY, which invoices those directly. EPY processes the related data as a controller under its own privacy policy.
- Authorities, where we are legally obliged to do so.
Hosting of customer data. Where we host an EPY X environment for a customer, we process the data in that environment on the customer's behalf as a processor. This is governed by our agreement with the customer, including data processing terms, not by this policy.
Personal data is transferred outside the EEA only where indicated in section 4.
7. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased;
- restrict the processing of your data;
- receive your data in a structured, commonly used format (data portability);
- object to processing based on our legitimate interests;
- withdraw your consent at any time, where processing is based on consent.
You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens. We would appreciate the chance to resolve your concern first.
8. Security and cookies
We take appropriate technical and organisational measures to protect personal data against loss and unauthorised access, including an encrypted (HTTPS) connection to our website and restricted access to our mailbox and systems. For cookies and similar technologies, see our Cookie Policy.
9. Contact
To exercise your rights or ask a question about this policy, contact us:
| info@chemprossolutions.com | |
| Post | Chempros Solutions B.V., Lylantse Plein 1, 2908 LH Capelle aan den IJssel, the Netherlands |
| Response time | Within one month of receiving your request. If your request is complex, this may be extended by two further months; we will tell you within the first month if that happens. |
We may ask you to confirm your identity before we act on a request. We may update this policy; the date at the top shows the latest version.