Privacy Statement

At ORTEC, we are committed to protecting your personal data. We see this as your data, yours personally and we take that into account. We also want to ensure that our customers and visitors to the ORTEC website continue to have confidence in us.

In our privacy statement, we aim to provide you with detailed information about when and why we collect your personal data and how we use and protect it. What data we collect differs whether you are a visitor of our website, or when you are a customer of one or more of the products and/or services we offer.

As a visitor of one of ORTECs websites the information you share with us ensures that you get a more personalized experience, eg information about your region or industry, trade fairs and potential new developments of interest to you.

As a customer we enter into a contract with you including if needed a Data Processing Agreement (DPA). This contract will set out the principles we follow regarding privacy. If a DPA is present this will hold all the details of the processing of personal data ORTEC undertakes to be able to provide you with the product and/or service we offer.

There are a few activities we would like to highlight in this Privacy Statement. These activities are more general innature but we do think it is important to inform you on these.

ORTEC is an internationally operating company that focuses on optimization in the broadest sense. We are headquartered in the Netherlands and have several offices all over the world.
For website visitors ORTEC acts as the Controller of your personal data.
For customers ORTEC usually acts as the Processor.

Contact details ORTEC HQ:
    ORTEC
    Houtsingel 5
    2719 EA
    Zoetermeer
    The Netherlands

You can reach us by phone at +31 (0)88-ORTECNL (+31 (0)88-6783265).
You can also contact us by using the contact forms on our website:  https://ortec.com/en/contact/
If you have any questions about your data or its use, please contact our Data Protection Officer by e-mail: dpo@ortec.com or use the forms on our website to exercise your rights as a data subject.
Although it is not mandatory to provide all of the information contained in this privacy policy, ORTEC may not be able to provide you with all possible services if you choose not to.

We generally collect your information when you decide to interact with us. As a website visitor examples of this would be when you sign up to receive emails or newsletters from us. We also analyze how visitors use our website so that we can provide the best possible experience, whether you want to learn more about our latest solutions, read surveys or just browse our website.

For our customers ORTEC collects usage data when you use our products, applications and/or services, or while we work together during for example the implementation phase of our products.

We collect data in several ways:

• For website visitors :
  When you sign up for newsletters
  When you register to download brochures
  When you visit our website: We use cookies to improve the experience when you visit the website and to tailor the service you receive from us - this means that we remember your previous visits and track which pages of the website you visit. For more information, see the cookie section of this Privacy Statement. When you visit an ORTEC website, the ORTEC web server automatically stores your public internet protocol address ("IP") and generates a log file.
• For customers :
  If customer and ORTEC engage in collaborative working, for example during the implementation phase of a project
  Continuous monitoring while using SaaS products/services
  Any processing as agreed upon in the DPA

We only collect data that is necessary for our business operations, delivery of the services you have requested and to keep you informed. Sometimes you have the option of not providing us with certain information, but this may lead to a lesser degree of personalization, for example not being notified of an event you would have been interested in.

The data we collect depends on where and when it is collected:

When you create an account with us or register on our website, we need to collect information from you in order to provide the service you have requested.

We may collect the following information:

• Prefix and name
• E-mail address
• Telephone number(s)

During your visit to our website, we may collect the following information:

• Auto-filled IP address:
  A public IP address is a unique number that allows a computer, group of computers, or other Internet-connected device to use the Internet. The log file stores the date and time of your visit, which pages were requested, the referral website (if stated) and the version of your browser program. This data is collected for diagnosing and managing the website, to determine the geographic distribution of visitors and to find out how they got to the website.
• Cookies:
  Cookies are only placed after obtaining your consent.For more information about cookies and how ORTEC uses them, see the ORTEC cookie statement.

Depending on your settings and/or the privacy policy for social media or messaging services such as Facebook, WhatsApp or Twitter, you can grant us permission to view the data of these accounts or services.

We may include information published in articles / newspapers or other publicly available sources.

The information we hold about you is used for various purposes. In general these purposes are:

• to provide the service you have requested
• to provide a personalized experience
• to notify you of events or updates you have requested
• to contact you if we require additional information or should provide

These legal bases apply regarding to these purposes:

• For our business operations, provision of a service or fulfillment of an agreement with you:
  Your information is necessary to handle requests for support and information or to conduct internal processes, such as recruitment or event administration
  Your information will be used to provide you with the best possible customer service and for internal administration
  Your information will be used to contact you if we have important information about your application, such as confirmation of your attendance at an event or communication regarding your application
• Processing we do with your permission:
  You can provide us with your details so that we can keep you informed of our activities by email, through newsletters and communications regarding future events
  You can provide your information so that we can inform you about a specific product or service about which you would like more information.
• Processing based on legitimate interest or legal obligation
  To get to know your interests and preferences so that we can approach you with information that is relevant to you.
  To help us send targeted marketing communications and advertisements to make them more relevant to you.
  To use your data to show you advertisements on social media such as Facebook and Instagram or through third party advertisements that may appear on other websites you visit. The data shared with these platforms is pseudonymised to protect your personal data.
  To measure and understand how our customers respond to various marketing activities so that we can ensure that our activity is well focused, relevant and effective.
  To analyze and constantly improve the services we provide, especially regarding our website.
  To run the test version of our website that we use internally to try out new functions and ensure the smooth operation of our web services.

As an ORTEC customer all aspects of the services we provide you with are embedded in the contract and the Terms and Conditions. If you are located in a region where data protection legislation exists (for example the GDPR in the European Economic Area) and this legislation requires an additional contract for the processing of personal data we will also conclude a Data Processing Agreement (DPA) with you.

Regarding some activities where ORTEC interacts with you as a customer we would like to provide you with some more information, on top of what is laid down in the contracts.

There are several platforms available to customers where you can collaborate with ORTEC as a guest user. This collaborative working could be for a number of reasons, such as for example being related to the project we are working on, the implementation of the product or service you purchased or when you would like to post a question or issue to our Customer Service Department.

In this section we would like to explain how we collect, use, and protect your or your organizations personal data when you access ORTEC collaborative working platforms as a guest user.

The scope of this section of the privacy statement is limited to:

• Microsoft Azure DevOps:
  A cloud-based platform that provides a set of tools and services for software development, delivery, and operations. Azure DevOps enables teams to collaborate effectively across the entire software lifecycle, from planning and coding to testing and deployment. Collaboration features include share code, work items, feedback, and insights with (internal or external) team members.
• Microsoft Office 365:
  A cloud-based suite of productivity applications that enables users to work together seamlessly across different devices and platforms. The Microsoft Teams and Microsoft SharePoint components are used for collaborative working on projects or other initiatives with customers, partners and suppliers.
• ORTEC Customer Portal:
  A web based portal used to report incidents, keeping an overview of existing incidents and accessing ORTEC product documentation.

When you access the platforms described in the scope as a guest user, there are 2 types of (personal) data we collect:

Platform User Data:

• Your name, login name, email address and IP address, which are used to identify you and communicate with you within the used platform
• Your profile picture when your organization configured to share the Entra ID profile picture with external parties
• Your activity logs, such as the issues you create, the files you access or the messages you send, which are used to monitor and improve the security,  quality and performance of the platform.

Uploaded Customer Data

• Personal data you upload to our platform, like incident descriptions, screenshots or attachments, which are used to analyze your issues or performing a project activity

For processing this data, we rely on several legal grounds. The main ground is the execution of the contract we have with you, our customer, or your organization. Secondly, we collect this (personal) data based on your consent, especially for those processes where Uploaded Customer Data is uploaded and provided to ORTEC. As we have no control over the Uploaded Customer Data that is provided it is the responsibility of you, the customer, to make sure you have a valid legal ground to upload this (personal) data.

We do not collect any other personal data from you or share your personal data with any third parties without your permission.

We take appropriate technical and organizational measures to protect your data from unauthorized access, use, disclosure, alteration, or destruction. We store your data on secure servers that comply with industry standards and regulations. We limit the access to your data to authorized personnel who need it to perform their duties. We also encrypt your data in transit using strong encryption algorithms.

We keep Platform User Data and Uploaded Customer Data as long as necessary to fulfill the purposes for which it was collected, or as required by law.

When your guest access to the platform expires or is revoked, we will delete or anonymize your Platform User Data within a reasonable period of time. In such a case as long as there is an active contract relating to the products or services we provide, the Uploaded Customer Data is retained.

If the contract regarding the product or services we provide is terminated, all Uploaded Customer Data will be deleted or anonymized within a reasonable period of time.

ORTEC utilizes a continuous process to enhance the usability and performance of our SaaS applications. For this we monitor how customers interact with our SaaS applications. The data collected serves as a source of insights into our users' experiences, empowering us to enhance the effectiveness of our solutions. The effort aims to streamline user journeys and mitigate usability issues effectively.

Microsoft Clarity is employed to capture user interactions with our application through behavioral metrics, heatmaps, and session replay features. Application Insights is utilized for the collection of statistical usage and telemetry information. Website usage data is collected anonymously by Clarity and Application Insights using first-party cookies and other tracking technologies only after obtaining user consent. This consent is revocable at any time. For a comprehensive understanding of how Microsoft collects and handles your data, please refer to the Microsoft Privacy Statement.

ORTEC will never share, sell, trade or rent your personal information to third parties for marketing purposes without your prior consent.

Some of our service providers may have access to your information to perform services for us; Examples include sending newsletters or hosting our website. We ensure that each party providing services for ORTEC enters into an agreement with us and complies with our data protection standards. These third parties do not use your data for any other purpose than the clearly stated purpose in connection with the service they provide.

We may share your information with:

• Service providers who work on behalf of ORTEC for the performance of an agreement that we conclude with them or you, for example, marketing agencies, database services, website hosting or email delivery services
• Third-party data services, such as Adscience, that help us segment and understand our target audience by providing additional information so that we can send communications that are as relevant and targeted as possible
• Third party advertisers (such as Facebook and Google) to help us find customers similar to our customers or to show you relevant ads on third party websites. The data shared with these advertisers is pseudonymised to protect your personal data
• When we are obliged to do so, for example at the request of the police or a supervisory or governmental body investigating unlawful activities.

ORTEC is not responsible for the privacy statements and practices of other non-ORTEC affiliated websites, even if they are accessed through links on www.ortec.com or any other website owned by ORTEC. We recommend that you review the privacy statements of each website you visit and contact the owner or data protection officer of that company if you have any concerns or questions.

Despite all our precautions, we cannot guarantee that data transmission over the internet is 100% secure. Therefore, we cannot guarantee the security of information you provide to us and would like to point out that you do so at your own risk.

ORTEC is committed to protecting the personal data you entrust to us. We employ robust, appropriate technologies and policies so that the information we hold about you is protected from unauthorized access and inappropriate use. For example, your online registration is encrypted and our own network is protected.

As part of the services we provide to you through the ORTEC website, the personal data you provide may be transferred to countries outside the European Economic Area (EEA). This can happen, for example, if the servers used for hosting the website are located in a country outside the EEA. When ORTEC transfers your personal data to a country outside the EEA in this way, we take steps to ensure that your privacy rights remain protected as set out in this privacy statement. The transfer of data to the US can be cited as an example of this. The data protection laws in the US are weaker than in the EEA and we will therefore ensure that any transmission of your data only takes place if security frameworks approved by the European Commission have been agreed with the other party. Examples of such frameworks are the Standard Contractual Clauses or the Binding Corporate Rules, as well as the EU-US Data Protection Framework.

We do not store your data longer than reasonably necessary for the purpose stated in this privacy statement or, if you are an ORTEC customer, as stated in the contracts we have with you, and for compliance with our legal obligations. We do not store more data than we need. The retention period depends on the purpose. When you request us to stop sending you direct marketing communications, we will retain minimal information (e.g. name, address or email address) to ensure that we honor such requests.

For more information about the retention period of your data, please contact the Data Protection Officer. His / her contact details are stated in this statement.

On our website you will find forms for exercising your rights as a data subject.

You have the right to access, correct, update, delete, or restrict the processing of your personal data. You also have the right to object to the processing of your personal data or request a copy of it in a portable format. To exercise these rights, please contact us using the contact from on our website. We will respond to your request within a reasonable period of time and in accordance with applicable laws.

This statement was last modified on August 14th, 2024.

This statement may be amended as a result of internal changes at ORTEC or, for example, to accommodate changes in legislation and regulations. Changes to this statement will be published via this page - we encourage you to review this Privacy Statement regularly.