PRIVACY POLICY ZEROCOPY

At Zerocopy we care about your privacy.  That’s why we only collect personal data when we have a good reason to do so.  That’s also why we want to communicate transparently about what we do with your personal data.    Here it goes…

Who are we?

The legal entity behind Zerocopy is Studifix BVBA, a Belgian company registered at Voorzorgsstraat 60, 1000 Brussel, with VAT number 0846.192.267 (RPR Brussels).VAT number. For ease of reference, we will just refer to ourselves as Zerocopy, us, we or our in this privacy policy.

Zerocopy can be reached on the following e-mail address gdpr@zerocopy.be.

Which personal data do we collect and why?

If you only visit our website without registering for our services we do not collect any personal data without your consent. 

Basically, we will only collect personal data in the following instances:

  1. When you ask us a question by phone, using the chatbot, a contact form or e-mail, social media or any other communication channel,
  2.  When you enter into an agreement with us as an advertiser, agency or as a user, and when you use our website or portal,
  3. When you subscribe to our newsletter,
  4. When you apply for a job with us.

That’s it.  Below you can find more on the type of personal data we collect, what we use it for and how long we will keep it, just so there will be no surprises.

Information collected when you ask us a question or subscribe to our newsletter typically includes:

  • First and last name
  • Your address
  • Phone number
  • E-mail address
  • Other information you provide us with

When you ask us a question using any of the forms on our website, by e-mail or by telephone, we will of course use the data you provided us with to get back to you and to answer your question as soon as we can. We also then may process your personal data for promotional or marketing purposes. For example, to inform you about a new service that may be of interest to you. If you do not wish to be contacted for promotional or marketing purposes, you can always let us know.

If you have subscribed to one or more of our electronic newsletters, we will usually only receive your e-mail address and we will start sending you newsletters. You can always indicate you want to stop receiving such newsletters by following the unsubscribe instruction which you can find at the bottom of each newsletter. 

We keep this information based on your consent only and we will only keep this information as long as you do not object to us keeping it.  

Information collected from our customers (advertisers) typically includes:

  • First and last name
  • Your address
  • Phone number
  • E-mail address
  • Billing information
  • Other company details

If you enter into an agreement with us as an advertiser we will need to make sure we know who we are dealing with, we need to be able to send you invoices, and we may require other information to be able to execute our agreement with you.   For as long as we have an ongoing agreement, we are not able to remove this information from our databases as we will need it to execute our agreement with you. 

After our agreement has ended, we will in principle keep this information in our (former) customer database for as long as you do not object to us keeping it and we may use it for promotional and marketing purposes.  For example, to reach out to you regarding a new service or a promotional offer.  If you do not wish to be contacted for promotional or marketing purposes, you can always let us know.

If you no longer want us to keep your information in our (former) customer database, you can always let us know.  Please do note that if you ask us to delete certain information we may not always be able to do so immediately since we may be under a legal obligation to hold on to some information for a bit longer.  For example: under accounting legislation we must keep copies of our invoices which may mention your name or address.  

Information collected from our users (students) typically includes:

  • First and last name
  • Your address
  • Phone number
  • E-mail address
  • IP-address
  • Preferences
  • Usage data
  • Other data provided in surveys or in the portal
  • Third party integration data

When you subscribe to our services, you will get access to a portal through which can you print for free in dedicated copy shops or order your prints for free.  Of course, we need to finance those free prints somehow and we do so by printing small advertisements on your prints.  We get paid by advertisers to reach out to their target audience, so we match your profile with advertisements that are most relevant to you based on the information you provide us with.  For example, if you are an engineering student, you are probably more interested in a traineeship with a chemical company than in a traineeship at a local library so we will show you the traineeship opportunity that we think suits you best.

When you sign-up for our services, you will have to provide us with your e-mail address.  You may also login using your Facebook, Google + or LinkedIn account, in which case Facebook, Google+ or LinkedIn will typically provide us with your first and last name, your e-mail address, your profile picture, your birthday, your gender and possibly other personal information which you have shared with them.  Please refer to their privacy policies to see what kind of personal data they may share.  Note that if you sign up using any of these accounts, we may also share certain information with Facebook, Google + or LinkedIn, as further set out below.  If you do not want us to get such information from them or share information with them, you can always choose to sign-up using your e-mail address. 

Once you have confirmed your e-mail address and have chosen a password, you will have access to the printing portal.  In that portal, you may choose to provide us with additional information by filling out surveys and additional user information, such as which school you attend, what courses you take, etc.  Sometimes you will get extra printing credits or other incentives in exchange for filling out such information, because it will allows us to better match your profile with relevant advertisements. 

In any case, as a user of the portal we will also collect your user and preference data (e.g. browser language, number of prints, types of documents printed, where you printed, etc.).  We may use cookies and similar technologies to collect this type of information (more information on cookies can be found in our cookie policy).  We collect this information to ensure we can provide our services to you as well as to improve our service offering, to make the best advertisement matches with your profile, to offer and improve our services to our advertisement partners, for market research, for direct marketing, listbroking and for CV & jobservices.

We will use your e-mail address to send you our newsletter, to send you targeted e-mails (for example inviting you to fill out a survey to get extra printing credits), e-mails from partners and for notifications related to our contractual relationship or your account.  We do not want to spam you and we understand if you would rather not receive any newsletters or targeted e-mails.  If that is the case, you can unsubscribe from our e-mails using the link you can find at the bottom of each e-mail.  Please note that even if you unsubscribe from these e-mails, we may still have to send you e-mails which strictly relate to our contractual relationship (for example, if you continue to be a registered user and we update our terms of use). 

When you stop using our services, we will hold on to your personal data for a maximum period of 6 years.  After that period of time, we will assume you are no longer a student wanting to use free printing services, and we will delete all your personal data.  Of course, you can always let us know that you do no longer want us to keep your data, even if the period of 6 years hasn’t expired.  When you ask us to delete your personal data, we will delete your account and all personal data that we hold.  You will then no longer be able to use our services.

Information collected from job applicants typically includes:

  • First and last name
  • Your address
  • Phone number
  • E-mail address
  • Other information provided in CV and cover letter

When you apply for a position with us, your will probably provide us with personal data in your cover letter and your CV (such as: your grades, which schools you went to, previous jobs, etc.). 

We will save the contact details, cover letter and CV of every job applicant in our candidate database and may contact you in the future regarding job opening that may be of interest to you.  Of course, we will delete all this information from our candidate database if you don’t like us holding on to it.  You can always let us know.

If you only want us to contact you in regards to a specific job opening and you do not want us to keep you in our database afterwards, you can also let us know when applying for the position.  In that case, we will only hold on to your personal data for as long as the selection procedure for that specific position is ongoing.    

How do we protect your personal data?

You can rest assured: we take measures to ensure that your personal data is kept personal! 

We work hard to protect your personal data against unauthorized access or disclosure.  In order to do so, we take organizational measures ensuring that access to your data is restricted to those employees or agent who need to have access to it in order to help us process it.  If you want more information about the measures we take, you can always contact us.   

Do we share your data with others?

Zerocopy may share your data with others in the following instances:

1. We do use the services of the following external data processors: Mailchimp, Sendgrid, Mixpanel and Mailgun (we us them for e-mails)

  • Google (we use Google Forms, Google Drive, Google Analytics and other Google services)
  • Dropbox (we use them for file storage)
  • Digital ocean (we use them as a computing platform, for data storage, etc.)
  • Freshdesk (we use them for scheduled reporting and ticketing)
  • Mixpanel (we use them for analytics services)
  • InsightOps (a product of Rapid 7, we use them for log management)

We have entered into a data processing agreement with each of these external data processors which obliges them to only process your personal data based on our instructions and in compliance with this privacy policy.  These data processors will also have to take sufficient precautions to prevent the loss of your data.  Some of these external data processors are based in the United States or store data in the United States, but they have all certified its compliance with the EU-US Privacy Shield Framework, which means they will respect comparable data protection standards as those that apply in Europe.

2. In addition, we may at times share your personal information with our trusted advisors, such as our accountant or our lawyer, or with other consultants who render services to us.  If we do so, we will make sure they are bound by a confidentiality obligation. 

3. Any other company which becomes a part of the Zerocopy group or which buys all or part of the shares of our company or which decides to buy the website Zerocopy from us, may also get access to your data.

4. Our advertising partners may get access to some data to serve you with relevant ads.  Note that if we share data with our advertising partners, we will make sure to only pass on data bundled in target groups (e.g. engineering student from Leuven), but not your name or e-mail address.  We may also share your data with one of our commercial partners, if you have agreed to this.

5. You should know that in the following exceptional circumstances your data could also be shared with others:

  • If we are under a legal obligation to share data with the authorities or if we have to share data to comply with an enforceable government request, we don’t have much of a choice and we will share the data the authorities ask for, which may include yours.
  • If you lodge a claim or start proceedings against us, we may have to use your personal data and share it with others to organize our defense.

Can we change this privacy policy? 

We may change this privacy policy from time to time.  We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy policy changes).

Your rights

You may request us to send you a summary of the personal data processed about you.  If you feel that your personal data have been processed incorrectly or incompletely, or if you feel that such processing was unnecessary, then you can ask us to edit, supplement or erase your personal data from our databases.  Under the applicable privacy legislation you also have the right to restrict processing, the right to data portability and the right to object to processing.  If you want to know what all of this means precisely, you can find more information on the website of the Belgian privacy commission. 

If you have any further privacy concerns or if you want to exercise your rights, you can contact us by letter (at STUDIFIX BVBA, Voorzorgsstraat 60, 1000 Brussels) or by e-mail (on gdpr@zerocopy.be).  To ensure we can verify you are who you say we are, we may ask you to include a copy of your identity card with your request.

We will do our best to answer all your queries as soon as possible and we should in any case be able to get back to you within 30 days.  We’re always open to feedback.  We hope that won’t be the case, but if you do feel unhappy about how we handle your privacy requests, you may of course always contact the Belgian privacy commission.  

Leave a Reply