Privacy Policy

At Emixis, we are committed to protecting and respecting your privacy. We aim at being GDPR compliant.

 Introduction

This is the privacy policy (“Privacy Policy”) that governs how Emixis and our affiliated companies use “Personal Data” that we collect, receive and store about individuals in connection with the use of our Software, Services and Mobile Apps (“Products”), our website: www.Emixis.com and any other Emixis -operated website that links to this Privacy Policy (each, together with its sub-domains, content and services referred to as "Website").  Personal Data means information which you provide to us or we may collect and which personally identifies you.  This data may include your name, email address, billing information, your personal location, your vehicle location and route information or other data which is required to properly use our Products.   Emixis provides Products to Individual Users (“End Users”) Companies or Resellers, including their subcontractors (“Clients”).  This Privacy Policy applies to Personal Data we receive or collect in any format, including paper, verbal or electronic from End Users and Clients including Client’s contacts (“Client’s Contacts”), Client’s Product users (“Product users”) and Client’s field personnel (“personnel”). It explains what Personal Data we receive or collect, how we use, process, retain and transfer such Personal Data as well as the manner of how you can access, update, remove and control your Personal Data and its usage. You may choose whether to provide or disclose your Personal Data in connection with your use of Emixis Products or our Website. If you choose not to provide the Personal Data we request, you will not be able to use our Products, however you may still visit and use parts of the Website but may be unable to access or use certain features, options, programs, and services that involve our interaction. Our Website may contain links to third party websites and services that are not owned or controlled by Emixis. We are not responsible for the privacy practices or the content of third party websites, services and advertisements and you visit them at your own risk.

This Privacy Policy is an integral part of our General Terms and Conditions:  Terms and Conditions

Any questions regarding this Policy and our privacy practices should be sent by email to GDPR@emixis.com or in writing to:

Emixis
Data Compliance Officer – Mr. Vincent Greslebin
Rue du Bassin Collecteur 3
1130 Brussels – Belgium

 

What Data we Collect or Receive and how we use it:

From our Website visitors:
Voluntarily provided data:      

We collect Personal Data that you voluntarily provide by filling out and submitting any of our web forms such as: Product inquiry, service request, questions, feedback, career opportunity, event registration or contact form.

  • First and last name, company name, your email address, telephone number, country, opt-in, the information your requested or downloaded.
  • In case of a chat we collect the above information plus the chat transcript.

We exclusively use this information to 1) provide and enhance our services, 2) answer any questions you may have, 3) provide the information or follow up actions you requested 4) inform you with regards to our products and services and 5) promote our products and services.

Automatically collected data, cookies:

We use various technologies, including cookies, to automatically collect your browsing history and other data to provide you with a personalized experience, recognize your preferred language, your device or your operating system.  Cookie is a small amount of data, which may include a unique identifier. Cookies are sent to your browser from a website and stored on your device. We assign a different cookie to each device that accesses our Website. You can configure your browser to provide notice before you receive a cookie at which time you can reject it.  You can also set your browser not to accept cookies, in which case you may not be able to access all functionality of Emixis’ Website.    To view our Cookie Policy, click here: Cookies

 From our End Users and Clients:

At the time we receive your order, during the account set up and when our Products are actually used, Emixis collects and receives information from our Clients and/or their employees, contractors and/or End Users. We collect this information to ensure that we can communicate with our customers, that our Products can work as intended, that we continue to improve them and that we can provide high quality customer service.  Personal Data collected or received in this manner includes, but is not limited to:

  1. For billing:

For both End Users and Clients: first and last name of contact person, company name and VAT number, billing address, phone number, fax number, email address, bank account number.

  1. During account activation:
  • For each End User or Client, we create a specific customer account (“customer account”) where we collect End Users first and last name or Client’s company name and their reseller name.
  • When End Users and Clients register their vehicles in their customer accounts, we collect: each vehicle’s license plate, model, type, brand, color and the default driver’s first and last name.
  • For each End User’s customer account, we grant one user license and we register the following Personal Data (“user data”): first and last name, login name and password, email address, user type/role, language, user license expiration data and list of Product applications the user is granted access to.
  • For each Client’s customer account, we register one or several individual contacts (For each contact we collect: first and last name, user name, phone number, e-mail address, function/title, language, role.
  • In each Client’s customer account, the Client’s may register numerous individual Product users. Each Product user is granted by Emixis one user license and we collect their “user data”.
  • Each Client may register in their customer account a list of personnel who may be subject to Emixis’ Activity Tracking and Location Based Services used in our Products. We use various technologies (wi-fi access points, GPS signals and others) to identify information about the personnel, the vehicle or the mobile device.  This information (“Personnel Data”) includes but is not limited to: personnel first and last name, external ID, identification key, personal address, country, tracking activation status, work calendar, date and time stamp of usage (start/stop), actual geographic location visible on electronic map (POI), driving status and patterns.

The Personal Data collected or received from our End Users and Clients, including Personnel Data is used strictly for the purposes of: i) account billing, ii) account sign-up and authentication, iii) providing proper usage of Emixis Products and customer service, iv) on-going communication about our company and our Products.  If you choose to use Emixis Products you specifically agree that we will use your Personal Data received or collected in this manner.

If you are a Client, by accepting this Privacy Policy, you agree that you have informed to your contacts, your Product users and your personnel what Personal Data, including Personnel Data, we are collecting and how we use it.

How we share your Personal Data

Emixis does not sell or disclose Personal Data, except as described in this Privacy Policy or in any other document specifically approved by you.   However, by the nature of our business we work with other third parties which process your Personal Data based on our specific instructions.    We have executed agreements with such third parties preventing them from using or sharing your Personal Data except as specified in the signed agreements or to comply with legal requirements.  However, each of such third parties provide their own versions of privacy policies which we encourage you to review.

Please note that some of such third parties may be located in countries where privacy protection of your Personal Data may not be equivalent to those of your home country.  Be reassured that we transfer strictly the data required for proper functioning of our Products or communication with you based on your personally provided preferences and we will take all necessary steps to ensure your Personal Data is protected.  However, by accepting this Privacy Policy you authorize Emixis to transfer your Personal Data to such third parties.

In addition, please note that if you purchased Emixis Products from our reseller, the reseller may provide your Personal Data to Emixis in order to activate your subscription for Products.   In such case, you authorize the reseller to provide your Personal Data to Emixis.

Further, we may share your Personal Data in a case when we sell or acquire any third-party business or assets or if substantial assets of Emixis are sold to third party and when disclosure of your Personal Data is required by the buyer or seller.

The type of third parties with whom we share your Personal Data include the following type service providers: i) CRM and email, ii) payment and credit collection processing, iii) IT and customer support   services, iv) Emixis resellers, v) Emixis website management services, vi) government or legal entities in order to comply with legal obligation.

Retention

We retain your Personal Data to fulfill the obligations of this Privacy Policy, our General Terms and Conditions and to comply with applicable law.

Unless otherwise contractually agreed, we store your Personal Data for the duration of your relationship with us.  Upon termination of your relationship with Emixis, subject to any previous contractual agreement, your Personal Data will be deleted after 3 months from the date of termination.

Security

Emixis will take necessary precautions to provide on-going security and protection of your Personal Data.  We implement systems, applications and procedures to secure your personal information, to minimize the risk of theft, damage, loss of information, or unauthorized access or use of information.  We limit access to your data only to individuals and service providers who are contractually acting on behalf or on the instructions of Emixis and are bound by contractual agreements with Emixis for provisions of specific services which require usage of your Personal Data.  Companies and individuals who have been granted access to your Personal Data are aware of their responsibility to protect confidentiality, security and availability of your Personal Data.

To view our data security measures in more details please email your request to GDPR@emixis.com.

However, Emixis cannot guarantee security of your Personal Data in case of major Security Breach which may result in unauthorized loss, destruction, alteration or disclosure of Personal Data resulting from, but not limited to: pings or other broadcast attacks on firewalls or edge servers, port scans, unsuccessful log-in attempts, denial of service, pocket sniffing or similar incidents.  Reporting or responding to such Security Breach is not and will not be constructed as an acknowledgement of any fault or liability of Emixis with respect to such Security Breach.  By accepting this Privacy Policy, you indemnify Emixis against any liabilities or claims resulting from such Security Incident.

Control and access to your Personal Information

You retain all rights to your Personal Data. You may request at any time to access, correct, amend, delete, or limit the use of your Personal Data with a simple mail to GDPR@emixis.com. It is important to remember that if you delete or limit the use of your Personal Data, you will not be able to use our Products or may not be able to access some parts of functionality of our Website.

Although we hope you won’t ever need to, you may always file a complaint with the Belgian Privacy Commission: www.privacycommission.be.

We hope that we have answered any question you may have on this topic. Please let us know how we can further improve at GDPR@emixis.com.

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