Privacy Policy

Version: 2024/1.0
Date of the last revision: September 30, 2024

1. Introduction

Your privacy is of critical importance to us. We are committed to safeguarding your personal data in compliance with the EU’s General Data Protection Regulation (GDPR), applicable national laws, and best practices. This Privacy Policy outlines how we collect, use, store, and protect your personal data when you use our services or website.

By accessing or using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are

We operate under the following details:

For inquiries or concerns about this Privacy Policy, please contact us.

3. Data Collection and Sources of Information

We collect personal data in the following ways:

  • Directly from you: When you interact with us, such as through our website, registration forms, or service use.
  • Automatically: Through the use of cookies, tracking pixels, and similar technologies on our website.

From third parties: Including third party invitations, social media providers when you use your social media account to engage with us.

4. Categories of Personal Data We May Collect

We collect different categories of personal data depending on the nature of your interactions with us. These categories include:

a. Identification Data:

This is the basic information that helps us identify and contact you. The data we collect includes:

  • Name: Collected during initial interactions, such as when you register on our website or contact us for inquiries.
  • Email Address: Required for establishing initial communication, sending confirmations, newsletters, or updates about our services.
  • Address and Phone Number: In certain situations, as our relationship develops, we may request additional contact details like your residential or business address and phone number, particularly if you enter into a contract with us or require further assistance.

This data helps us maintain accurate contact information and ensures we can communicate effectively with you.

b. Professional Data:

We may collect professional information about you to understand your background, expertise, or the context of your engagement with our services. This may include:

  • Job Title and Role: To identify your position within your organization or your professional standing, which may be relevant to the services we provide.
  • Employer or Organization: Information about the company or organization you are associated with, especially if the services or products are being provided in a business-to-business (B2B) context.
  • Work-Related Information: Additional information, such as your professional qualifications, industry experience, or areas of specialization, which may be relevant to the services you engage us for.

This data enables us to customize our offerings and interactions according to your professional needs.

c. Financial Data:

We may collect financial information, but this is strictly limited to situations involving contractual relationships with us. The data may include:

  • Payment Information: Such as bank account details, credit card information, or other payment-related data.
    This information is collected only when necessary for processing payments, managing subscriptions, or fulfilling our contractual obligations.

It is important to note that we do not offer direct purchases through our website. Therefore, financial data is only collected for established contractual relationships or services explicitly agreed upon.

d. Technical Data:

We automatically collect technical data when you interact with our website or online services to ensure smooth operation and enhance user experience. This may include:

  • IP Address: Used to identify your location, troubleshoot website issues, monitor traffic patterns, and prevent fraudulent activities.
  • Browser Type and Version: Helps us understand how you access our website, ensuring compatibility and improving user experience.
  • Device Information: Such as operating system, device model, screen resolution, and other device-related data, which helps us optimize our website for different devices.
  • Log Files and Activity Data: Information on how you navigate and use our website, including pages viewed, time spent, clickstream data, and interaction with website features.

This technical data is essential for maintaining website security, diagnosing technical problems, and enhancing the overall functionality and performance of our services.

e. Marketing Preferences:

We collect information about your marketing preferences to tailor our communications and marketing activities according to your interests and choices. This may include:

  • Subscription Preferences: Your preferences for receiving newsletters, promotional emails, and other marketing communications from us.
  • Communication Channels: Your preferred methods of communication, such as email, phone, or SMS, to ensure we reach you in the way you prefer.
  • Consent Records: Documentation of your consent to receive marketing communications or to participate in promotional activities.

By collecting this data, we can ensure that our marketing efforts are relevant, personalized, and aligned with your preferences.

f. Other Voluntary Information:

In addition to the above categories, you may choose to provide us with other information voluntarily, such as:

  • Feedback and Testimonials: When you participate in surveys, provide feedback, or submit testimonials about our services, we may collect this data to improve our offerings.

5. Purpose and Legal Basis for Data Processing

We process your personal data for various purposes, each of which is based on a legal ground as outlined by the General Data Protection Regulation (GDPR). The specific purposes and corresponding legal bases are as follows:

a. Contractual Necessity

We process your personal data when it is necessary to enter into, perform, or fulfill our contractual obligations to you. This includes situations such as:

  • Provision of Services: To provide you with the services you have requested, including account registration, service access, and delivery of purchased products or services.
  • Customer Support: To respond to inquiries, provide technical support, and address any issues or complaints regarding our services.
  • Payment and Billing: To process payments, handle billing information, manage subscriptions, and deliver invoices or payment reminders.
  • Service Updates and Notifications: To inform you about changes to our services, terms, or policies as required under our contractual relationship.

Without this data, we may be unable to provide you with the requested services or enter into a contract with you.

b. Consent

We process your personal data when you have given us clear, explicit, and informed consent to do so. Consent is obtained in specific situations, such as:

  • Marketing Communications: When you opt-in to receive newsletters, promotional emails, or other marketing materials from us, we process your data to keep you informed about our products, services, events, or offers.
  • Cookies and Tracking Technologies: When you consent to the use of cookies and similar technologies, we process your data to personalize your experience, analyze website traffic, or provide targeted advertisements.
  • Participation in Surveys or Feedback: When you agree to participate in surveys, feedback forms, or customer research initiatives, we collect and process your data to improve our services and products.

You have the right to withdraw your consent at any time. If you withdraw consent, we will cease processing your data for these purposes, but it will not affect the lawfulness of processing based on consent before its withdrawal.

c. Legal Obligation

We process your personal data when it is necessary to comply with legal and regulatory requirements. This includes:

  • Compliance with Laws and Regulations: To comply with obligations under applicable laws, such as data protection laws, tax regulations, employment laws, or consumer protection laws.
  • Responding to Legal Requests: To respond to requests from law enforcement agencies, government authorities, courts, or regulatory bodies.
  • Record-Keeping Requirements: To maintain accurate and complete business records, as required by law, including records related to transactions, financial statements, or contractual agreements.

In these cases, we process only the minimum necessary data to fulfill our legal obligations.

d. Legitimate Interests

We may process your personal data when it is necessary for our legitimate interests, provided that such processing does not override your fundamental rights and freedoms. Our legitimate interests include:

  • Service Improvement and Development: To analyze user behavior, conduct research, perform data analytics, and develop new features or services that enhance your experience.
  • Marketing and Advertising: To send you relevant offers or information about products or services similar to those you have purchased or shown interest in, based on your previous interactions with us. You always have the right to opt out of marketing communications.
  • Fraud Prevention and Security: To detect, prevent, and respond to fraudulent activities, unauthorized access, security breaches, or other illegal activities that could harm our operations or users.
  • Internal Administration: To manage and administer our business operations, including IT management, financial management, and employee administration.
  • Legal Claims and Defense: To establish, exercise, or defend our legal rights in the event of a dispute, legal claim, or litigation.

In cases where we rely on legitimate interests, we carefully balance these interests against your rights and expectations to ensure your data privacy is respected.

We strive to ensure that our processing activities align with your expectations and comply with the legal bases established under the GDPR.

6. Data Sharing and Disclosure

We are committed to protecting your personal data and only share it with third parties under strict conditions. We do not sell, trade, or rent your personal data. However, we may share your personal information with selected third parties, including:

a. Service Providers:

We may share your data with service providers who assist us in delivering our services, such as:

  • IT and technical support providers: who help maintain and manage our website and IT infrastructure.
  • Payment processors: who handle transactions securely on our behalf.
  • Marketing and communication agencies: that assist in sending newsletters, promotional materials, or communications.

All service providers are bound by contractual obligations to keep your personal data confidential and use it only for the specified purposes.

b. Advertising Partners:

We may engage third-party advertising agencies to conduct advertising campaigns and improve our marketing strategies. This may involve sharing anonymized data or aggregated information to help us target our advertisements more effectively. In certain instances, advertising partners may collect information directly from you, using cookies or other tracking technologies. These partners are required to comply with applicable data protection laws and ensure that your data is used lawfully.

c. Professional Consultants and Advisors:

We may share your data with external professional consultants, such as:

  • Legal advisors: who provide legal advice and representation in case of disputes or compliance matters.
  • Accountants and financial advisors: who assist with financial audits and reporting.
  • Business consultants: who offer strategic advice and support in our operational activities.

These consultants and advisors are engaged under confidentiality agreements and are obligated to protect your personal data.

d. Business Partners:

Where we collaborate with business partners to provide co-branded products, services, or events, we may share your data with these partners, but only where you have consented to such sharing, or where it is necessary for the delivery of the services you have requested.

e. Analytics and Search Engine Providers:

To improve our website and user experience, we may use analytics and search engine providers to analyze website traffic and user behavior. These third parties may process data on our behalf and are subject to strict data protection and confidentiality obligations.

f. Legal Requirements and Regulatory Bodies:

We may be required to disclose your personal data in response to:

  • Court orders, legal processes, or subpoenas: to comply with legal obligations.
  • Requests from regulatory or law enforcement authorities: if required to protect against illegal activities, fraud, or to ensure public safety.

We will only disclose the minimum necessary data to fulfill these legal obligations.

g. Mergers, Acquisitions, or Business Transfers:

In the event of a merger, acquisition, sale of assets, or other business restructuring, your data may be transferred to the acquiring entity or third parties involved. We will ensure that the receiving party agrees to protect your data in a manner consistent with this Privacy Policy and applicable laws.

h. Affiliates and Subsidiaries:

We may share your data within our corporate group, including subsidiaries and affiliates, to provide and improve our services. These entities will process your data under the same data protection standards as outlined in this Privacy Policy.

i. Advertising Networks and Social Media Platforms:

We may work with advertising networks and social media platforms to deliver personalized ads based on your preferences and interests. For example, we might use Facebook, LinkedIn, Google Ads, or other platforms to show you targeted advertisements. These networks may collect information about your online behavior through cookies and similar technologies to provide relevant ads. You can control your preferences regarding these advertisements by adjusting your privacy settings on these platforms.

Data Protection Measures: We take all reasonable steps to ensure that any third party who processes your personal data complies with data protection laws, maintains confidentiality, and implements appropriate technical and organizational measures to safeguard your data.

We will not share your personal data with third parties unless it is necessary to fulfill a legitimate purpose, you have provided consent, or it is required by law. If you have any concerns about how we share your data, please contact us at privacy@bidXplore.com.

7. International Data Transfers

Your personal data may be transferred and stored outside the European Economic Area (EEA). In such cases, we take appropriate measures to ensure that your data remains protected, including:

  • Transferring data to countries with adequate data protection laws as recognized by the European Commission.
  • Implementing Standard Contractual Clauses approved by the European Commission.

8. Data Security

We employ robust security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure servers, and access control procedures.

9. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Once the data is no longer needed, we will securely delete or anonymize it.

10. Your Rights

Under the GDPR, you have several rights concerning your personal data, including:

  • Right to be informed: You have the right to know how your data is collected, used, and shared.
  • Right to access: You may request access to your personal data.
  • Right to rectification: You can ask us to correct inaccurate or incomplete data.
  • Right to erasure (“right to be forgotten”): You can request the deletion of your data under certain circumstances.
  • Right to restrict processing: You have the right to request that we limit the processing of your data.
  • Right to data portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.
  • Right to object: You can object to processing based on legitimate interests, direct marketing, or processing for scientific/historical research/statistics.
  • Right to withdraw consent: You may withdraw consent at any time where processing is based on consent.
    To exercise any of these rights, please contact our Information Protection Officer at privacy@bidXplore.com.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience, analyze website usage, and provide you with personalized content. This section explains how we use these technologies and your choices regarding them.

a. What Are Cookies?

A cookie is a small text file placed on your computer or mobile device by our website when you visit. Cookies are widely used to make websites work more efficiently, provide information about website functionality, and collect data on user behavior.

Cookies do not contain personal data, but they help us improve your interaction with our website by remembering your preferences and settings.

b. Types of Cookies We Use

We use both session cookies (which expire once you close your web browser) and persistent cookies (which remain on your device until you delete them or they expire). The types of cookies we use include:

  • Essential Cookies: These cookies are necessary for the operation of our website. They enable core functionalities such as user authentication, security, and maintaining sessions. Without these cookies, some parts of our website may not function properly.
  • Analytical/Performance Cookies: These cookies help us understand how visitors interact with our website by collecting data on user activities, such as the pages visited, time spent on each page, and any errors encountered. We use this data to improve website performance and enhance the user experience.
  • Functionality Cookies: These cookies enable us to remember your choices and preferences (such as language settings, device type, or regions visited) to provide you with a more personalized experience.
  • Marketing/Advertising Cookies: We use these cookies to collect information about your browsing habits and preferences to show you relevant advertisements that match your interests. They also help us measure the effectiveness of our marketing campaigns.

c. Purpose of Using Cookies and Tracking Technologies

We use cookies and tracking technologies to:

  • Understand your usage: Analyze how you use our website to provide a safer, more efficient, and user-friendly experience.
  • Remember your settings: Store preferences such as your preferred language, device type, or other settings to improve your interaction with the website.
  • Maintain sessions: Keep sessions active during your visit to our website and ensure that you remain logged in as you navigate through different pages.
  • Identify popular sections: Determine which sections of our website are most frequently visited, allowing us to improve and optimize our content and services.
  • Prevent unauthorized access: Identify and prevent unauthorized access or usage of our website to maintain security.
  • Analyze website performance: Prepare reports and analyze website traffic, helping us measure and improve the effectiveness of our services.
  • Deliver targeted advertising: Display personalized advertisements based on your interests and monitor the performance of marketing campaigns.

d. Use of Third-Party Cookies and Analytics Services

We use third-party analytics services such as Google Analytics to help us understand website usage and improve the effectiveness of our advertising efforts. These third parties may set cookies on your device or use other tracking technologies.

  • Google Analytics: This service, provided by Google LLC, collects information about your use of our website without personally identifying you. The data collected helps us analyze user behavior and improve advertising strategies. For more details about how Google processes your data, please review Google’s Privacy Policy here and their information on partner sites here. You may opt out of Google Analytics tracking by visiting the Google Analytics Opt-out Browser Add-on page.

e. Other Tracking Technologies

In addition to cookies, we may use similar technologies such as web beacons, tags, and pixel tracking. These technologies help us collect information about your interaction with our website, emails, or ads, allowing us to better understand your preferences and optimize our offerings.

f. Information Collected via Cookies and Tracking Technologies

The information collected through cookies and tracking technologies may include:

  • Unique identification numbers: Such as IP addresses and device IDs.
  • Browser and device details: Including browser type/version, device model, operating system, screen resolution, and browser plug-in types and versions.
  • Location and language preferences: Such as city, region, country, time zone, and preferred language settings.
  • Website interaction data: Including URLs visited, page response times, download errors, pages viewed, mouse-over actions, and other browsing activities.

g. Managing Your Cookie Preferences

You have the right to choose whether or not to accept cookies. Most web browsers allow you to manage your cookie preferences, including disabling cookies altogether, deleting existing cookies, or browsing in “incognito” or private mode.

  • Changing Browser Settings: You can adjust your browser settings to block or disable cookies. Visit http://www.allaboutcookies.org/ for more information on how to manage cookies for different browsers.
  • Opting Out of Tracking Technologies: To opt out of Google Analytics tracking, visit the Google Analytics Opt-out Browser Add-on page.

Please note that disabling certain cookies may impact your experience and the functionality of our website.

h. How We Protect Your Data Collected via Cookies

We ensure that data collected via cookies and similar tracking technologies is processed in accordance with this Privacy Policy and applicable data protection laws. In some cases, such data may be treated as personal data when combined with other identifying information. We take necessary measures to safeguard this data and prevent unauthorized access.

i. Changes to This Section

We may update this Cookies and Tracking Technologies section to reflect changes in technology, legal requirements, or operational practices. You are encouraged to review this section periodically to stay informed about our use of cookies.

12. External Links

Our website may contain links to external sites operated by third parties. We are not responsible for the content or privacy practices of these sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Amendments to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes. Changes will be posted on this page, and, where significant, we will provide notice (e.g., via email or website notifications).

14. Contact Details

If you have any questions, concerns, or complaints about our Privacy Policy or data processing practices, please contact:

Information Protection Officer Email: privacy@bidXplore.com

Supervisory Authority:

You have the right to lodge a complaint with a supervisory authority, particularly in the EU country of your residence, workplace, or where the alleged infringement occurred. The contact details for the Italian Data Protection Authority (Garante per la protezione dei dati personali) are:

Italian Data Protection Authority (Garante per la protezione dei dati personali)

Alternatively, you may contact the European Data Protection Supervisor at:

European Data Protection Supervisor

15. Acceptance of This Policy

By using our services and website, you signify your acceptance of this Privacy Policy. If you do not agree, please discontinue use of our services and website.

SOFTENGI ITALIA S.R.L.
Via Marco Volpe 43, 33100 Udine, Friuli-Venezia Giulia, Italy
Date: September 30, 2024

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