Privacy Policy

Purpose

This privacy policy has been compiled to better serve those who are concerned with how their 'Personal Data' is being used. Please read our privacy policy carefully to get a clear understanding of how we collect, use, protect or otherwise handle your ‘Personal Data’. Your privacy is important to Gfacility. In this respect Gfacility always acts in accordance with the provisions of the General Data Protection Regulation (GDPR) in relation to the processing of personal data.
As used in this Privacy Policy, Gfacility,” “our”, “us” and “we” refers to Gfacility. The “Websites” means Gfacility’s websites (including any successor URLS, mobile or localized versions and related domains and subdomains), and the “Services” means Gfacility’s products, applications (including 'Gfacility - FMS for Office 365, Gfacility - FMS for G Suite and 'Gfacility' ) and services, in each case in whatever format they may be offered now or in the future. The Websites and Services are collectively referred to herein as the “Offerings.”
By your use of our Websites and Services, you confirm that you have read and understood this Privacy Policy.

Scope

Gfacility has two different types of users depending on the Gfacility products used. Please see the bullets below to determine which type of user you are:

Site Visitors
We call users of the Websites “Site Visitors.” Site Visitors can be individuals who are simply browsing the Websites but who do not use the Gfacility Service; or, Site Visitors can be Free Users or Subscribers who visit the Websites to seek additional information about Gfacility. Gfacility is the data controller of the information collected through the Website about Site Visitors.

Subscribers
We call users who use the Service as part of any tier of a paid Gfacility subscription plan “Subscribers.” The Service features and functionalities available to Subscribers are determined by the specific terms agreed to between Gfacility and the organization (e.g., your employer or another entity or person, called the “Customer”) that entered into a separate agreement that governs delivery, access, and use of the Service (for purpose of this Policy, the “Customer Agreement”). The Customer controls its instance of the Service and is the data controller of the information collected through the Service about Subscribers, and Gfacility is a data processor of such information.

If you are a Subscriber, the “Customer Agreement” governs the collection and processing of information collected from you through the Customer’s instance of the Service (e.g. a Customer's organization or workspace, but for purposes of this Policy referred to as the “Workspace”), including all associated meetings, visitors, catering, dashboards, room signages, events, attachments, mentions, tickets, tasks, conversations, notifications, and other content submitted through the Service (“Workspace Content”). In the event of a conflict between this Privacy Policy and the Customer Agreement, the Customer Agreement governs. Because the Customer controls the Workspace used by Subscribers, if you have any questions about the Customer’s specific Workspace settings and privacy practices, please contact the Customer whose Workspace you use.

Security Protection

Gfacility has implemented commercially reasonable precautions designed to protect web sites and applications it hosts and the information it collects from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. Nevertheless, we remind you that no security measure is flawless. Gfacility applications are accessed via G Suite/Office 365 user accounts. Gfacility is not liable for loss of passwords due to user carelessness. If you lose control over your Google/Office 365, you may lose control over your personal data.

Data Protection Principles

Site Visitors
Gfacility follows the following data protection principles: Processing is lawful, fair, transparent. Our Processing activities have lawful grounds. We always consider your rights before Processing Personal Data. We will provide you information regarding Processing upon request. Processing is limited to the purpose. Our Processing activities fit the purpose for which Personal Data was gathered. Processing is done with minimal data. We only gather and Process the minimal amount of Personal Data required for any purpose. Processing is limited with a time period. We will not store your personal data for longer than needed. We will do our best to ensure the accuracy of data. We will do our best to ensure the integrity and confidentiality of data.

Subscribers
If you are a Subscriber, the “Customer Agreement” governs the collection and processing of information collected from you through the Customer’s instance of the Service (e.g. a Customer's organization or workspace, but for purposes of this Policy referred to as the “Workspace”), including all associated meetings, visitors, catering, dashboards, room signages, events, attachments, mentions, tickets, tasks, conversations, notifications, and other content submitted through the Service (“Workspace Content”). In the event of a conflict between this Privacy Policy and the Customer Agreement, the Customer Agreement governs. Because the Customer controls the Workspace used by Subscribers, if you have any questions about the Customer’s specific Workspace settings and privacy practices, please contact the Customer whose Workspace you use.

Data Retention period

Site Visitors
Excluding permitted or required by applicable law or regulatory requirements, Gfacility will retain personal data only for as long as it believes is necessary to fulfill the purposes for which the personal data was collected. Please also note that if we are acting as a data processor, we have to act upon our customer’s instructions regarding data retention

Subscribers
We will retain your information for the period necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law, or where the Customer Agreement requires or permits specific retention or deletion periods.

Rights with regards to your personal data

Site Visitors
The right to access your personal data; the right to rectify and correct your personal data; the right to erase your personal data (the so-called “right to be forgotten”); the right to restrict the processing of your personal data; the right to object to any processing of your personal data; the right to data portability; the right to lodge a complaint with the competent supervisory authority. The performance of these rights may be subject to certain conditions and exceptions as provided by the GDPR. You always have the right to object to the further use of your personal data for direct marketing purposes. Any request to exercise these rights should be provided to us in writing, addressed to Gfacility, Adolf Mortelmansstraat 56, 2160 Wommelgem or via e-mail at [email protected] We strive to respond to your request within one month of receipt. To the extent we rely on your consent as legal basis for our processing activities, you shall always have the right to withdraw your consent at any point in time and without prejudice to the lawfulness of the processing based on the consent given prior to its withdrawal.

Subscribers
Please contact your Workspace owner(s) or administrator(s) to exercise any data subject rights you have under applicable local laws, including your ability to access, delete, rectify, transfer, or object under the GDPR.

What category of personal data do we process?

Site Visitors
Gfacility’s website provides information about the Gfacility services and allows you to contact Gfacility. We collect the personal data that you submit to our website, depending on your qualification (visitor of website/user of services/business contact person/visitor registered in our services), such as your name, company name, business/work email address, language preference, IP address, operating system, browser type, and any other contact or other information that you choose to provide by: using the contact forms on this website; using the become partner contact form on this website; allowing you to make use of any other functionalities offered on our website; corresponding with a representative of Gfacility via email using the hyperlinks created for that purpose; subscribing to Gfacility’s services; creating a ticket on our Websites and Services.

Subscribers
This section explains the information we collect from Subscribers. We do not require Subscribers to provide us with information. However, certain information, such as account log-in data, is required to provide you with access to the Service, and other information may be collected automatically as you use the Service.

  1. Workspace Content. Workspace Content is collected, used, and shared by Gfacility in accordance with the Customer’s instructions, including any applicable terms in the Customer Agreement, or as required by applicable law. The Customer, and not Gfacility, determines its own, internal policies regarding storage, access, modification, deletion, sharing, and retention of Workspace Content which may apply to your use of the Service. For example, a Customer may provide or remove access to the Service, enable or disable third party integrations, manage permissions, retention and export settings, transfer or assign teams, or share projects. Please check with the Customer about the policies and settings that they have instituted with respect to the Workspace Content that you provide when using the Service.

  2. Account Information. To set up your Gfacility account, you or the Customer will provide us with basic information about you which may include your name, address, telephone number, email address, and password. You will then have the ability to provide optional profile information, such as a photograph or basic demographic data. With your permission, we may also upload calendar information stored on your mobile device to your account.

  3. Service Usage Information. As you use the Service, we collect information about how you use and interact with the Service (“Service Usage Information”). Such information includes:

    • Log files – when you use the Service, our servers automatically record information in server log files. These log files may include information such as your web request, IP address, browser type and settings, referring/exit pages and URLs, number of clicks, date and time stamp information, language preferences, data from cookies and similar technologies, and other such information.

    • Workspace Use Metadata – when you interact with the Service, metadata is generated that provides high-level (non-content) information about the way you work in your Workspace. For example, we may log the number of Workspaces you work in; the number of tasks to which you are assigned; the features and embedded Service content you interact with; the types of files you share; and what, if any, third party services and integrations you use.

  4. Other Information. You may provide us with information when you interact with us in other ways, such as when you submit requests or questions to us via forms or email (e.g., support forms, sales forms, user research participation forms); information you provide in connection with Gfacility sweepstakes, contests, or research studies in which you choose to participate; beta testing; and requests for customer support and technical assistance (collectively, “Other Information”).

  5. Information Collected from Third-Party Integrations. If you choose to use or connect to third-party integrations (e.g., Google Drive, Google Hangout BOT, Google Calendar Addon, Microsoft OneDrive, Microsoft Teams, Microsoft Addin) through the Service, or if you are required or permitted to do so by a Customer, such third parties may allow us to have access to and store additional information about your interaction with those services as it relates to your use of the Service. If you initiate these connections, you also understand that we will share information about you that is required to enable your use of the third-party integration through the Service. If you do not wish to have this information shared, do not initiate these connections. By enabling these connections, you authorize us to connect and access the information provided through these connections, and you understand that the privacy policies of these third parties govern such connections.

On which legal basis do we collect the data?

Site Visitors
We process your personal data to the extent necessary for the intended purposes. Please see below the purposes: to make sure our Websites and Services can function properly; to provide you access to the application in a secure way; to follow up on the sales; to follow up customer relationships; to contact you if you have requested to be contacted by means of the contact form; to handle any complaints that might arise in relation to our Websites or Services as well as to provide after sales services; Above processing activities are either necessary for the performance of a contract to which you are party or to perform the required pre-contractual measures, or justified on the basis of our legitimate interests, such as creating and managing our customer and contractual relationships. We will never send you direct marketing without consent where such consent is required

Subscribers
If you are a Subscriber, the “Customer Agreement” governs the collection and processing of information collected from you through the Customer’s instance of the Service (e.g. a Customer's organization or workspace, but for purposes of this Policy referred to as the “Workspace”), including all associated meetings, visitors, catering, dashboards, room signages, events, attachments, mentions, tickets, tasks, conversations, notifications, and other content submitted through the Service (“Workspace Content”). In the event of a conflict between this Privacy Policy and the Customer Agreement, the Customer Agreement governs. Because the Customer controls the Workspace used by Subscribers, if you have any questions about the Customer’s specific Workspace settings and privacy practices, please contact the Customer whose Workspace you use.

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Contacting Us

If there are any questions regarding this privacy policy, you may contact us using the information below.
https://gfacility.com
Adolf Mortelmansstraat 58, 2160 Antwerp, Belgium
[email protected]
+32 470 58 35 76