Privacy policy

1. Who is responsible?

The controller for the processing of your personal data is:

• Rodo Software, trading as Schedulingservice
• Kazernestraat 17, 5928NL Venlo, the Netherlands
• Dutch Chamber of Commerce number: 99402203
• VAT identification number: NL005386547B04
• Email: info@schedulingservice.eu

We have no data protection officer; please use the address above for any privacy question.

2. What data do we process?

When you use the contact form

• your name;
• your organisation, if you fill it in;
• your email address;
• the type of schedule you are looking for, if you select one;
• the content of your message;
• your IP address, your browser details (user agent), the page you came from and the time of sending. We collect these automatically on submission, to recognise spam and prevent abuse of the form.

When you visit the website

Our web server keeps standard log files with the IP address, the time, the page requested and the browser details. We use those logs only for the security and the correct operation of the website.

This website sets no cookies and uses no tracking techniques. Fonts are served from our own server rather than by a third party, so visiting the site does not share your IP address with anyone else.

When you become a client

To build a schedule or a scheduling tool we receive the data you supply. That may include personal data of others, such as names, availability, qualifications or preferences of staff, teachers or participants. We process such data only on your instructions and for your assignment. On request we conclude a data processing agreement.

3. Why do we process it, and on what legal basis?

To answer your enquiry and send you a quote

Basis: performance of a contract or taking steps at your request prior to entering into a contract (Article 6(1)(b) GDPR).

To carry out the assignment

Basis: performance of the contract (Article 6(1)(b) GDPR).

To filter spam, prevent abuse and secure the website

Basis: our legitimate interest in a working and secure website (Article 6(1)(f) GDPR).

To meet our bookkeeping and retention obligations

Basis: compliance with a legal obligation (Article 6(1)(c) GDPR), such as the Dutch seven-year retention period for financial records.

4. Where is your data stored?

Contact form submissions are stored in a secured database on our own server at Hetzner Online GmbH, in a data centre in Germany. Only Rodo Software has access to that environment, through a personal account protected with two-factor authentication.

5. How long do we keep it?

• Enquiries that do not lead to an assignment are deleted automatically after 12 months.
• Messages recognised as spam are deleted automatically after 30 days.
• Client data is kept for as long as the assignment runs and afterwards for as long as we need it for our records and warranty obligations. Invoices and the related records are subject to the statutory seven-year retention period.
• Data you supply for an assignment is deleted after completion on your request, and otherwise no later than 12 months after delivery.
• Server logs are kept for at most 30 days.

6. Who do we share it with?

We do not sell your data and do not share it with third parties for marketing. We do use the following processors:

• Hetzner Online GmbH (Germany) — hosting of the website and database.
• Mailbox.org — e-mail provider
• Eusend — e-mail provider for sending automated messages

We have a data processing agreement with each of them. We may also share data where we are legally required to.

7. Transfers outside the European Economic Area

Our servers and those of our processors are inside the EEA. We do not transfer your data to countries outside the EEA.

8. Cookies

This website sets no cookies and uses no analytics or marketing trackers, so no cookie banner is needed.

9. Your rights

You have the right to:

• access your data;
• have inaccurate data corrected;
• have your data erased;
• restrict the processing;
• object to processing based on a legitimate interest;
• receive your data in a common file format (data portability);
• withdraw a consent you gave at any time.

Send your request to info@schedulingservice.eu. We respond within one month. We may ask you to prove your identity before acting on a request.

10. Complaints

If you disagree with how we handle your data, please tell us first — we would like to put it right. You also always have the right to lodge a complaint with a supervisory authority. Ours is the Dutch Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl; you may also complain to the authority in your own country.

11. Security

The website is served only over an encrypted connection (HTTPS). The admin environment is protected with a personal account and two-factor authentication. Access to supplied data is limited to those who need it for the assignment.

12. Changes

We may update this policy, for instance if we start using different tools. The current version is always on this page, with the date of the last change at the top.