Privacy Policy | Cloud9 Software BV

On this page you will find our Privacy Policy. It explains how we handle your personal data when you use our services or website. If you have any questions, please contact us.

Who we are

Our website address is: https://my-researchmanager.com.

Cloud9 Software BV, located at Striksteeg 7, 7411 KR Deventer, the Netherlands, is responsible for the processing of personal data as described in this Privacy Policy.

Contact details

https://www.my-researchmanager.com
Striksteeg 7
7411 KR Deventer
The Netherlands
+31 (0) 570 594 789

Liane ter Meer is the Data Protection Officer of Cloud9 Software BV. She can be reached at: info@myresearchmanager.com

Personal data we process

Cloud9 Software BV processes your personal data because you use our services and/or because you provide this data to us yourself. Below is an overview of the personal data we process:

• First and last name
  We display your name in various places within Research Manager, for example when you are linked to a study or in your profile.
• Email address
  We send various emails from Research Manager, such as activation emails to activate your account.
• IP address
  We log the IP address used to log in for security purposes. This allows us to identify from which IP an account has been accessed, for example if someone other than yourself uses your account.
• Contact and address details (name, address, and place of residence)
  We require these details from the contract holder in order to prepare an agreement.
• Phone number
  We store this to provide personal advice upon request and also require it from the contract holder to conclude an agreement.
• Financial data
  We require this from the contract holder for financial administration purposes.

In addition, you may choose to supplement your profile with other personal data, such as your phone number, address, or job title. These fields are optional. In certain parts of Research Manager, your data may be visible to other users.

When you visit our website or contact us, we may also process data such as:

• your name
• your business contact details
• your company name
• information about your interaction with our website
• technical data such as IP address, browser data, and device information
• information about your organisation, enriched via external business data sources, where permitted

Special and/or sensitive personal data

Cloud9 Software BV does not request special or sensitive personal data. However, it is possible for such data to be processed within Research Manager. If you choose to enter such data, we are not responsible for it.

Purposes and legal bases for processing

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 certain data. We process some data to fulfil our contractual obligations with users, including:

• Access to Research Manager (user account)
• Customer support contact
• Agreement management
• Invitations and participation in Research Manager webinars
• Contact via Microsoft Teams for consultations or training

We may also process your data on the basis of legitimate interest. This means we aim to provide a personalised service to our users and business contacts, while respecting your privacy. This includes:

• Access to Research Manager (user account)
• Customer support contact
• Customer satisfaction surveys
• Website visits (www.my-researchmanager.com)
• Newsletters & email communication
• Personal advice
• Marketing campaigns
• Social media engagement
• Analysis of website traffic and identification of business visitors
• Enrichment of business contact data to enable more relevant communication

For website analytics and business lead identification, we may use external services such as Snitcher. Snitcher helps us identify organisations visiting our website based on IP addresses and business information. We use this to improve our website, services, and business communications.

For enrichment and verification of business contact details, we may use external services such as Hunter.io. This allows us to verify or complete business contact information, for example following a business enquiry, demo request, or previous interaction.

We may also process data where we are legally required to do so, for example in cases of suspected account misuse. In some cases, you may have explicitly given consent, for example when subscribing to our newsletter.

Sharing personal data with third parties

Cloud9 Software BV does not sell your data to third parties. We only share data when necessary for the execution of our agreement with you, to comply with legal obligations, or when required for our business operations and service delivery.

We use third parties who process personal data on our behalf, such as providers of hosting, backup, support, analytics, and CRM services. We enter into data processing agreements or similar contractual arrangements with these parties to ensure an appropriate level of security and confidentiality. Cloud9 Software BV remains responsible for these processing activities.

Where applicable, data may be processed by parties such as:

• Strato, for encrypted backup storage
• Stackify, for server and application monitoring
• Snitcher, for website analytics and business visitor identification
• Hunter.io, for enrichment and verification of business contact details

If personal data is processed outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or other valid transfer mechanisms.

Automated decision-making

Cloud9 Software BV does not make decisions based solely on automated processing that could have significant consequences for individuals. This refers to decisions made by computer systems without human involvement.

Data retention

We do not retain or use your personal data longer than necessary.

Data within Research Manager is stored for the duration of the agreement and deleted upon request thereafter. Final deletion may take up to six months.

All data stored and processed in Research Manager is securely hosted on our own servers in certified data centres in the Netherlands. Back-ups are stored in encrypted form via Strato.

See Strato’s Privacy Policy here.
We use Stackify to monitor server performance. See Stackify’s Privacy Policy here.

If you have contacted our support team via support@deresearchmanager.nl, we retain this data for up to two years, unless longer retention is necessary.

Emails sent to our employees are stored for up to five years, unless longer retention is required.

We are legally required by the Dutch Tax Authority to retain financial records for seven years.

If you subscribe to our newsletter or consent to personalised communications, we retain that consent for five years. Even if you later unsubscribe, we retain a record of your opt-out.

If consent is given or withdrawn via your profile, this information is stored during the agreement and deleted upon request thereafter. Full deletion may take up to five years.

Data collected through website analytics, lead identification, or business data enrichment (e.g. via Snitcher or Hunter.io) is not retained longer than necessary unless legally required or justified by legitimate interest.

Data required for fraud prevention may be retained indefinitely or in consultation with the data owner.

Cookies and similar technologies

Cloud9 Software BV uses technical and functional cookies. Cookies are small text files stored on your device during your first visit to our website. These cookies are necessary for the proper functioning of Research Manager and to improve usability.

It is possible to store an email address for future questionnaires; if selected, the email address is encrypted and stored in a cookie.

We may also use cookies or similar technologies to measure website usage, improve our services, and identify business visitors. Where legally required, we request your consent in advance.

When using services such as Snitcher, information about your visit may be processed, including IP address, pages visited, time of visit, and company identification based on IP data.

Accessing, modifying or deleting data

You have the right to access, correct, or delete your personal data. You can do this via your account.

You also have the right to withdraw consent or object to the processing of your personal data. You may also request data portability, meaning we will provide your data in a structured digital format to you or another organisation.

To exercise these rights, please send a request to: info@myresearchmanager.com

To verify your identity, we may request a copy of your ID. Please redact your photo, MRZ, passport number, and national identification number (BSN) for privacy protection.

We will respond as soon as possible, and no later than within four weeks.

You also have the right to lodge a complaint with the Dutch Data Protection Authority via: https://autoriteitpersoonsgegevens.nl/en/submitting-a-tip-off-or-a-complaint-to-the-ap 

How we secure your data

Cloud9 Software BV takes the protection of your data seriously and implements appropriate security measures to prevent misuse, loss, unauthorised access, unwanted disclosure, and unlawful alteration.

If you believe your data is not properly secured or there are signs of misuse, please contact us at info@myresearchmanager.com

Data of minors

Our website and services are not intended to collect data from individuals under the age of 16, unless they have parental or guardian consent. However, we cannot verify the age of all visitors. We therefore encourage parents to be involved in their children’s online activities.

If you believe we have collected personal data from a minor without consent, please contact us at info@myresearchmanager.com and we will delete the information.