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 described in this privacy statement.
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.
Which 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
Your first and last name are displayed in multiple places in 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 the activation email to activate your account. - IP address
We log the IP address used to log in for information security purposes. This allows us, for example, to determine from which IP address a login occurred if someone other than you accesses your account. - Name, Address, City (NAW) data
We require this information from the contract holder to establish an agreement. - Phone number
We record this to provide personal advice upon request, and it is also required from the contract holder to establish an agreement. - Financial data
We require this information from the contract holder for financial administration purposes.
Additionally, you can choose to complete your Profile with other personal data, such as your phone number, address, or position. This information is optional. In certain areas 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 information;
- your company name;
- information about your interaction with our website;
- technical data such as IP address, browser information, and device details;
- information about your organization enriched via external business databases, to the extent permitted.
Special and/or sensitive personal data
Cloud9 Software BV does not ask for special and/or sensitive personal data. However, it is possible that such data is processed in Research Manager. If you process this data in Research Manager, we are not responsible for it.
Purpose and legal basis for processing data
Cloud9 Software BV processes your personal data for the following purposes:
To use Research Manager and its services, we need to process certain personal data. Some data is processed to fulfill our contractual agreements between Research Manager and our users. This applies to:
- Access to Research Manager (user account)
- Contact with our support
- Agreement with Research Manager
- Invitations and participation in Research Manager webinars
- Contact via Teams for consultation or training
We may also process your data based on legitimate interest. This means that we like to contact our users and business relations personally to provide the best service while always considering your privacy. This applies to:
- Access to Research Manager (user account)
- Contact with our support
- Customer satisfaction surveys
- Visits to our website (www.my-researchmanager.com)
- Newsletter and email
- Personalized advice
- Promotions
- Social media
- Analyzing website visits and recognizing business visitors to our website
- Enriching business contact information to enable more targeted and relevant communication about our services
For website visit analysis and business lead recognition, we may use external services such as Snitcher. Snitcher helps us gain insight into which organizations visit our website, based on, among other things, IP addresses and company information. We use this information to improve our website, services, and business communication.
To enrich and verify business contact information, we may use external services such as Hunter.io. This allows us to check or complete business contact data, for example to respond to a business inquiry, demo request, or previous interaction with our services.
We may also have a legal obligation to use your data, for example if we suspect misuse of your account. Sometimes you have given us permission to use your data, such as when subscribing to the newsletter.
Sharing personal data with third parties
Cloud9 Software BV does not sell your data to third parties and only provides it when necessary to execute our agreement with you, to comply with a legal obligation, or when required for our business operations and services.
We use third parties who process personal data on our behalf, such as providers of hosting, backup, support, analytics, and CRM services. With companies that process your data on our behalf, we conclude a data processing agreement or make appropriate contractual arrangements to ensure the same level of security and confidentiality. Cloud9 Software BV remains responsible for these processes.
Where applicable, personal data may be processed by parties such as:
- Strato, for encrypted backup storage;
- Stackify, for monitoring our servers and applications;
- Snitcher, for website visit analysis and business visitor recognition;
- Hunter.io, for enriching, verifying, or completing business contact information.
If personal data is processed outside the European Economic Area, we ensure that this takes place with appropriate safeguards, such as approved model contractual clauses or another valid legal transfer basis.
Automated decision-making
Cloud9 Software BV does not make decisions based on automated processing that may have (significant) consequences for individuals. These are decisions made by computer programs or systems without human involvement.
Data retention
We do not store or use your data longer than necessary.
- Your data in Research Manager is retained for the duration of the agreement and then deleted upon request. Final deletion may take up to six months.
- All data stored and processed in Research Manager is secured on our own servers in certified data centers in the Netherlands. Backups are encrypted via Strato.
- To monitor server performance, we use the Stackify tool from an external party.
- If you have contacted our support team via support@deresearchmanager.nl, we retain this data for up to two years unless a longer period is necessary.
- Emails sent to our staff are kept for up to five years unless a longer period is required.
- By law, our financial administration must be retained for seven years.
- If you subscribe to the newsletter or consent to receive personalized messages, that consent is retained for five years. If you later withdraw consent, this withdrawal is also retained.
- Consent given or withdrawn via your Profile is retained during the agreement and then deleted upon request. Final deletion may take up to five years.
- Data processed via website analytics, lead recognition, or business contact enrichment (e.g., via Snitcher or Hunter.io) is retained only as long as necessary unless a legal retention period applies or a longer period is required to support a legitimate interest.
- Data processed for potential fraud is retained indefinitely or in consultation with the data owner.
Cookies and similar technologies
Cloud9 Software BV uses technical and functional cookies. A cookie is a small text file stored on your computer, tablet, or smartphone on first visit to this website. The cookies we use are necessary for the technical operation of Research Manager and ease of use.
It is possible to remember your email for the next questionnaire; if the patient selects this, the email is stored encrypted in a cookie.
We may also use cookies or similar techniques to measure website usage, improve our services, and recognize business website visitors. Where legally required, we ask for your consent in advance.
When we use services such as Snitcher, information about your website visit may be processed, such as IP address, visited pages, time of visit, and business recognition based on IP data.
Accessing, correcting, 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 processing and the right to data portability. This means you can request that the personal data we hold be sent in a computer file to you or another organization you specify.
To exercise these rights or for other questions regarding data processing, send a detailed request to privacy@deresearchmanager.nl.
To verify that the request is from you, please include a copy of your identity document with your photo, MRZ, passport number, and social security number blacked out. This is to protect your privacy.
Cloud9 Software BV will respond as soon as possible, but at the latest within four weeks.
You may also file a complaint with the national supervisory authority, the Dutch Data Protection Authority:
https://autoriteitpersoonsgegevens.nl/en/contact-us/tip-us
How we secure your personal data
Cloud9 Software BV takes the protection of your data seriously and applies appropriate measures to prevent misuse, loss, unauthorized access, disclosure, and unauthorized modification. If you suspect your data is not secure or notice misuse, contact privacy@deresearchmanager.nl.
Data of minors
Our website and/or service does not intend to collect data from visitors under 16 without parental consent. We cannot verify that visitors are over 16. Parents are advised to be involved in their children’s online activities to prevent collection of data without consent.
If you are convinced that we have collected personal data about a minor without consent, contact us at privacy@deresearchmanager.nl and we will delete the information.
