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Privacy Statement
Who we are
Our website address is: https://my-researchmanager.com. Cloud9 Software BV, located at Striksteeg 7, 7411 KR Deventer, is responsible for the processing of personal data as reflected in this privacy statement.
What personal information we collect and why we collect it
Contact details:
https://www.my-researchmanager.com Striksteeg 7 7411 KR Deventer +31 (0) 570 594 789. Linsey Go is the Data Protection Officer of Cloud9- Software BV. She can be reached at privacy@deresearchmanager.nl.
Personal data we process
Cloud9 Software BV processes your personal data because you use our services and/or because you provide it to us yourself. Below is an overview of the personal data we process: First and last name We display your first and last name in several places in Research Manager, for example when you are linked to a study or in your Profile.
Email address
We send several emails from Research Manager, for example the activation email to activate your account.
IP address
We log the IP address you log in with for information security reasons. Among other things, this allows us to find out for you from which IP address was logged in, if someone other than yourself is using your account. NAW data We need this data from the contract holder so that we can draw up an agreement.
Phone number
We record this in order to provide personal advice in response to a request for this but we also need this from the contract holder so that we can draw up an agreement. Financial data We need this data from the contract holder, for the financial administration. In addition, you have the option to supplement your Profile with other personal data, for example, your phone number, address or your position. These data are not mandatory. In certain places in Research Manager your data will be shown to other users.
Special and/or sensitive personal data we capture
Cloud9 Software BV will not ask you for any special and/or sensitive personal data. However, it is possible to process this data in Research Manager. If you process this data in Research Manager, we are not responsible for this data.
For what purpose and on what basis(s) we process data
Cloud9 Software BV processes your personal data for the following purposes:
In order to use Research Manager and its services, it is necessary for us to process some of your data. Some data we process in order to fulfill our contractual agreements between Research Manager and our users. This is the case with:
- Access to Research Manager (user account)
- Contacting our support
- Agreement with Research Manager
- Invitations and participation in ResearchManager webinars.
- Contact via Teams for consultation or training
In addition, we may process your data for “legitimate interest. For us, this means that we like to approach our users personally so that we can provide the best service. In doing so, we always consider your privacy. This applies to:
- Access to Research Manager (user account)
- Contacting our support staff
- Customer Satisfaction Survey
- Visit to our website (www.my-researchmanager.com)
- Newsletter & email
- Personal advice
- Actions
- Social media
We may also have a legal obligation to use your data, such as when we suspect that your account is being misused. Sometimes you yourself have given us permission to use your data, such as when you sign up for the newsletter.
Sharing personal data with third parties
Cloud9 Software BV does not sell your data to third parties and will only provide it to third parties if necessary for the performance of our agreement with you or to comply with a legal obligation. We will state this when applicable. With companies that process your data on our behalf, we conclude a processor agreement to ensure the same level of security and confidentiality of your data. Cloud9 Software BV remains responsible for this processing.
Automated decision-making
Cloud9 Software BV does not, on the basis of automated processing, make decisions about matters that may (significantly) affect individuals. These decisions are made by computer programs or systems, without the presence of a human being (e.g. an employee of Cloud9 Software BV).
How long we keep data
We do not keep and use your data longer than necessary. Your data in Research Manager will be kept for the duration of the agreement and then deleted upon request. Final deletion of data may take up to six months. All data stored and processed in Research Manager is securely stored on our own servers in certified data centers in the Netherlands. Backups are stored encrypted via Strato.
Read Strato’s privacy statement here. To monitor that our servers are doing their job properly, we use a third-party tool called Stackify. Read Stackify’s privacy statement here. When you have contacted our support department via support@deresearchmanager.nl, we keep it for a maximum of two years, unless we deem it necessary to keep it longer. If you have contacted our staff via email, these emails are kept for a maximum of five years, unless we deem it necessary to keep them longer. The Internal Revenue Service requires us to keep our records for seven years.
If you have signed up for the newsletter or consented to receive personalized messages, we keep that consent for five years. Even if at some point you decide that you no longer want to receive the newsletter or personalized messages, we retain the withdrawal of your request. If you grant or withdraw consent through your Profile, this information will be kept for the duration of the agreement and then deleted upon request. Final deletion of data may take up to five years.
Data we need to process for possible fraud, we keep indefinitely or by agreement with the owner of the data.
Cookies and similar features we use
Cloud9 Software BV uses only technical and functional cookies. A cookie is a small text file that is stored on your computer, tablet or smartphone when you first visit this website. The cookies we use are necessary for the technical operation of Research Manager and ease of use. It is possible to remember the e-mail address for the next questionnaire, if the patient checks this, the e-mail address is stored encrypted in a cookie.
View, change or delete data
You have the right to view, change or delete your personal data. You can do this yourself through your account. In addition, you have the right to withdraw your possible consent to data processing or object to the processing of your personal data by our company and you have the right to data portability. This means that you can submit a request to us to send the personal data that we hold about you in a computer file to you or another organization named by you. If you wish to exercise your right of objection and/or right to data portability or if you have other questions/comments about the data processing, please send an itemized request to privacy@deresearchmanager.nl.
To make sure that the request for inspection is made by you, we ask you to send a copy of your ID with the request. In this copy, black out your passport photo, MRZ (machine readable zone, the strip of numbers at the bottom of the passport), passport number and Citizen Service Number (BSN). This is to protect your privacy. Cloud9 Software BV will respond to your request as soon as possible, but in any case within four weeks. Cloud9 Software BV would also like to point out that you have the possibility to file a complaint with the national supervisory authority, the Authority for Personal Data. This can be done through the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons
How we secure your personal data
Cloud9 Software BV takes the protection of your data seriously and takes appropriate measures to prevent abuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you have the impression that your data is not properly secured or there are indications of abuse, please contact us at privacy@deresearchmanager.nl.
Our website and/or service does not intend to collect data on website visitors who are under the age of 16. Unless they have parental or guardian consent. However, we cannot verify whether a visitor is older than 16. We therefore recommend that parents be involved in their children’s online activities in order to avoid collecting data about children without parental consent. If you believe that we have collected personal information about a minor without such consent, please contact us at privacy@deresearchmanager.nl and we will delete this information.
