Skip to content

Privacy Policy

Last modified: April 26, 2019

Welcome to the Qdossier Privacy Policy

This privacy policy refers to the processing of personal data through the website of Qdossier, www.qdossier.com, including the Dossplorer services (www.dossplorer.com). We collect and use information for a variety of purposes about our clients and other individuals with whom we come into contact (including through the website).This privacystatement describes how your information is collected, used and shared when you use our services.

Qdossier Services, a trademark of Qdossier B.V.; Qdossier Consultancy, a trademark of eCTDconsultancy B.V.; Qdossier Solutions, a trademark of Qdoor B.V., hereafter to be named “Qdossier”. In the remainder of this statement any reference to “we”, “our” or “us” means Qdossier. Any reference to “you” means the individual person in relation to whom we hold personal information.

Qdossier are the controllers of your personal data within the meaning of the General Data Protection Regulation (“GDPR”). We are therefore responsible for the implementation and compliance with the GDPR.

Our contact details are

Qdossier
Julianastraat 11
5141 GL Waalwijk
info(at)qdossier.com

General information

We take the protection of your personal data very seriously. We treat your personal data confidentially and according to the GDPR and this privacy policy. We do this by checking with our legal partner whether our services meet the right requirements, both in terms of data security and compliance with the data protection legislation.

When you share information with us, for example by visiting our website or creating a Dossplorer Account, we want you to be clear how we are using information and the ways in which you can protect your privacy.

Our Privacy Policy explains:

  • What information we collect and why we collect it
  • How we use that information
  • The choices we offer, including how to access and update information

What personal data we process and why

We collect personal data that we need for the provision of our services. Some of this personal information is required to allow you to make use of our services. We also collect additional personal data to tailor our services to your specific wishes. It is your responsibility that the personal data provided is accurate and relevant.

We collect, among other things, the following data and documents with personal data included therein:

CategoryPersonal data
Client (client contact person)
  • To be able to contact our clients we collect the first name, last name, email address, telephone number and address data of our client contact person;
  • In order to invoice for our services we process your payment details;
  • In order to create an Dossplorer account we also collect the name of company you work for and your role
  • You will receive e-mails from us as soon as you have placed an order. We keep you informed of the progress of your order via these e-mails
Website visitor

When you use our website, we will automatically receive data from you. We collect this information via cookies to gain more insight into the use of our website and to improve our website.

For more information about the use of cookies, please refer to our cookie statement. In this context, we process the following information from you:

  • Information about the browser used (type, version, screen resolution, etc.);
  • IP address;
  • Language preferences;
  • Data related to the use of the website.
Dossplorer account
  • If you have a Dossplorer Account, we may display your Profile name, Profile photo, and actions you take on Dossplorer or on third-party applications related to your Dossplorer Account (such as the Viewingmatters community, reviews you write and comments you post) in our services.
  • We may use your email address to inform you about our services, such as letting you know about upcoming changes or improvements.
Contact UsWhen you contact us, we keep a record of your communication to help solve any issues you might be facing.

Legal basis for processing personal data

We base the processing of your personal data on different legal grounds. These are:

1. Performance of a contract (art. 6 (1) (b) GDPR)

We process a large part of the personal data that we collect from you because the processing of these data is necessary for the execution of your agreement with us. These personal details are necessary, for example, to be able to contact you.

2. Compliance with a legal obligation (art. 6 (1) (c) GDPR)

There are several laws that we will have to comply with. Based on these regulations, we are required to process certain personal data about you. We may also be obliged to provide your data to third parties for this reason.

3.Legitimate interest (art. 6 (1) (f) GDPR)

We would like to offer you the best possible service. In order to do so we process your personal data. This is the case, for example, when sending e-mails regarding the progress of your order and by visiting our website. In doing so, we always take your privacy interest into account.

4. Your explicit consent (art. 6 (1) (a) GDPR)

For everything else, we will only use your data with your explicit consent.

With whom we share your personal data

We sometimes use third parties to process your personal data on our behalf. These parties are called “processors”. When we do so, we put in place strict obligations to ensure that these processors solely process your personal data in accordance with our strict instructions. We do not use the services of processors that are located outside the EU.

We will also share your personal data with third parties in the following circumstances:

  • Where we are required to do so by law (for example pursuant to a court order or where we have a statutory obligation to disclose your personal data);
  • If we sell the whole or part of our business and the purchaser needs your personal data in order to continue with the business. In this case, the terms of this privacy policy will continue to apply to the way in which the purchaser uses your personal data;
  • Where we have your consent to do so;
  • Where disclosure of your personal data is necessary in connection with legal proceedings.
  • If you have a Dossplorer Account which is managed for you by a business administrator assigned by your Company then this administrator and anyone who provides user support to your organization will have access to your Dossplorer Account information (including your email and other data). Your domain administrator may be able to:
    • view statistics regarding your account, like latest log-on date and time
    • change your account password
    • suspend or terminate your account access
    • access or retain information stored as part of your account
    • receive your account information in order to satisfy applicable law, regulation, legal process or enforceable governmental request
    • restrict your ability to delete or edit information or privacy settings

Please refer to your domain administrator’s privacy policy for more information.

How long we save your personal data

We keep your personal data as long as necessary for the purpose for which we use your data. And for as long as the law obligates us to store your data. The time period that applies depends. Ranging from several months to many years.

How we secure your personal data

We consider your privacy to be of paramount importance. Therefore we process your personal data in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Your rights

Under the GDPR, you have the right to access, rectify, port and erase your data. You also have the right to object to and restrict certain processing of your data.

You can exercise your rights by sending an e-mail to info@qdossier.com. In order to verify your identity, we request a copy of your identity with your national security number and photo made invisible. Following this request for access, you can request us to correct or delete your personal data. If you believe that we do not handle your personal data carefully, you can contact us via the above contact details. You also have the right to submit a complaint to the Dutch Data Protection Authority (“DDPA”).

It is also possible to object to the processing of your personal data by us if your personal data are used for purposes other than necessary for the execution of an agreement or are necessary for the fulfilment of a legal obligation. For example, you can object to the use of your personal data for marketing and sales activities. You can do this by sending an e-mail to info@dossplorer.com. You also have the so-called right to data portability. This means that you have the right to obtain the personal data that you have provided to us in a clear form. You can therefore also send an e-mail to info(at)qdossier.com.

Other Dossplorer related terms 

Your use of the Services is governed by other terms and conditions in addition to this Privacy Policy, including the Dossplorer Terms of Service and Dossplorer Acceptable Use Policy, and may be subject to laws and regulations in your jurisdiction.

Changes

Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy policy changes). We will also keep prior versions of this Privacy Policy in an archive for your review.