Privacy Policy

Aqqo respects your privacy and processes your personal data only for the purposes for which you have provided them and in accordance with the General Data Protection Regulation (GDPR). We prioritize privacy, quality, and information security. Securing data is one of our highest priorities.

DATA PROCESSING

The personal data currently being processed can be found below.

Business Information

• Company name
• Website
• Chamber of Commerce registration number
• VAT number
• IBAN

For tenants:

• Association or company name
• Contact person (first name + last name)
• Address
• Postal code
• City
• Phone number
• Email address
• Debtor number (if applicable)
• Encrypted password

For administrators:

• First name
• Last name
• Position
• Phone number
• Email address
• Encrypted password

1. Email Address

We use your email address to inform you about services related to our application, such as informational messages, booking details, product updates, calendar items, etc. We do not share your email address with others.

We may send you offers about similar products and services as part of an existing agreement, provided you did not object when providing your data. The option to object is offered at the time your data is collected. Additionally, each communication includes the option to object to further use of your email address under the same terms.

2. Postal Address

We only use your postal address to send information that you have requested.

3. Phone Number

We do not use your phone number for commercial purposes.

4. Other Personal Data

We only process other personal data (via cookies, reading peripherals, or otherwise) if:

• The data processing is necessary for:
  • The execution of an agreement you have entered into with us;
  • The proper execution of a public legal duty;
  • The protection of our legitimate interest (unless your interest or fundamental rights and freedoms outweigh this interest), or;
• You have given consent for the processing at the time of data collection.

We do not retain your data longer than necessary for processing the purposes for which they were collected.

5. Special Personal Data

The collected information is used internally only and is not shared with other organizations.

SECURITY DURING DATA TRANSMISSION AND RECEIPT

When transmitting or receiving your data on our website, we always use encryption technologies recognized as standard within the IT sector.

If we receive or transmit critical information, such as financial or health information, we use a secure server. You will be notified via a screen displayed on our site.

We have implemented necessary security measures to prevent the loss, misuse, or alteration of information we receive on our site.

SECURITY CRITERIA AND DATA STORAGE

• The pages where you provide personal data use a secure connection.
• Passwords are always stored in hashed form.
• Transmission of personal data via email takes place through a secure connection.
• We take technical and organizational measures to prevent data loss or unlawful processing (e.g., attacks). This ensures an adequate level of security, and our site undergoes periodic security testing.
• All systems processing (sensitive) personal data are equipped with antivirus software and the latest security patches for other important software, as issued by the software vendors.
• Our site is tested at least twice a year for application vulnerabilities from the OWASP Top 10.

ACCESS TO YOUR DATA

Upon request, we provide visitors to our website with information about the personal data we process about them. You are only entitled to access your own data and not that of another person.

Incorrect data can be corrected, supplemented, or deleted. If you wish to access this information or correct your personal data, please contact us at the address below.

PRIVACY AND SECURITY

Aqqo continuously prioritizes privacy and security, implementing several measures:

• Adheres to the GDPR, including privacy and security measures outlined in the GIBIT. See chapter “II. Privacy, Security, and Archiving,” articles 24 and 25 of the GIBIT;
• Implements ISO27001 within the organization, using an Information Security Management System (ISMS);
• Internal processes are periodically monitored based on classified data. Measures are implemented to ensure adequate protection of stored data and data in transit;
• Privacy-sensitive data, such as passwords, are stored in hashed form using algorithms like BCrypt;
• All communications occur over secure connections;
• Aqqo does not store personal data classified as special in its software. Only necessary information (e.g., for invoicing) is collected and retained;
• Adheres to privacy by default and privacy by design principles:
  • Data minimization: The application stores as little personal data as possible—only what is strictly necessary.
  • In non-production environments, data is pseudonymized or anonymized.

PENTESTING AND RESPONSIBLE DISCLOSURE

Aqqo regularly tests its application via penetration testing. Known security vulnerabilities are patched immediately by the managed hosting provider. Aqqo monitors the safety of the components it uses daily and acts immediately if security issues arise.

Additionally, Aqqo has implemented a responsible disclosure.
Aqqo’s responsible disclosure policy can be found at https://www.aqqo.com/security.

Aqqo advises its customers to implement a responsible disclosure policy.

OTHER WEBSITES

The portal may contain links to third-party websites. Aqqo is not responsible for the privacy compliance of these third parties.

DATA PROTECTION OFFICER AND PRIVACY OFFICER

Aqqo has appointed a Data Protection Officer and Security Officer. They can be reached via our main contact number or by email at privacy@aqqo.com.

CONTACT

If you wish to respond to our Privacy Policy, you can contact us:

• By email: privacy@aqqo.com

CHANGES TO THE PRIVACY POLICY

This privacy statement may be changed at any time without prior notice. Changes take effect as soon as they are published on the website. We recommend regularly consulting the privacy statement to stay informed of any updates.

Last Updated: 16 december 2024