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THE DATA CONTROLLER FOR PERSONAL DATA COLLECTED ON THIS WEBSITE

Ecrin Systems, a simplified joint stock company registered with the Grenoble Trade and Companies Register under SIREN number 329 844 187, with its registered office located at 143 rue Louis Neel, 38920 Crolles, is responsible for the processing operations covered by this Privacy Policy.

LEGAL FRAMEWORK

Through this Privacy Policy, Ecrin Systems informs users of the conditions under which their personal data may be processed and which may have been collected by Ecrin Systems through this website.

Ecrin Systems undertakes to carry out all processing operations covered by this Privacy Policy in accordance with the provisions of:

  • Law No. 78-17 of January 6, 1978, relating to information technology, files, and civil liberties (hereinafter referred to as the “Information Technology and Civil Liberties Law”)
  • And Regulation No. 2016/679 of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (hereinafter referred to as the “GDPR” or “General Data Protection Regulation”).

PROCESSING OF PERSONAL DATA COVERED BY THIS PRIVACY POLICY

As part of its activities, Ecrin Systems is required to process personal data. Some of this data may concern you. This Privacy Policy exclusively governs the processing of personal data concerning you that has been collected through this website, which is listed exhaustively below:

  • Data collection via a contact form on this website;
  • Data collection via a recruitment form on this website;
  • Use of an email service to contact you and receive your requests sent via the contact form on the Ecrin Systems website;
  • Maintenance of a file of prospects and customers in customer relationship management software;
  • Formulation of commercial proposals;
  • Contractualization of Ecrin Systems' commercial relationships with third parties;
  • Verification of the identity of a person requesting Ecrin Systems to exercise one or more of their rights regarding their personal data.

Each of these processing operations is covered by a sub-paragraph in this Privacy Policy. Each of these sub-paragraphs aims to inform you of the conditions under which we process the data you provide to us.

 

Data collection via a contact form on this website

The purposes for which we collect data via a contact form on this website.

We collect the data you provide us with when you submit a request via our contact form in order to:

  • Carry out prospecting operations, which include:
  • Managing technical prospecting operations (including technical operations such as standardization, enrichment, and deduplication);
  • Selecting individuals for loyalty campaigns, which will not lead to the creation of profiles that may reveal sensitive data;
  • Carrying out solicitation operations;
  • Compiling sales statistics;
  • Updating prospecting files by Ecrin Systems;
  • Managing unpaid debts and disputes, insofar as this does not relate to offences and/or does not result in you being excluded from a right, service, or contract;
  • Managing reviews of our products and services;
  • Organizing appointments and demonstrations of the services and products offered by Ecrin Systems.

If you enter into a contract with Ecrin Systems, carrying out customer management operations relating to:

  • Contracts;
  • Orders;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship management, such as conducting satisfaction surveys, managing complaints, and after-sales service.

Managing any requests you send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that could affect your personal data.

Personal data relating to you that we process as part of data collection via a contact form on this website.

When collecting data via a contact form on this website, we ask you to provide the following mandatory information:

  • Your surname;
  • Your first name;
  • The company, association, or public authority on behalf of which you are contacting us;
  • Your email address;
  • Your telephone number.

If you do not provide us with this information, you will not be able to submit a request to us using the contact form. We collect this information because it constitutes the minimum information required for us to contact you for the purposes described in the previous sub-sub-paragraph.

The contact form allows you to accompany your request for contact with a message. The form field provided for this purpose is optional, but we recommend that you explain your approach and the purpose of your request.

You must also accept the terms and conditions of this Privacy Policy in order to submit your request via the form. If you do not accept, your request will not be sent to us.

You can withdraw your consent by following the instructions in the “Withdrawing your consent” section of this Privacy Policy.

The recipients of the personal data we process as part of data collection via a contact form on this website.

The information we process as part of data collection via a contact form on this website is transmitted to the following recipients:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The persons in charge of the commercial development of Ecrin Systems;
  • The persons in charge of managing the Ecrin Systems website and communication on social networks;
  • The simplified joint stock company OVH (hereinafter “OVH”), whose registered office is located at 2 rue Kellermann in Roubaix (FRANCE);
  • Public bodies and authorities, as well as public officials and court officers, strictly within the framework of legal proceedings requiring Ecrin Systems to provide such data.

As Ecrin Systems is responsible for this processing, we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we deploy this website.

OVH does not access the personal data you provide us with, except with your prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be the victim. If OVH needs to access this data, we will inform you in advance.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

The retention period for personal data collected via a contact form on this website.

The retention period for personal data concerning you that you have provided to us via a contact form on this website varies depending on whether you, or the organization on behalf of which you have contacted us, are a customer or prospect of Ecrin Systems.

As part of the processing consisting of data collection via a contact form on this site, Ecrin Systems stores the data on a secure messaging service provided by OVH.

Ecrin Systems therefore stores:

  • Personal data concerning individuals who have submitted a request via a contact form on this website, or third parties whose contact details have been legally communicated to Ecrin Systems by said individuals, on behalf of an organization that has, or has had within the last three years, a commercial relationship with Ecrin Systems:
    • In current archives: throughout the commercial relationship and for three years after its end;
    • In intermediate archives: for seven years after the end of the retention period in current archives.
  • Personal data concerning individuals who have submitted a request via a contact form on this website on behalf of the organization for which Ecrin Systems was contacted via a form on this website, and with which Ecrin Systems has not had a commercial relationship for at least three years:
    • In current archives: for three years from the last active contact from the organization on behalf of which the said individual acted;
    • In intermediate archives: for two years from the end of the retention period in current archives.

The retention periods for current archives may be interrupted in the event of the exercise of rights, as provided for in this Privacy Policy, or in the event of withdrawal of consent to the processing operations to which they relate.

 

Data collection via a recruitment form on this website

The purposes for which we collect data via a recruitment form on this website.

We collect the data you provide us with when you submit a request via our recruitment form in order to:

  • Carry out operations related to the search for new employees.

Personal data relating to you that we process as part of data collection via a recruitment form on this website.

As part of data collection via a recruitment form on this site, we ask you to provide the following mandatory information:

  • Your surname;
  • Your first name;
  • Your email address;
  • Your telephone number;
  • Your resume.

If you do not provide us with this information, you will not be able to submit an application via the recruitment form. We collect this information because it constitutes the minimum information required for us to contact you for the purposes described in the previous sub-sub-paragraph.

The recruitment form allows you to accompany your contact request with a message. The form field provided for this purpose is optional, but we recommend that you explain your approach and the purpose of your request.

You must also accept the terms and conditions of this Privacy Policy in order to submit your request via the form. If you do not accept, your request will not be sent to us.

You can withdraw your consent by following the instructions in the “Withdrawing your consent” section of this Privacy Policy.

The recipients of the personal data we process when collecting data via a contact form on this website.

The information we process as part of data collection via a contact form on this website is transmitted to the following recipients:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The simplified joint stock company OVH (hereinafter “OVH”), whose registered office is located at 2 rue Kellermann in Roubaix (FRANCE).

As Ecrin Systems is responsible for this processing, we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we deploy this website.

OVH does not access the personal data you provide us with, except with your prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be the victim. If OVH needs to access this data, we will inform you in advance.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

The retention period for personal data collected via a recruitment form on this website.

The retention period for personal data concerning you that you have provided to us via a recruitment form on this website.

As part of the processing consisting of data collection via a recruitment form on this site, Ecrin Systems stores the data on a secure messaging service provided by OVH.

Personal data concerning individuals who have submitted an application via a recruitment form on this website:

If your application is unsuccessful, we may ask you to allow us to retain your personal data for any new positions that may match your application. If you refuse, your data will be deleted immediately.
If your application is successful, we may retain your personal data throughout your employment with the company.

 

Use of an email service to contact you and receive your requests sent via the contact form on the Ecrin Systems website.

When your request via a contact form is valid, it is sent to us via email.

The purposes for which we carry out this processing.

These are the same purposes as those specified for the collection of data via a contact form on this website, namely:

Carry out prospecting operations, which include:

  • Managing technical prospecting operations (including technical operations such as standardization, enrichment, and deduplication);
  • Selecting individuals for loyalty campaigns that will not result in the creation of profiles that could reveal sensitive data;
  • Carrying out solicitation operations;
  • Compiling sales statistics;
  • Updating prospecting files by Ecrin Systems;
  • Managing unpaid debts and disputes, insofar as this does not relate to offences and/or does not result in you being excluded from a right, service, or contract;
  • Managing reviews of our products and services;
  • Organizing appointments and demonstrations of the services and products offered by Ecrin Systems.

If you enter into a contract with Ecrin Systems, carrying out customer management operations relating to:

  • Contracts;
  • Orders;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship management, such as conducting satisfaction surveys, managing complaints, and providing after-sales service.

In the context of managing requests relating to the exercise of individual rights regarding the protection of personal data, we may need to process the data collected via the contact form in order to manage any requests you send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that affects your personal data.

Data relating to you that we process in connection with the use of this email service.

When communicating with you by email, we reuse the information you have provided us with via the contact form on this website.

This includes:

  • Your last name;
  • Your first name;
  • The company, association, or public authority on behalf of which you are contacting us;
  • Your email address;
  • Your telephone number.

Apart from the title of the position you hold within the organization on behalf of which you have contacted us, we do not use or collect any other personal data about you in the context of our email exchanges.

If you provide us with personal data concerning a third party, you undertake to obtain their consent in advance. Ecrin Systems will then provide them with the information they are entitled to, by email, in accordance with the requirements of Article 14 of the GDPR.

The recipients of the personal data we process in connection with the use of this email service.

The information we process in connection with the use of an email service to contact you and receive your requests sent via the contact form on this website is transmitted to the following recipients:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The persons in charge of the commercial development of Ecrin Systems;
  • The persons in charge of managing the Ecrin Systems website and communication on social networks;
  • The simplified joint stock company OVH (hereinafter “OVH”), whose registered office is located at 2 rue Kellermann in Roubaix (FRANCE);
  • Public bodies and authorities, as well as public officials and court officers, strictly within the framework of legal proceedings requiring Ecrin Systems to provide such data;
  • You and/or the organization on behalf of which you have contacted Ecrin Systems using the form on the website.

Ecrin Systems is responsible for this processing, and we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we store emails received and sent in the course of our activities.

OVH does not access the personal data you provide us with, except with your prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be the victim. If OVH needs to access this data, we will inform you in advance.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

The retention period for data processed in connection with the use of this email service.

When using this email service, the retention period for personal data concerning you, as well as third parties acting on behalf of your organization whose contact details you have legally provided to us and who appear in these files, varies depending on whether you, the said third party, or the organization for which you have contacted us, are a customer or prospect of Ecrin Systems.

In the context of processing consisting of data collection via a contact form on this website, Ecrin Systems retains:

  • Personal data concerning individuals who have submitted a request via a contact form on this website, or third parties whose contact details have been legally communicated to Ecrin Systems by said individuals, on behalf of an organization that maintains, or has maintained for less than three years, a commercial relationship with Ecrin Systems:
    • In current archives: throughout the commercial relationship and for three years after its end;
    • In intermediate archives: for seven years after the end of the retention period in current archives.
  • Personal data concerning individuals who have submitted a request via a contact form on this website on behalf of the organization for which Ecrin Systems was contacted via a form on this website, and with which Ecrin Systems has not had a commercial relationship for at least three years:
    • In current archives: for three years from the last active contact made by the organization on behalf of which the individual acted;
    • In intermediate archives: for two years from the end of the retention period in current archives.

The retention periods in current archives may be interrupted in the event of the exercise of rights, as provided for in this Privacy Policy, or in the event of withdrawal of consent to the processing operations in question.

 

Maintenance of a file of prospects and customers in customer relationship management software

We keep track of our exchanges and relationships with you. This tracking takes the form of a file containing information about you that comes from the information you have provided to us either through a contact form on this website or during telephone or email exchanges.

The purposes for which we maintain this file containing data relating to prospects and customers.

We maintain this file of prospects and customers in customer relationship management software in order to:

Carry out prospecting operations, which are:

  • The management of technical prospecting operations (including technical operations such as standardization, enrichment, and deduplication);
  • The selection of individuals to carry out loyalty-building activities that will not lead to the creation of profiles that could reveal sensitive data;
  • Carrying out solicitation operations;
  • Compiling sales statistics;
  • Updating prospecting files by Ecrin Systems;
  • Managing unpaid debts and disputes, insofar as this does not relate to offences and/or does not result in you being excluded from a right, service, or contract;
  • Managing reviews of our products and services;
  • Organizing appointments and demonstrations of the services and products offered by Ecrin Systems.

If you enter into a contract with Ecrin Systems, carrying out customer management operations relating to:

  • Contracts;
  • Orders;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship management, such as conducting satisfaction surveys, managing complaints, and providing after-sales service.

In the context of managing requests relating to the exercise of individual rights regarding the protection of personal data, we may need to process this prospect and customer data in order to manage any requests you send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that could affect you personally.

The personal data we process in connection with the maintenance of this data file relating to prospects and customers.

The only personal data that may concern you and that may appear in this file are as follows:

  • Your surname;
  • Your first name;
  • The company, association, or public authority on behalf of which you are contacting us;
  • Your email address;
  • Your telephone number;
  • Your job title within the organization on behalf of which you are contacting us.

Personal data relating to a third party whose contact details you have provided to us, with their prior consent, may also be included in this file. The data concerning the said third party is of the same type as that concerning you and which may be included in our file.

The recipients of the personal data we process in connection with the maintenance of this file of data relating to prospects and customers.

his file can be consulted and edited by:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The persons in charge of the commercial development of Ecrin Systems;
  • No other person within Ecrin Systems may have access to these documents.

We host our documents on secure computers and on our secure server in our premises, which are protected by an alarm system.

Ecrin Systems may be required to provide access to this file to public bodies and authorities, as well as public officials and their assistants, strictly within the framework of legal proceedings requiring Ecrin Systems to provide such data.

OVH does not access the personal data that you provide to us, except with your prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be the victim. If OVH needs to access this data, we will inform you in advance.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

The retention period for personal data contained in this file relating to customers and prospects.

In the context of maintaining this file, the retention period for personal data concerning you, as well as third parties acting on behalf of your organization whose contact details you have legally provided to us and who are included in this file, varies depending on whether you, the said third party, or the organization for which you have contacted us, have customer or prospect status with Ecrin Systems.

As part of the processing consisting of data collection via a contact form on this website, Ecrin Systems stores:

  • Personal data concerning individuals who have submitted a request via a contact form on this website, or third parties whose contact details have been legally communicated to Ecrin Systems by said individuals, on behalf of an organization that has, or has had within the last three years, a commercial relationship with Ecrin Systems:
    • In current archives: throughout the commercial relationship and for three years after its end, bearing in mind that this period is renewed each time you actively contact us, third parties whose contact details you have legally provided to us, or the organization on whose behalf you have contacted us;
    • In intermediate archives: this data is not retained.
  • Personal data concerning you, or the main contact person of the organization on behalf of which you contacted us via a form on this website, and with whom Ecrin Systems has not had a commercial relationship for at least three years:
    • In current archives: for three years from the last active contact from the organization on behalf of which the said individual acted;
    • In intermediate archives: this data is not retained.

The retention periods in current archives may be interrupted in the event of the exercise of rights, as provided for in this Privacy Policy, or in the event of withdrawal of consent to the processing operations in question.

 

Formulation of commercial proposals

We formulate commercial proposals when users and Ecrin Systems enter into negotiations following various exchanges resulting from the processing of personal data previously mentioned in this Privacy Policy.

The purposes for which we formulate commercial proposals.

We formulate commercial proposals as part of our business, which may lead us to implement this processing for the following purposes:

To carry out prospecting operations, which are:

  • Carrying out solicitation operations;
  • Compiling commercial statistics;
  • Updating prospecting files by Ecrin Systems;
  • Managing unpaid debts and disputes, insofar as this does not relate to offences and/or does not result in you being excluded from a right, service, or contract;
  • Managing reviews of our products and services;
  • Issuing a commercial offer to a specific person other than Ecrin Systems;
  • Organizing appointments and demonstrations of the services and products offered by Ecrin Systems.

In the event that you enter into a contract with Ecrin Systems, carrying out operations relating to customer management, which concern:

  • Contracts;
  • Orders;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship management, such as conducting satisfaction surveys, managing complaints, and after-sales service.

In the context of managing requests relating to the exercise of individual rights regarding the protection of personal data, we may need to process these commercial proposals in order to manage any requests you send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that could affect you personally.

Personal data relating to you that we may include in a commercial proposal.

Ecrin Systems offers services and products that involve regular monitoring and successive execution over time. We may ask our customers, organizations on behalf of which users have submitted a request via a contact form on this website, to designate a point of contact who will serve as the primary contact for Ecrin Systems during the performance of the work necessary for the proper fulfillment of the obligations that may be incumbent upon us as a result of the conclusion of contracts between these organizations and Ecrin Systems.

Consequently, our commercial proposals may refer to the user who submitted the request via a contact form on this website, which initiated the negotiation process, or to a third party whose contact details may have been provided to Ecrin Systems by the user with the prior consent of the said third party. In the latter case, Ecrin Systems will provide this third party with the information to which they are entitled under Article 14 of the GDPR.

In order to make such a designation, Ecrin Systems only includes the first and last name of this privileged contact person in the commercial proposals it issues.

A proposal may also contain the first and last name and job title of the person representing the organization accepting Ecrin Systems' proposal.

The recipients of the personal data we process in the context of formulating commercial proposals.

We draft commercial proposals on secure terminals and store them in a secure storage space hosted by OVH, whose head office is located at 2 rue Kellermann in Roubaix (FRANCE).

As Ecrin Systems is responsible for this processing, we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we store commercial proposals.

OVH does not access the personal data you provide us with, unless we give prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be a victim. If OVH needs to access this data, we will inform you in advance.

Within Ecrin Systems, the people who can access these commercial proposals are:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The persons in charge of the commercial development of Ecrin Systems.

We also inform you that public bodies and authorities, as well as public officials and court officers, within the strict framework of legal proceedings requiring Ecrin Systems to provide such data, may have access to these commercial proposals and therefore to the data contained therein.

Commercial proposals are sent to the organization on behalf of which you have contacted Ecrin Systems via a contact form on this website. This proposal may be sent to you or to one of your employees whom you have designated as your primary contact.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

The retention period for commercial proposals.

When it comes to making business proposals, how long we keep personal data about you and any third parties who are also working for your organization and whose contact details you've legally given us, and who are mentioned in one of these proposals, depends on whether you, the third party, or the organization you contacted us on behalf of are a customer or a prospect of Ecrin Systems.

In the context of processing consisting of data collection via a contact form on this website, Ecrin Systems retains:

  • Commercial proposals that have not been accepted by you, or by the organization on whose behalf you contacted us via a form on this website, and with which Ecrin Systems has, or has had for less than three years, a commercial relationship:
    • In current archives: throughout the commercial relationship and for three years after its end;
    • In intermediate archives: for seven years from the end of the retention period in current archives.
  • Commercial proposals that have not been accepted by you, or by the organization on behalf of which you contacted us via a form on this website, and with which Ecrin Systems has not had a commercial relationship for at least three years:
    • In current archives: for three years from the last active contact from the organization on behalf of which the said natural person acted;
    • In intermediate archives: for two years from the end of the retention period in current archives.

The retention periods in current archives may be interrupted in the event of the exercise of rights, as provided for in this Privacy Policy, or in the event of withdrawal of consent to the processing operations in question.

 

Contractualization of Ecrin Systems' commercial relationships with third parties

Following acceptance of one of our commercial proposals, Ecrin Systems and its customers may choose to formalize their agreement by entering into a contract as part of customer relationship management. These contracts include the information contained in the commercial proposals and may therefore sometimes mention certain information relating to persons working on behalf of Ecrin Systems' co-contractor.

The purposes for which we implement the contractualization of commercial relationships.

The contracts drawn up, and therefore the personal data they contain, may be processed for the following purposes:

To carry out customer management operations, which concern:

Performing operations related to customer management, which concern:

  • Contracts;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship monitoring, such as conducting satisfaction surveys, managing complaints, and after-sales service.

In the context of managing requests relating to the exercise of individual rights regarding the protection of personal data, we may need to process these contracts in order to manage any requests you send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that could affect you personally.

Personal data that we may be required to include in a contract.

Ecrin Systems offers services and products that involve regular monitoring and successive execution over time. We may ask our customers, organizations on behalf of which users have submitted a request via a contact form on this website, to designate a point of contact who will serve as the primary contact for Ecrin Systems during the performance of the work necessary for the proper fulfillment of the obligations that may be incumbent upon us as a result of the conclusion of contracts between these organizations and Ecrin Systems.

Consequently, our contracts may refer to the user who submitted the request that initiated the negotiation process via a contact form on this website, or to a third party whose contact details may have been provided to Ecrin Systems by the user with the prior consent of the said third party. In the latter case, Ecrin Systems will provide this third party with the information to which they are entitled under Article 14 of the GDPR.

In order to make such a designation, Ecrin Systems only includes the first and last name of this privileged contact person in the commercial proposals it issues.

A contract may also contain the first and last name and job title of the person representing Ecrin Systems' co-contractor in the context of the conclusion of the said contract.

The recipients of the personal data we process in the context of the contractualization of our commercial relationships.

We draft contracts on secure terminals and store them in a secure storage space hosted by OVH, whose head office is located at 2 rue Kellermann in Roubaix (FRANCE).

As Ecrin Systems is responsible for this processing, we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we store the contracts.

OVH does not access the personal data you provide us with, except with your prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be the victim. If OVH needs to access this data, we will inform you in advance.

Within Ecrin Systems, the people who can access these commercial proposals are:

  • The people in charge of managing and directing Ecrin Systems;
  • The people in charge of Ecrin Systems' commercial development.

We also inform you that public bodies and authorities, as well as public officials and court officers, within the strict framework of legal proceedings requiring Ecrin Systems to provide this data, may be able to access these contracts and therefore the data contained therein.

The contracts are sent to the organization on behalf of which you have contacted Ecrin Systems via a contact form on this website. This may be sent to you or to one of your employees whom you have designated as your primary contact.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

Contract retention period.

As part of the process of formalizing the contractual relationship between Ecrin Systems and its customers, we retain contracts that have been accepted by you, or by the organization on whose behalf you contacted us via a form on this website, and with whom Ecrin Systems has, or has had for less than three years, a commercial relationship:

  • In current archives: throughout the commercial relationship and for three years after its end;
  • In intermediate archives: for seven years after the end of the retention period in current archives.


Scheduling appointments in online calendar software

As part of our relationships with third parties, and in particular with you or any other person whose contact details you have legally provided to us, we use Google Calendar to schedule our appointments. The various events scheduled in this way may reveal personal data concerning the organizations on behalf of which Ecrin Systems has been contacted via the contact form available on this website.

The purposes for which we schedule appointments in online calendar software.

Ecrin Systems uses:

To carry out customer management operations, which concern:

  • Contracts;
  • Deliveries;
  • Invoices;
  • Accounting, and in particular customer account management;
  • Customer relationship management, such as conducting satisfaction surveys, managing complaints, and after-sales service.

In the context of managing requests relating to the exercise of individual rights regarding the protection of personal data, we may need to process these contracts in order to manage any requests you may send us relating to the exercise of individual rights, as set out in the GDPR, namely:

  • The right of access;
  • The right to rectification;
  • The right to object;
  • The right to portability;
  • The right to erasure;
  • The right to restriction;
  • The right to be notified by our services in the event that we are the victim of a data breach that affects you personally.

Personal data that we may be required to include in a contract.

Ecrin Systems offers services and products that involve regular monitoring and successive execution over time. We may ask our customers, organizations on behalf of which users have submitted a request via a contact form on this website, to designate a point of contact who will serve as the primary contact for Ecrin Systems during the performance of the work necessary for the proper fulfillment of the obligations that may be incumbent upon us as a result of the conclusion of contracts between these organizations and Ecrin Systems.

Consequently, our contracts may designate the user who made the request via a contact form on this website, which initiated the negotiation process, or a third party whose contact details may have been provided to Ecrin Systems by the user with the prior consent of the said third party. In the latter case, Ecrin Systems will provide this third party with the information to which they are entitled under Article 14 of the GDPR.

In order to make such a designation, Ecrin Systems only includes the first and last name of this privileged contact person in the commercial proposals it issues.

A contract may also contain the first and last name and job title of the person representing Ecrin Systems' co-contractor in the context of the conclusion of said contract.

The recipients of the personal data we process in the context of our commercial relationships

We draft contracts on secure terminals and store them in a secure storage space hosted by OVH, whose head office is located at 2 rue Kellermann in Roubaix (FRANCE).

As Ecrin Systems is responsible for this processing, we have chosen OVH as our subcontractor. OVH is only the host of the servers on which we store the contracts.

OVH does not access the personal data you provide us with, unless we give prior authorization, in the context of maintenance operations or emergency procedures following a possible cyberattack of which we may be a victim. If OVH needs to access this data, we will inform you in advance.

Within Ecrin Systems, the people who can access these commercial proposals are:

  • The persons in charge of the management and direction of Ecrin Systems;
  • The persons in charge of the commercial development of Ecrin Systems.

We also inform you that public bodies and authorities, as well as public officials and court officers, within the strict framework of legal proceedings requiring Ecrin Systems to provide such data, may have access to these contracts and therefore to the data contained therein.

The contracts are sent to the organization on behalf of which you have contacted Ecrin Systems via a contact form on this website. This may be sent to you or to one of your employees whom you have designated as your primary contact.

Persons acting on behalf of Ecrin Systems are bound by an IT Charter imposing an obligation of confidentiality and respect for the personal data they are required to process in the course of their duties.

Contract retention period

As part of the process of formalizing the contractual relationship between Ecrin Systems and its customers, we retain contracts that have been accepted by you, or by the organization on whose behalf you contacted us via a form on this website, and with which Ecrin Systems has, or has had for less than three years, a commercial relationship:

  • In current archives: throughout the commercial relationship and for three years after its end;
  • In intermediate archives: for seven years after the end of the retention period in current archives.

NO DATA TRANSFER

Ecrin Systems undertakes not to transfer any personal data concerning you.

TREATMENT SAFETY

Ecrin Systems takes all necessary and appropriate technical and organizational measures to fulfill its obligations.

OVH, the subcontractor to whom we entrust the hosting of our data, has also taken all necessary technical and organizational measures within the scope of its activities.

You can obtain further information about the security of the personal data processing we carry out by sending an email to the following address: sales@ecrin.com.

YOUR RIGHTS AND IDENTITY VERIFICATION REQUIRED WHEN EXERCISING THESE RIGHTS

In accordance with the French Data Protection Act and the GDPR, Ecrin Systems informs you that you have:

  • The right to access your personal data;
  • The right to rectify your personal data;
  • The right to object to one or more types of processing;
  • The right to the portability of your personal data;
  • The right to erase your personal data;
  • The right to restrict processing.

To exercise these rights, please contact us at the following address:

  • Email address: sales@ecrin.com
  • Postal address: 143 rue Louis Néel 38920 CROLLES

Ecrin Systems will respond to you within thirty days.

For more information about these rights, please visit the CNIL website.

In the event of a dispute or litigation relating to the processing of your personal data, you may lodge a complaint with the CNIL.

You must send us a copy of your identity document so that we can carry out the necessary checks before implementing the rights you wish to exercise.

You must also provide your surname, first name, email address, and the organization on behalf of which you provided personal data about yourself to Ecrin Systems.

When you exercise your rights, as set out in the “Your rights” section of this Privacy Policy, Ecrin Systems will keep the identity documents provided by users in its current archives for one year, then for three years in its intermediate archives.

Only persons with management authority will have access to these identity documents in the current archive, and only the Chief Executive Officer of Ecrin Systems will have access to these data in the intermediate archive.

WITHDRAW YOUR CONSENT

You may withdraw the consent you have given us to accept the terms of this Privacy Policy by following the procedure below:

  1. Go to the contact form on this website;
  2. In the “Subject” field, select the option “I wish to withdraw my consent to the processing of the personal data I have provided to you via this form”;
  3. Fill in all the other fields with the same information you provided when you sent us your request via a contact form on this website;
  4. The “Your message” field may contain information from you, in particular the processing that you do not wish to continue with regard to the data you have sent us via a contact form on this website. By default, we consider that you are withdrawing your consent for all processing covered by this Privacy Policy;
  5. Click on Send.

Despite the withdrawal of this consent, Pure Illusion will retain this information exclusively in intermediate storage for a period equivalent to the time remaining until the expiry of the longest limitation period available, on the date of the request for withdrawal of consent, to Pure Illusion, you, or any third party for legal purposes. This storage is used exclusively for evidentiary purposes in the event of a potential dispute. At the end of this intermediate archiving retention period, the data will be deleted.

When submitting your request to withdraw your consent to the processing of personal data covered by this Privacy Policy, you will be asked to tick the box “I accept the Privacy Policy”. This acceptance, when the subject specified in the form indicates the wish to withdraw this consent, does not apply to other types of subject matter. This means that Pure Illusion will limit itself to carrying out the operations necessary to implement the withdrawal of your consent.

The withdrawal of consent will not result in the cessation of processing operations that are not legally based on consent. However, the withdrawal of consent may result in a change in the legal basis for processing.

COOKIES

When you visit a web page, the server that sends you the page may also store a text file in your browser, and therefore on your device. Each time the user visits the site using their device, the browser provides the server with access to this text file. These text files are also known as “cookies.” See the definition on Wikipedia.

There is a conceptual dichotomy within the concept of cookies:

  • “Statistical” cookies: these optimize your use of the website, but only for the purpose of ensuring its proper functioning.
  • “Personalization” cookies: these are used to enrich the content available and offer you personalized content.
  • “Targeted advertising” cookies: these track your behavior and offer you targeted advertising.
  • On this site, we only use statistical and personalization cookies.

You can change the cookie settings on this site at any time by clicking on the following link.

MODIFICATIONS

Ecrin Systems reserves the right, at its sole discretion, to modify all or part of the substance of this Privacy Policy at any time. Once posted online, the Privacy Policy will take effect and be binding on all users. By continuing to use this website, you agree to comply with and adhere to all provisions of the Privacy Policy.

You will be notified of any changes made to the Privacy Policy.

EFFECTIVE DATE

This privacy policy became effective on May 25, 2018.