Privacy
AYANO GROUP AND THE GDPR Directive
This privacy and cookies policy (the “Privacy Policy”) describes how AYANO Group NV. and/or its subsidiaries (as applicable) (“AYANO” “we” or “us”) treat information you provide to us or that we collect, including how we use such information, how we protect the security of such information and how you may change or request that we amend such information from our systems.
This includes any information associated with you (such as your name, title, email address or phone number) that is supplied to us in conjunction with your use or potential use of our services for example price inquiries, order placement, applications by you as a suppliers or your application for a job (collectively, the “Service”), as well as information we generate regarding your use of the website or the Service, in either case, information that does, or can be used to, identify you (“Personal Information”).
Except as described in this Privacy Policy, we will not, without your consent, sell or rent to any third party any Personal Information collected through this website or the Service.
Please note our website includes hyperlinks to other websites neither owned nor managed by us. AYANO is not associated with these third-party websites and does not review their privacy policies. We cannot guarantee the privacy of any information that may be obtained by third parties at these other websites. We strongly encourage you to review the privacy policies of any website you visit before supplying Personal Information through that website.
What information does AYANO collect through its public website, or other interactions, and how is this information used?
Anyone Who Contacts Us through Our Website
AYANO collects certain Personal Information through its website when you choose to submit such information to us through email, an online form or other method (such as contacting us through our “Contact Us” or Facebook functions). This includes Personal Information you provide to AYANO in order to request additional information about the Service, employment opportunities, for press inquiries or for other purposes. We use information collected through our website to respond to specific requests for information about our Service and other inquiries.
You do not need to provide this information to us but if you don’t, we will not be able to respond to your communication. We use this information to answer any issues or concerns and to monitor customer/potential customer communications. We also use this information to develop new services and to improve or personalise existing services. We use this information because we have a legitimate business interest in understanding customer/potential customer feedback and in responding to your communications in a consistent way. We will keep this information for as long as you have a relationship with us or, if you do not have a relationship with us beyond this communication, for a reasonable length of time that lets us understand how people use our website.
Visitors to Our Website
AYANO also maintains a log of certain information concerning visitors to our website, including but not limited to a visitor’s IP address, the websites from which visitors access our website, the type of web browsers used to access our website, the device used to access our website and the pages viewed. Such information may be treated as Personal Information about the visitor in accordance with applicable local law.
You do not need to provide this information to us and can, in certain circumstances, stop us from collecting it using the details in “How can I contact AYANO about this Privacy Policy?” AYANO uses this information to monitor the way our website is used and identify issues with the website and users’ experience of it. We use this information because we have a legitimate business interest in understanding how our website is accessed, how it is used and any problems users have with it across multiple devices. We will keep this information for a reasonable length of time that lets us understand how people use our website and any technical issues they have.
Marketing
If we have collected your Personal Information through our website or through other channels (such as if you have exchanged contact information with one of our Sales representatives or have included your Personal Information in an event registration form), and we have a permission to do so, we will use your Personal Information to inform you about other AYANO services and products that might be of interest to you and to gather feedback from you on our website and our Service. We use this information because AYANO has a legitimate business interest to promote its products and services. We will keep your Personal Information for a reasonable length of time that lets us understand how people use our Service and the impact of any marketing offers that we make.
Cookies
We also collect information about website users through “cookies.” Cookies are small pieces of information sent by a web server to a web browser which allow the server to uniquely identify the browser on each page. For further information about Cookies, please see our “Cookies” section below.
What information does AYANO collect about users of its Service and how is this information used?
This section applies to users of the AYANO Service. If you only use our public website, this section does not apply to you. If you, your employer or a third party decide to purchase our Service, we will use your Personal Information for purposes of providing the Service to you. We will also provide your Personal Information to trusted partners and our affiliates who work on behalf of AYANO and use your Personal Information to help AYANO provide the Service. Such partners include database providers (such as our ERP provider Netsuite), external accountants and auditors,… We use this information because we have a legitimate business interest in performing the contract that we have entered into with you, your employer or a third party and in providing, managing and administering our Service.
Setting Up the Service
When you first sign onto the Service, our representative will collect certain Personal Information about you, such as your name, company name, work email address and work telephone number. You will be able to update or correct any of the Personal Information in your profile. As the Service is intended for business purposes only, unless your place of work is also your home, you should only enter business contact information.
Once your Personal Information has been entered into your profile, this information is added to AYANO’s ERP program and is also added to AYANO ‘ global directory of current and former users of the Service (the “GUD”). We use your Personal Information as set forth above to provide, manage and facilitate your use of the Service, whether now or in the future. We use this information because we have a legitimate business interest in performing the contract that we have entered into with your employer, or with the affiliate or partner of your employer (as applicable). We will keep this information for as long as you have a relationship with us or, if you do no longer have a relationship with us for a reasonable length of time.
Reports and Analytics
As a function of the Service and in order to conduct internal analysis of use of the Service, AYANO also will maintain a history of the Service provided to you, and certain actions taken by you while accessing the Service.
We use this information because we have a legitimate business interest in understanding how our Service is accessed, how it is used and whether there are any potential issues arising from such use. We will keep this information for a reasonable length of time that allows us to provide the Service, to perform the contract that we have entered into with your employer, or with the affiliate or partner of your employer (as applicable) and to understand how people use our Service.
Support
When you log into our social media, we collect Information about your browser and other local computer settings in order to troubleshoot or avoid potential access problems. Where necessary, we disclose this information to trusted support providers (such as Netsuite or other IT providers) who will undertake this role on our behalf.
We need this information to provide you with support requested. We use and disclose this information to provide the Service and provide relevant support services. We use this information because we have a legitimate business interest in ensuring that you receive an effective Service from us. We will keep this information for a reasonable length of time that lets us understand any technical issues that users have with our Service.
Exchange Managers and Workspace Owners
If you have been designated by your organisation as our contact person we will use your Personal Information when we are undertaking work on behalf of your organisation. We use your Personal Information because it is necessary for our contract with your organisation that we interact with you in order to comply with your organisation’s instructions. We will keep this information for as long as your organisation has a relationship with us.
Marketing
If you are a user of one of our Services and we have a permission to send you marketing messages, we will use your Personal Information to contact you about our services and products. We will contact you either by email or phone.
You may decline to receive mail or email from us by contacting us using the details at How can I change, update or delete my contact information or request that I not be contacted for non-support purposes?
Sale or Merger of AYANO
Subject to applicable law, as the GUD is a business asset of AYANO, if AYANO were sold to or merged with another company, the GUD (which includes your Personal Information) may be transferred to a successor of the company, or to a subsidiary or affiliate of AYANO , who will agree to abide by the terms of this Privacy Policy. You have the right to request that your Personal Information be removed from the GUD at any time (see below).
Legal Requirements
We will also disclose personal information (1) in response to lawful requests by public authorities (including to meet national security or law enforcement requirements) and, where applicable, in accordance with our internal policy on access by government or regulatory authorities and (2) in our sole discretion if we believe that such disclosure is appropriate in connection with an official government or regulatory investigation or in response to a perceived significant threat to a person’s health or property.
AYANO may also process your Personal Information if necessary in the defence of a legal claim. We will not delete Personal Information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.
What information could AYANO otherwise collect about me?
Billing
If you have been designated by your organisation as being a contact for billing or payment purposes, we will use your Personal Information to process your organisation’s order, issue invoices to your organisation and take payment from, or make payment to, you (including refunds if applicable). We use this information because it is necessary for our contract with your organisation that we collect information from its representatives to process payments or give or receive refunds. We will keep information relating to payments for the length of the contract between us and for ten (10) years afterwards.
How does AYANO protect the security of my Personal Information?
AYANO has implemented and maintains an effective written information security program that includes administrative, technical, and physical safeguards and other security measures necessary to (a) ensure the security, confidentiality, and integrity of your Personal Information; (b) protect against any anticipated threats or hazards to the security, confidentiality, and integrity of your Personal Information; (c) protect against unauthorized access to or use of your Personal Information; and (d) detect and respond to security incidents involving your Personal Information. We permit persons working for us to access and use your Personal Information only to serve our legitimate business and our customers’ service needs, in accordance with this Privacy Policy.
Notwithstanding any other provision of this Privacy Policy, AYANO will disclose your Personal Information (1) in response to a subpoena, search warrant, court order, exchange rule, other legal process or where AYANO is otherwise required to do so in accordance with locally applicable law and where applicable, our internal policy on access by government or regulatory authorities; and (2) in its sole discretion if it believes such disclosure is appropriate in connection with an official government or regulatory investigation, or under exigent circumstances in response to a perceived significant threat to a person’s health or property.
What about transfer of my Personal Information to other countries?
Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers, including to countries outside of the location(s) of your business, such as the United States and countries within Europe, Latin America and the Asia-Pacific region. Where such transfers of your Personal Information are made they will be made in accordance with applicable law.
Transfer of Information to Other Countries – Users in European Economic Area (EEA)
We store your Personal Information on cloud servers located in Europe. In addition, we use suppliers in the United States that support the provision of our Service. The transfer of this information is governed by a contract including standard contractual clauses (SCCs) approved by the European Commission.
Where our U.S. affiliates or suppliers process information about EEA users, the transfer of this information is governed by SCCs approved by the European Commission.
We are happy to provide you with copies of the SCCs, which you can request at privacy@AYANO .com.
How can I change, update or delete my Personal Information, or request that I not be contacted for non-support purposes?
You can change or update your Personal Information at any time, regardless of whether you are a current or former user of the Service.
You may request that we remove your Personal Information from AYANO’ GUD. However, by doing so, you will automatically lose all access rights to the Service.
You may have your Personal Information altered or removed from AYANO’ GUD by emailing us at privacy@ayano.eu.
What rights do I have about the use of my Personal Information?
If you are a resident of the EEA, you have certain rights regarding AYANO’ use of your Personal Information.
Some of these rights, e.g., the right to be forgotten or the right to request that we transfer your information to another company, will only apply in certain circumstances. Generally, these rights will not be available if there are outstanding contracts between us, if we are required by law to keep the information or if the information is relevant to a legal dispute.
We have listed the rights you have over your Personal Information and how you can use them below. These rights are subject to restrictions under European data protection law and, subject to the exemptions in that law, may only apply to certain types of information or processing.
- We need your consent for some of the ways we use your Personal Information, e.g., for marketing or processing special categories of information about you. You can remove that consent at any time.
- You can ask us to confirm if we are processing your Personal Information and if we are, you can ask for access to that information and details regarding:
- why we are using your information;
- what information are we using;
- who we have shared the information with;
- the period for which your information will be stored, or how we determine that period;
- your right to object to our processing of your information, you right to have your information erased or the processing of your information restricted;
- the source of your information where it has not been provided by you;
- the transfers of your information to countries outside of EEA and the safeguards in place; and
- your right to a copy of the information about you which is being processed by us.
- You can ask us to correct your information if it’s wrong.
- You can ask us to delete some of your information.
- You have a right to ask that we provide your information in an easily readable format.
- You can ask us to stop using your information, but only in certain cases.
You also have a right to object to us processing your information in certain circumstances. You can ask us to stop processing your information at any time. In certain circumstances we may not be able to do this or may not be required to do this. For example, if there are outstanding contracts between us, if we required by law to keep the information or if the information is relevant to a legal dispute then we may not stop processing your information.
If you would like to exercise, or discuss, any of these rights, please contact us as described below (see “How can I contact AYANO about this Privacy Policy?”).
Does AYANO use “cookies”?
Our website uses cookies to distinguish you from other users of our website and to collect information about your online preferences. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.
Cookies contain information that is transferred to your computer’s hard drive.
Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
Most internet browsers are automatically set up to accept cookies. However, you can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. Please refer to the help and support area on your internet browser for instructions on how to block or delete cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
How will I be notified of changes to this Privacy Policy?
From time to time, we may change and/or update this Privacy Policy. We recommend you regularly review this page.
How can I contact AYANO about this Privacy Policy?
If you have questions, or would like to complain about this Privacy Policy and our information practices, please contact us by email at privacy@ayano.eu.
