Privacy Policy V2

This Privacy Policy describes the personal information Prezly collects and processes from website visitors and Customers and Users of its Services (as defined in the Terms of Service and Use). You can read the previous version of the Privacy Policy here.

1.1 This Privacy Policy explains how personal information is protected, stored and used when someone visits the Prezly website or uses the Services. By using the website or Services, the website visitors, Customers and Users acknowledge to have read and understood this Privacy Policy.

This Privacy Policy has to be read together with Prezly’s Terms of Service and Use. ​ Unless explicitly stated otherwise, the defined terms in this Privacy Policy have the meaning attributed to them in the Terms of Service and Use.

1.2 Prezly may make changes to this Privacy Policy from time to time. When Prezly does, it will revise the “last updated” date given above. The most recent version of this Privacy Policy will become applicable, supersede an replace all earlier versions with immediate effect. The most recent version of the Privacy Policy can always be found on the Prezly website (www.prezly.com/legal). 

Where possible, Prezly will notify data subjects via email whenever a material change to this Privacy Policy has taken place. The continued use of the website or Services after such changes have been published to the Privacy Policy will constitute acknowledgement that the data subject has read and understood such changes.

2.1 Prezly BV, a company incorporated under Belgian law, having its registered office at Tiensevest 100, bus 1, 3000 Leuven, with company registration number 0829.855.487 (“Prezly”) provides online software (the “Platform”), which can be used to manage and reach out to Customers’ contacts (e.g. media relations, social influencers, internal contacts) and allow Customer to publish stories online and email them to such contacts (the “Services”).

Prezly is responsible for deciding what Personal Data have to be provided by the Customer or the User when they subscribe to the Services or register for access to the Platform. Prezly is also responsible for deciding why and how such Personal Data is processed. This means that Prezly must be considered as the data controller in relation to the processing of such data. ​ 

2.2 Protecting Personal Data is very important to Prezly. Prezly is therefore fully committed to respecting any and all laws and regulations on the protection of Personal Data, such as without limitation to the General Data Protection Regulation (GDPR). ​ 

2.3 Prezly has an appointed a Data Protection Officer, who can be reached via email at privacy@prezly.com. The Data Protection Officer has a duty to inform and advise the data subjects about their rights and obligations pursuant to the GDPR. ​ 

For questions about Prezly’s privacy practices, please visit Prezly’s Trust Center at https://trust.prezly.com. 

3.1 Personal Data means any personal information that could identify a website visitor, Customer or User, directly or indirectly, including but not limited to, first and last name, date of birth, email address, occupation or other demographic information.

Following Personal Data may be collected when a Customer or User subscribes to the Services or registers an account on the Platform (https://rock.prezly.com). 

Subscription and account registration 

3.2 In order for the Customer or User to use Prezly’s Services, the Customer or User must subscribe and register one or more accounts on Prezly’s Platform. During the registration process, Prezly requires the Customer or User to provide the following Personal Data:

1. name and surname;
2. email address;
3. address;
4. phone number;
5. company and company type;
6. location;
7. billing information;
8. intended use case;
9. how the data subject has found out about Prezly;
10. where applicable, the name and surname and email address of the authorized Users.

These Personal Data are mandatory for Prezly to be able to create a Customer profile and Customer and/or User accounts. Without these data, Prezly might not be able to create the requested profiles or accounts. Prezly also uses these Personal Data for the administrative handling of its service provision. Prezly does not use these Personal Data for any other purpose.

These Personal Data are thus necessary in the framework of execution of the services agreement with the Customer and/or User.

Communication about service provision

3.3 Prezly will communicate about its Services via email or through in-app messages via the Platform (e.g. to provide service updates). 

In-app messages will be sent using the information provided in the Customer and/or User account. When the Customer or User prefers to communicate via email (e.g. because it does not yet have an account on the Platform), Prezly collects the following Personal Data from the Customer and/or User:

1. name and surname;
2. email address;
3. phone number;
4. company;
5. message/request. ​ 

Prezly may also receive a confirmation when the Customer or User opens a message or email from Prezly.

These Personal Data are mandatory in order for Prezly to be able to get in touch with Customers or User and to respond to their requests. Prezly does not use these Personal Data for any other purpose. ​ 

By submitting a request to Prezly via the in-app messaging system or via email, the Customer and/or User consents to Prezly processing its Personal Data and contacting it through such means to respond to its request.

Marketing communication

3.4 Prezly may also send emails with news or promotions relating to Prezly or to third parties Prezly partners with, provided the Customer and/or User has explicitly consented thereto when registering its account or when subscribing to the newsletter. 

If the Customer or User does no longer want to receive such emails from Prezly in the future, it may use the unsubscribe link below the email or contact Prezly directly at privacy@prezly.com.

Website traffic data

3.5 When someone visits the website or uses the Platform, Prezly also automatically receives and stores certain types of information which may be considered as Personal Data. Prezly automatically receives and records “traffic data” on its server logs from browsers including the visitor’s IP address, pages the visitor requests and usage information, such as the frequency the visitor visits the website and its components.

In principle such traffic data is only used in an aggregate manner (so that the visitor is not identifiable), to analyze trends, to administer and improve the website and Platform and customize the content that the visitor sees.

The traffic data are collected through the use of cookies and similar technologies. ​ Where necessary, such cookies will only be used with prior consent. For specific information about the cookies used on the Prezly website and Platform, please consult the Cookie Policy. 

4.1 Prezly neither rents nor sells Personal Data to anyone. Prezly maintains the confidentiality of Personal Data and shares such data only as described hereunder.

Except as set forth below, Prezly will not share Personal Data with any third parties without consent.

Third party providers

4.2 Prezly employs other companies and people (i.e. third party providers) to perform tasks on its behalf so that it can provide the Services to its Customers. Prezly may need to share some Personal Data with them to allow them to provide products and services. Examples include billing, processing payments, providing marketing assistance, and providing customer service. 

Such third party providers in principle only act as data processors in relation to the Personal Data and Prezly ensures that they subscribe to the same level of privacy protection as Prezly does. Prezly does not share and the third party providers do not have any right to use Personal Data beyond what is necessary to assist Prezly. 

4.3 Sometimes third party providers will, however, intervene in an independent manner, as data controller. For example, financial and billing information is collected through the website and the Platform directly by a third party provider and is used solely to bill for the Services. Prezly does not receive billing information from this third party provider, who may store, retain and use the information provided solely for the purpose of credit card processing. For further information on the data processing by these third party providers, Prezly refers to the privacy policy of said providers. ​ 

4.4 A full list of all third party providers used, as well as an overview of the current security and data protection measures, can be accessed in Prezly’s Trust Center (see section “sub-processors”). Prezly shall notify the account owner thirty (30) days in advance of any new third party provider being appointed.

Legal enforcement

4.5 Prezly may release Personal Data when Prezly in its sole discretion believes in good faith that release is necessary or appropriate to comply with the law, a court or government order, to enforce or apply the Terms of Service and Use and other agreements or to protect the rights, property or safety of Prezly, its Customers or third parties.

Change of ownership 

4.6 Prezly may transfer to another entity or its service providers some Personal Data in connection with, or during negotiations of, any merger, acquisition, sale of assets or any line of business, change in ownership control or financing transaction. If this would be the case, Prezly cannot promise that an acquiring party or the merged entity will have the same privacy practices or treat information the same as described in this Privacy Policy.

5.1 Prezly will try to process Personal Data as much as possible within the EU. ​ In so far as data transfers outside the EU are necessary, Prezly will only transfer data outside to third countries that offer an appropriate level of data protection, in accordance with the provisions of the GDPR. ​ This may include having the data recipient sign a copy of the standard contractual clauses of the European Commission. 

5.2 Website visitors, Customers and Users outside the EU should note that their Personal Data will be transferred out of their country and into the EU. They consent to such transfer through their use of Prezly’s website, Services or Platform. The website visitor, Customer or User also warrants that it has the right to transfer such information outside its country and into the EU.

6.1 If the Customer or User wants to access, make changes or request a removal of its Personal Data, it can do so at any time itself by visiting the Customer subscription management page or through the Customer or User account. However, please note that the Customer or User may not be able to continue using the Services if it deletes mandatory Personal Data. ​ 

6.2 Prezly does not keep Personal Data any longer than necessary to achieve the intended purpose for which the Personal Data are collected. ​ In principle, Prezly will try to delete all unused Personal Data as quickly as possible. For example, the Personal Data of Customers whose contracts haven’t been renewed will be deleted as soon as possible.

In practice, Prezly applies the following retention periods:

1. Information necessary to communicate with the Customer or User: Requests via the website or in-app communication will be stored until the specific request has been fully handled. ​ 
2. Information collected in the framework of subscription and registration: Information collected in the framework of the Customer subscription may be stored for 10 years following the end of the customer relationship at maximum. ​ 
3. Information collected and processed on the basis of consent (irrespective of the channel via which it is collected): Information processed based on consent will be deleted as soon as the consent has been withdrawn, unless Prezly has another processing ground that allows it to further process such information. 
4. Information collected via cookies: Information collected on the basis of cookies that remains in an unaggregated state will be processed during the validity period of the cookie, as detailed in the Cookie Policy. ​ 

Notwithstanding the foregoing, Prezly may not be able to delete certain Personal Data if there is a legal retention obligation to keep such Personal Data, if a statute of limitation is still applicable or if Prezly need this data in the context of a legal claim.

7.1 Prezly has taken all reasonable and adequate technical and organisational security measures to protect the Personal Data as best as possible against accidental or intentional (and unauthorised) manipulation, modification, publication, loss, abuse, destruction or access by unauthorised persons. 

For example, the Prezly account information is protected by a password to ensure privacy and security. Prezly uses industry-standard Secure Socket Layer (SSL) software to protect the security of Personal Data during transmission, which encrypts all of the information that is put in. Only officers, employees or agents who need personal information to perform a specific job are granted access to it. All of Prezly’s officers, employees and agents are kept up to date on Prezly’s privacy and security practices and are informed about the GDPR principles.

7.2 Prezly may permit the website visitor, Customer or User to link to other websites on the internet, and other websites may contain links to Prezly. These other websites are not under Prezly’s control and Prezly is not responsible for the privacy or security practices or the content of such websites.

8.1 Based on the GDPR, the data subject has a right (insofar as the concrete conditions of application for such a right are fulfilled) to: 

• Access to and information about the Personal Data processed about the data subject; 
• Be forgotten, or ask to delete its Personal Data;
• Rectification and completion;
• Transferability of Personal Data;
• Restriction of processing;
• Object to the processing.

Some of these rights can be directly exercised through the Customer subscription management page or through the Customer or User account. ​ Alternatively, the data subject can submit a request to exercise its rights by sending an email to privacy@prezly.com. 

In order to process such request, Prezly must verify it. Prezly does this by asking the data subject to provide personal identifiers that Prezly can match against Personal Data that it may have collected previously. Prezly confirms the request using the email or telephone number stated in the request.

8.2. If the website visitor, Customer or User has a question or complaint about the way in which Prezly processed its Personal Data, it can always inform Prezly via privacy@prezly.com so that Prezly and the data subject can deal with the issue together.

The data subject may also file a complaint with the Belgian Data Protection Authority at any time:

Website:

https://www.autoriteprotectiondonnees.be/citoyen/agir/introduire-une-plainte

Contact details:

Data Protection Authority

Rue de la Presse 35, 1000 Brussels, Belgium

 +32 (0)2 274 48 00

 +32 (0)2 274 48 35

 contact@apd-gba.be

9.1 Any dispute in relation to this Privacy Policy must be interpreted in accordance with Belgian law. ​