Our commitment to the confidentiality and security of your data.
This document informs users of our services about the means implemented and the purposes pursued when collecting Personal Data. If in doubt, feel free to contact us by email at dpo@oxemis.com.
Oxemis SARL, headquartered at 132 allée Hélène Boucher 59118 Wambrechies, France, and registered with the Lille Métropole Trade and Companies Register under number 478795958, takes data protection seriously. We act as Data Controller, in accordance with EU data protection rules and French law.
This Policy applies to all our websites and services. Specific rules may apply to certain products or services.
The purpose of this document is to inform you about the collection of personal information, i.e. data that makes it possible to identify a person. We do so as Data Controller, which means that we decide why and how this information is used.
The term “Processing” covers all actions we may perform on your data, such as collection, recording, use, transmission, etc. We comply with the regulations in force.
What Personal Data do we collect?
We collect various types of personal information when you use our Services, either directly or indirectly. At the time of collection, we will clearly indicate whether this information is mandatory or optional, as well as any consequences should you choose not to provide it.
We gather information in two ways: what you give us directly and what we obtain by observing how you use our services.
We may collect and process various types of personal information, including your contact details (surname, first name, position, address, phone number, email address), transaction and order histories and IP addresses related to payments, identifiers of devices used with our software, connection IP addresses and activity logs, information collected through cookies, data on the performance of our products and on your use of them, as well as your exchanges with our support team by email or phone.
On what legal basis is your Personal Data collected?
We collect and process your Personal Data on the following legal grounds, each of which plays a specific role in our relationship:
- Performance of our contractual relationship: your collaboration is at the heart of our business. Sharing certain data is necessary to fully deliver the services associated with our products. Failing to provide this information could make it impossible or difficult to offer you the benefits and features of our products and services.
- Our legitimate interest: to offer you the best possible experience, we process your Personal Data in our legitimate interest. This includes the continuous improvement of our services, the personalisation of your user experience, and the implementation of security measures to protect your information.
- Compliance with a legal obligation: as a company, we have legal responsibilities that we must meet. The processing of certain Personal Data is therefore necessary to comply with the legal and regulatory obligations incumbent upon us.
- Your explicit consent: your consent plays an essential role in the processing of your Personal Data. When you explicitly give us your agreement, it allows us to use your information in a specific way. Please note that you have the right to withdraw this consent at any time, easily and simply.
For what purposes is your Personal Data collected?
We process your Personal Data to ensure the quality of our relationship and the effectiveness of our services.
Here are the different reasons why we process your information:
- Managing the exercise of your rights: we make it easy for you to exercise your rights under personal data protection rules, giving you full control over your information — whether to access, rectify or delete your data, or to express your processing preferences.
- Customer relationship follow-up: we conduct satisfaction surveys to understand your needs and continuously improve our services. Incident management and our support service are also essential parts of our commitment to your satisfaction.
- Marketing communications: we use your information for targeted communications, keeping you informed by email of new features and promotional offers. This allows us to provide you with relevant information and exclusive opportunities.
- Managing our business relationship: this includes creating your customer account, processing orders, payments, and all related operations needed for a successful collaboration.
- Handling potential disputes: in the event of a dispute, we use your data for an efficient and fair resolution.
- Assessing and improving the quality of our products, services and websites: your data is used to produce business statistics, perform technical prospecting operations (normalisation, enrichment, deduplication) and ensure continuous improvement. We are committed to constant optimisation to offer you the best possible experience.
- Complying with legal obligations: we process your Personal Data in accordance with the legal obligations incumbent upon us as a responsible company. This includes compliance with the legal and regulatory standards applicable to our industry.
Who receives your Personal Data?
Your Personal Data is processed by authorised Oxemis staff and remains strictly confidential. Under no circumstances is it transferred, sold or rented to third parties.
To run our services, it is hosted by technical providers who act solely on our instructions and are contractually bound to confidentiality and security: OVHcloud and Scaleway, on dedicated servers located in France and the European Union. None of your data is exported outside the European Union.
We take rigorous measures to ensure the confidentiality of your Personal Data. This includes raising our staff’s awareness of data protection and the formal commitment of authorised persons to respect the confidentiality of information.
Our employees who need to access your Personal Data as part of their duties are specifically trained and aware of information security issues.
How is your Personal Data secured?
As part of our commitment to you, we have implemented technical and organisational measures in line with the state of the art. These measures are specifically designed to guarantee the security, integrity and confidentiality of your Personal Data, and to prevent any alteration, damage or unauthorised access by third parties.
We also undertake to keep your Personal Data confidential and not to disclose it under any circumstances, except in situations provided for by law (responding to requests from judicial and/or administrative authorities, fulfilling our obligations…) or at your explicit request.
How long is your Personal Data kept?
The retention period for your Personal Data is carefully set according to the original purposes of its collection.
We keep it for as long as necessary to achieve these specific purposes, while scrupulously observing the time limits set by applicable law.
We strictly follow the recommendations of the reference framework published by the CNIL (the French data protection authority). For example, we keep your data for accounting and legal purposes for 10 years, and we no longer carry out any marketing outreach 3 years after the end of our contractual relationship (or after any withdrawal of your consent).
What are your rights over your Personal Data?
Under the Regulation, you have the following rights regarding your Personal Data:
- Right of access: you have the right to access your Personal Data.
- Right to rectification: you can request the correction of your Personal Data if it is inaccurate.
- Right to erasure: in certain cases, you have the right to request the deletion of your Personal Data.
- Right to restriction of processing and right to data portability: you can request the restriction of processing and the portability of your Personal Data, in accordance with applicable regulations.
- Right to withdraw consent: if processing is based on your consent, you have the right to withdraw it at any time.
- Right to object: you can object to the processing of your Personal Data.
- Right to set post-mortem directives: you have the right to set directives regarding what happens to your Personal Data after your death. In the absence of such directives, your heirs may exercise this right.
These rights can be exercised by contacting us at the following email address: dpo@oxemis.com.
You also have the right to lodge a complaint with a supervisory authority, in particular the CNIL (Commission Nationale de l’Informatique et des Libertés), via this link: https://www.cnil.fr/fr/plaintes/.
How to contact us?
You can contact us at the following email address: dpo@oxemis.com.
This English version is provided for convenience. In case of discrepancy, the French version prevails.