Privacy statement

This is the website of the Planon Group.

Planon International B.V., Planon B.V., Planon Ltd., Planon Building Management B.V., Planon Shared Services B.V., Planon GmbH (DE), Planon GmbH (AT), Planon CAFM GmbH, Planon Corp., Planon France SAS, Planon Canada Inc., Planon Software Services Pvt Ltd., Planon Asia Pte Ltd., Planon Hong Kong Ltd., Planon Nordics AB and Planon N.V., are all members of the Planon Group (hereinafter together “Planon”, “we” or “us”).

Planon respects your privacy. This Privacy Statement applies to Information and/or Personal Data which Planon collects when you visit our websites https://planonsoftware.com & https://www.workatplanon.com (the “Website”). This Privacy Statement explains how we may gather, track or use information about you through your use of the Website (“Information”).

We only gather Information for the purpose of improving the Website, products and services of the Planon Group, including customer service, market research or promotional activities (the “Purpose”).

We only collect Personal Data on your request and if necessary to answer your question and only the information you voluntary provide us with. “Personal data” includes any information that enables identification of a natural person, such as name, physical address, IP address, e-mail address or phone number.

Planon does not sell Personal Data to third parties. Protecting your data is our top priority.

Applicability of this privacy policy

This Privacy Statement is applicable to all Information and Personal Data gathered or used by Planon.

Updates

Planon may update this Privacy Policy from time to time. If so, Planon will present the revised Privacy Policy through this Website. We cannot notice you otherwise, so please check back regularly for updates.
Privacy Statement last update: June 15, 2021

Legal basis, use and protection of personal data

Website Visitors for Informational Use

Why does Planon collect Personal Data of website visitors?

Planon only automatically collects (Personal) Data that are necessary to provide the website.

When does Planon collect Personal Data of website visitors?
When you visit our website, without registering for any of our services, we may automatically collect your Personal Data when recognised by our server.

What Personal Data does Planon collect of website visitors?

The (personal) data we possibly collect when available:

  • Media Access Control (MAC) address
  • IP Address (a number automatically assigned to your computer by your Internet Service Provider)
  • Computer type (Windows or Macintosh)
  • Features such as screen resolution, operating system, device manufacturer and model, language, Internet browser version, and the name and version of the Sites (such as the Portals and Apps) you are using.

How does Planon collect data of website visitors?

Planon uses IP Addresses to check website traffic, diagnose server problems, manage the Sites, and to monitor regions from which visitors navigate to Planon’s Sites.

What is the legal ground for Planon to process your Personal Data?
We process your Personal Data to provide the website and in order to take steps at your request (legal basis is Art. 6 sec. 1 sent. 1 lit. b GDPR). We also process your Personal Data in order to guarantee the website’s stability and security (legal basis Art. 6 sec. 1 sent. 1 lit. f GDPR, processing is necessary for Planon’s legitimate interest to keep the website secure).

Customer Portal

The Planon Customer Portal can be approached via our Website.

Why does Planon process your Personal Data for the Customer Portal?

If you wish to use our services and access the Customer Portal, we need to process your Personal Data in order to set up an account and for you to use it safely.

When does Planon collect your Personal Data for the Customer Portal?

When registering for an account you have to provide us with your personal information.

What Personal Data does Planon need for the Customer Portal?

In order to provide you with our services, we need the following information and Personal Data:
e-mail address, first name, last name,gender, language preference, company name (for personalization) and password.

How does Planon process your Personal Data for the Customer Portal?

We process your Personal Data to:

  • identify you at sign-up;
  • process your requests;
  • communicate and collaborate online (e.g. via Microsoft Teams);
  • give you access to information.

What is the legal ground to process your Personal Data?

We process your Personal Data in order to provide the Customer Portal and process your requests (legal basis is Article 6 sec. 1 sent. 1 lit. b GDPR).

Partner Portal

The Partner Portal can be approached via our Website.

Why does Planon process Personal Data for the Partner Portal?

If you wish to collaborate with Planon as a partner, we need to process your Personal Data to set up your account, enable you to access and use the Partner Portal.

What Personal Data does Planon process for the Partner Portal?

We process your e-mail address, first name, last name, gender, language preference, company name and password.

How does Planon process your Personal Data for the Partner Portal?

We process your Personal Data to:

  • identify you at sign-up,
  • process your requests,
  • enable online communications and collaboration (e.g. via Microsoft Teams) or
  • provide you with access to certain information.

What is the legal ground for Planon to process your Personal Data for the Partner Portal?

We process your Personal Data in order to enable you to use the Partner Portal and process your requests, therefor the legal basis is Article 6 sec. 1 sent. 1 lit. b GDPR.

Planon Apps

Planon offers a demo environment for the Planon Workplace Engagement App and Planon Mobile Field Services.

Why does Planon process Personal Data for Planon Apps?

In order to enable you to access and use Planon Apps we need to process your Personal Data to set up your account.

What Personal Data does Planon process for Planon Apps?

To register and set up an account, we process your:

  • e-mail address,
  • first name / last name
  • company name and
  • preferred language.

How does Planon process Personal Data for Planon Apps?

Planon processes your Personal Data to:

  • identify you at sign-up,
  • process your enquiries,
  • carry out online communications or
  • provide you with access to certain information.

Where does Planon process Personal Data for Planon Apps?

This data is processed on Planon’s Amazon Web Services EMEA Sarl at the region of choice of the customer, e.g. Frankfurt am Main, Germany. User and Personal Data will be automatically anonymised after 60 days.

What is the legal ground to process your Personal Data for Planon Apps?
We process your Personal Data in order to enable you to use Planon Apps and process your requests, therefor the legal basis is Article 6 sec. 1 sent. 1 lit. b GDPR.

Planon Developer Portal


Planon offers a portal to support Developers to build apps on the Planon Platform. By registering to the Planon Developer Portal, developers are provided with information to start building apps.

Why does Planon process Personal Data for Planon Developer Portal?

In order to enable you to access and use the Planon Developer Portal, we need to process your Personal Data to set up your account. By registering you get access to documentation, a knowledge-base, a forum etc.

What Personal Data does Planon process for the Planon Developer Portal?
To register and set up an account, we process your:

  • e-mail address,
  • first name / last name,
  • company name and
  • preferred language.

How does Planon process Personal Data for the Planon Developer Portal?
Planon processes your Personal Data to:

  • identify you at sign-up,
  • process your enquiries,
  • carry out online communications or
  • provide you with access to certain information.

User and Personal Data of inactive users will be deleted after one year of inactivity.

What cookies does Planon use for the Planon Developer Portal?

Cookies are a standard feature of websites that allow us to store small amounts of data on your computer about your visit the Developer Portal. Cookies help us learn which areas are useful and which areas need improvement. You can choose whether to accept specific cookies through our cookie tool (Cookiebot) or by changing the settings of your browser. However, if you disable this function, your experience may be diminished and some features may not work as intended.

Where does Planon process Personal Data for the Planon Developer Portal?

This data is processed by Planon via WordPress and is hosted by Planon at Microsoft Azure Cloud services in the West Europe region.

How does Planon protect Personal Data for the Planon Developer Portal?

Planon protects Personal Data by verifying an account before activation, Planon only accepts accounts of partners and customers.

What is the legal ground to process your Personal Data for the Planon Developer Portal?

We process your Personal Data in order to enable you to use the Planon Developer Portal, therefor the legal basis is Article 6 sec. 1 sent. 1 lit. b GDPR.

Contact and Customer Service

If you contact Planon and/or use our Customer Service, we process the Personal Data you have provided us with.

Why does Planon process your Personal Data for contact and customer service?

Planon has to process your Personal Data to respond to your request to contact you e.g. for information or a (new) opportunity.

What Personal Data does Planon process for contact and customer service?
We process your name and e-mail address as well as the additional information you provide us with.

What is the legal ground for Planon to process Personal Data for contact and customer service?

The legal basis depends on the request. Article 6 sec. 1 sent. 1 lit. b GDPR insofar as it is carried out to fulfil a contract or pre-contractual measures, and Article 6 sec. 1 sent. 1 lit. f GDPR, when the processing of these requests is in the interest of both parties.

Marketing mailings

If you are interested in our software products and services, we need your consent to contact you and process your Personal Data. Consent is voluntary.

Why does Planon process your Personal Data to send Marketing Mailings?

We need to process your Personal Data in order to send you the information you requested (via downloading an item or contacting us via our website),

What Personal Data processes Planon for sending Marketing Mailings?

Planon processes your name and e-mail address to send Marketing Mailings.

How does Planon process Personal Data for Marketing Mailings?

  • Before we start processing your Personal Data, we might need your consent first. By clicking the button in the form, you confirm that you have taken notice of the terms in the Privacy Statement. Additionally, you can click a button to provide your consent (opt-in) that allows us to process your Personal Data. Planon asks for confirmation via e-mail when a double opt-in is applicable (e.g. in Germany).
  • We only use your Personal Data to inform you about new Planon product offers and other relevant information e.g. news about facility- and real estate management.
  • We do not use your Personal Data for automated decision-making, including profiling.

What is the legal ground for Planon to process Personal Data for Marketing Mailings?

Sending Marketing Mailings represents a legitimate interest for Planon processing is based on Article 6 sec. 1 sent. 1 lit. f GDPR as it is for direct marketing purposes.

How can you unsubscribe Planons Marketing Mailings?

If you no longer wish to receive e-mailings, you can easily and automatically unsubscribe by clicking the unsubscribe-link in your e-mail or you can unsubscribe here. To request removal from our mailing list you may also contact us by telephone, mail or by sending us an e-mail: marketing@planonsoftware.com

Protection of personal data

Planon takes technical and organisational security measures to protect your Personal Data against unintended deletion, change or loss, as well as to protect against unauthorised transfer or access.

Sharing of personal data

Your Personal Data may be shared with third party data recipients.

Data controller

We share your Personal Data within the Planon Group, please see listing above, and, if applicable, share your Personal Data with a country specific reseller/partner. Personal Data is transferred for the purpose of:

  • answering your request and/or
  • the establishment of contact and the associated technical administration and/or
  • contacting you for a (new) opportunity and/or
  • informing you about new Planon product offers and other relevant information, e.g. general (news) articles about facility management and real estate management.
Data processors

To provide you with our services, we may disclose your Personal
Data to contractors who assist us in doing so e.g. Marketing Automation Systems (Marketo, InsideView), Customer Relationship Management Systems (Salesforce, Showpad (for Showpad we also apply these use and privacy terms), Web traffic analytics (Google, VWO, Modx, Moz). Advertisement Platforms (Bing Ads, Google Ads, Facebook, LinkedIn, Xing Ads), HR Vacancy Systems (Talentsoft).

All transfers are based on data processing agreements in accordance with Article 28 sec. 3 GDPR. Therefore, our contractors will only use your Personal Data when necessary to perform their functions and are contractually bound to process Personal Data only on our behalf and in compliance with our requests.

Cross boarder transfers

When sharing your Personal Data, it may be transferred to other countries outside the European Union and the European Economic Area (EEA). All transfers are secured and between Planon offices, servers are located at Planon offices and under strict supervision of the Planon Head Office located in the Netherlands. All data processing is protected by high standard information security requirements which ensure an adequate level of data protection. We will provide you with further information and/or relevant contracts and certificates upon request.

Your data protection rights

You have the right to transparency and know what we do with your data. Please note: automated decision making and/or profiling are not applicable.

You have the right to request:

  • If we process your Personal Data and how we collected it
  • A copy of your Personal Data
  • Where we process your Personal Data as well as the:
    o Purposes of processing
    o Categories of Personal Data
    o Recipients of the Personal Data and safeguards
    o Retention period
  • Rectification, erasure and/or restriction of or object to the processing of your Personal Data. This may be the case when:
    o Your Personal Data are incomplete or inaccurate
    o Your Personal Data are no longer needed for the purposes for which they were collected
    o You have withdrawn your consent for processing (e.g. for Marketing Mailings)

Additionally you have the right to:

  • An answer within one month after receiving your request, and, in case we refuse your request, an explanation of the refusal grounds.
  • Lodge a complaint with the applicable supervisory authority when you think Planon doesn’t let you exercise your rights sufficiently.

If you have any questions about Planon and your Personal Data, please contact us: privacy@planonsoftware.com

Planon Shared Services B.V.
Postbus 38074
6503 AB Nijmegen
The Netherlands
+31 24 64 13 135

How long will your personal data be stored?

Planon stores Personal Data no longer than as permitted by law and required for the purpose for which the Personal Data is processed. How long certain Personal Data will be stored depends on the nature of the Personal Data and the purpose for which the Personal Data will be used. This means that the duration of the storage of your Personal Data depends on the purpose. In most cases the following is applicable: When a prospect has not interacted with Planon in the past year (not visited our websites, not opened e-mails, not visited events) the data is removed after one year of inactivity.

Cookies

“Cookies” are files which store certain information on your computer. When you visit our Website, it is possible that we place a cookie on your computer that maintains certain information so we can automatically recognise your computer the next time you visit the Website.

Why does Planon place Cookies?

Cookies allow us to adapt the Website to your interests and to tailor the presented information based on your browsing preferences, such as remembering who you are for:

  • product support or
  • personalising pages and to
  • save your password so that you do not need to re-enter it each visit.

What if I don’t want Planon to place Cookies?

If you do not want us to deploy cookies on your computer, you can change your browser settings to reject cookies or to notify you when a website tries to place a cookie. Rejecting cookies may affect your ability to use the Website. In that case an anonymous cookie without any personal information will be placed on your computer and you will be presented the permission request each time you access the Website.

What about Social Media Cookies?

If you choose to share content via Social Sharing buttons, Facebook, LinkedIn or Twitter you agree to the privacy policies of those individual sites. The actions of social sharing are not covered under the terms of this Privacy Policy. Read more about cookies in the cookie policy available on our website.

EU Legislation Compliance

Planon’s privacy and data protection practices are made and performed in accordance with the European Union Regulation (EU) 2016/679 (GDPR) and Directive 2009/136/EC. Similarly, our data security practice is in accordance with, amongst others, the Bundesdatenschutzgesetz (BDSG in Germany) and the Data Protection Act 2018 (in the United Kingdom).

Non-personal data

In addition to Personal Data, Planon may automatically track general Information such as Internet browser and operating system used, domain name of the website you came from, number of visits, average time of use and pages accessed. Your identity cannot be determined with this Information. We only use the Information to analyse aggregated traffic patterns throughout the Website to continually improve the quality of our content, user friendliness, efficiency etc.

Links to third party sites

This Privacy Policy exclusively addresses the activities of the Website. Other sites (including those that we link to from our Website, and third party sites or services which we co-brand) may have their own policies, which we do not control, and thus are not addressed by this Privacy Policy.

Contact

We will respond to all enquiries related to access and alteration, addition or deletion of Personal Data. If you have any questions or comments regarding our data protection and security guidelines, please contact us. If you have comments on this Website, please send us an email privacy@planonsoftware.com or call +31 24 64 13 135.

Country specific Area

Germany

Planon GmbH and Planon CAFM GmbH have appointed a Data Protection Officer. If you have a request or complaint, you can contact the DPO:
Boris Nowotny
datenschutz@planonsoftware.com
+49 69 244503991

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