Privacy & Security Code of Conduct

Your Privacy & Security is very important to us ! Here is a summary of what we do every day to guarantee that your data is safe with Govrn® and that we apply best security practices on our hosted version, the Govrn® Cloud.

How we protect your privacy

on Govrn.com and when you use our services

GOVRN SA and its affiliates offer many services to help you run your business, including a platform to host your Govrn database. As part of running those services we collect data about you and your business. This data is not only essential to run our services, but also critical for the safety of our services and all our users. This policy explains what information is collected, why it is collected, and how we use it.

Information we collect

Account and Contact Data

When you register on our website to use or download one of our products, or to subscribe to one of our services, or fill in one of our contact forms, you voluntarily give us certain information. This typically includes your name, company name, email address, and sometimes your phone number, postal address (when an invoice or delivery is required),your business sector and interest in Govrn, as well as a personal password. We never record or store credit card information from our customers, and always rely on trusted third-party PCI-DSS-compliant payment processors for credit card processing whenever needed, including for recurring payment processing.

Job Application Data 

When you apply for a job on our website or via an employment agency, we usually collect your contact information (name, email, phone) and any information you choose to share with us in your introduction letter and Curriculum Vitae. If we decide to send you a job proposition, we will also ask you to provide extra personal details as required to fulfill our legal obligations and personnel management requirements. We will  not  ask you to provide information that is not necessary for the recruitment process. In particular, we will  never  collect any information about your racial or ethnic origin, political opinions, religious beliefs, trade union membership or sexual life.

Browser data 

When you visit our website and access our online services, we detect and store your browser language and geolocation in order to customize your experience according to your country and preferred language. Our servers also passively record a summary of the information sent by your browser for statistical, security and legal purposes: your IP address, the time and date of your visit, your browser version and platform, and the web page that referred you to our website.

Customer databases 

When you subscribe to an Govrn Cloud service and create your own Govrn database, any information or content you submit or upload into your database is your own, and you control it fully.  This data will often include personal information, For example:   your list of employees, your contacts and customers, your messages, pictures, videos, documents, and more  . We only ever collect this information   on your behalf  , and   you always retain ownership and full control on this data.


How we use this information

Account and Contact Data

We use your contact information in order to provide our services, to answer your requests, and for billing and account management reasons. We may also use this information for marketing and communication purposes (our marketing messages always come with a way for you to opt-out at any time). We also use this data in aggregated/anonymized form in order to analyze service trends.  If you have registered to participate in an event published on our website, we may transfer your  name, email address, phone number  and  company name  to our local organizer and to the sponsors of the event for both direct marketing purposes and in order to facilitate the preparations and booking for the event .

Job Application Data :

We will only process this information for our recruitment process, in order to evaluate and follow-up with your application, and in the course of preparing your contract, if we decide to send you a job proposition. You may contact us at any time to request the deletion of your information.

Browser Data 

This automatically recorded data is anonymously analyzed in order to maintain and improve our services. Google reCAPTCHA may also be used for security purposes, in order to prevent abuse of our services. In that case we only process the anonymous score that reCAPTCHA determines based on your browser and device. We will only correlate this data with your personal data when required by law or for security purposes, if you have violated our Acceptable Use Policy.

Customer Databases 

We only collect and process this data on your behalf, in order to perform the services you have subscribed to, and based on the instructions you explicitly gave when you registered or configured your service and your Govrn database. Our Helpdesk staff and engineers may access this information in a limited and reasonable manner in order to solve any issue with our services, or at your explicit request for support reasons, or as required by law, or to ensure the security of our services in case of violation of our Acceptable Use Policy in order to keep our services secure.

Accessing, Updating or Deleting Your Personal Information

Account and Contact Data

You have the right to access and update personal data you have previously provided to us. You can do so at any time by connecting to your personal account on Odoo.com. If you wish to permanently delete your account or personal information for a legitimate purpose, please contact our Helpdesk to request so. We will take all reasonable steps to permanently delete your personal information, except when we are required to keep it for legal reasons (typically, for administration, billing and tax reporting reasons).

Job Application Data

You may contact us at any time to request access, updates or deletion of your application information. The easiest way to do it is to reply to the last message you exchanged with our Human Resource personnel.

Customer Databases

You can manage any data collected in your databases hosted on Govrn.com at any time, using your administration credentials, including modifying or deleting any personal data stored therein.  At any time you can export a complete backup of your database via our control panel, in order to transfer it, or to manage your own backups/archive. You are responsible for processing this data in compliance with all privacy regulations.  You may also request the deletion of your entire database via your control panel, at any time.  When you use the Govrn Database Upgrade service, your data is automatically deleted after your upgrade was successfully completed, and may also be deleted upon request from you.

Security

We realize how important and sensitive your personal data is, and we take a great number of measures to ensure that this information is securely processed, stored and preserved from data loss and unauthorized access. Our technical, administrative and organizational security measures are described in details in our Security Policy.

Third Party Service Providers / Subprocessors

WIP

 

Data retention

Account and Contact Data

We will only retain such data as long as necessary for the purpose for which it was collected, as laid out in this policy, including any legal retention period, or as long as necessary to carry out a legitimate and reasonable promotion of our products and services.

Job Application Data

If we do not hire you, we may keep the information you provide for up to 2 years in order to contact you again for any new job proposition that may come up, unless you ask us not to do so. If we hire you, your personal information will be stored for the duration of your employment contract with us, and afterwards, during the applicable legal retention period that applies in the country where we employed you.

Browser Data

We will only retain this data for a short period of time, generally 2 months, unless we need to keep it in relation with a legitimate concern related to the security or performance of our services, or as required by law.

Customer Database

We will only retain this data as long as necessary for providing the services you subscribed to. For databases hosted on the Govrn Cloud, if you cancel the service your database is kept deactivated for 3 weeks (the grace period during which you can change your mind), and then destroyed. For databases uploaded to the Govrn Database Upgrade website, your database is kept for up to 4 months after the last successful upgrade, and may be deleted earlier upon request.

Safety Retention Period: As part of our Security Policy, we always try to preserve your data from accidental or malicious deletion. As a result, after we delete any of your personal information (Account & Contact Data) from our database upon request from you, or after you delete any personal information from your database (Customer Database), or if you delete your entire database, it is not immediately deleted from our backup systems, which are secured and inalterable. The personal data could remain stored for up to 12 months in those backups, until they are automatically destroyed. We commit not to use those backup copies of your deleted data for any purpose except for maintaining the integrity of our backups, unless you or the law require us to do so.

Third Party Disclosure

Except as explicitly mentioned above, we do not sell, trade, or otherwise transfer your personal data to third parties. We may share or disclose aggregated or de-identified information, for research purposes, or to discuss trends or statistics with third-parties.

Cookies

Cookies are small bits of text sent by our servers to your computer or device when you access our services. They are stored in your browser and later sent back to our servers so that we can provide contextual content. Without cookies, using the web would be a much more frustrating experience. We use them to support your activities on our website, for example your session (so you don't have to login again) or your shopping cart.  Cookies are also used to help us understand your preferences based on previous or current activity on our website (the pages you have visited), your language and country, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.  We also use third-party services such as Google Analytics, who set and use their own cookies to identify visitors and provide their own contextual services. 

Policy Updates

We may update this Privacy Policy from time to time, in order to clarify it, to reflect any changes to our website, or to comply with legal obligations. The "Last Updated" mention at the top of the policy indicates the last revision, which is also the effective date of those changes. We give you access to archived versions of this policy, so you can review the changes.

Contacting us

If you have are any question regarding this Privacy Policy, or any enquiry about your personal data, please contact us via email at privacy@govrn.com or by post:

GORVN SA - Data Protection 18 Avenue Roger Vandendriessche 1200 Brussels; Belgium

VAT: BE0761625687