Privacy statement

1. Who are we?

Malenco Automatisering B.V. is responsible for the processing of personal data through this website.

This privacy statement applies exclusively to malenco.nl. The Malenco Protection and Malenco Academy websites have their own privacy statements.

2. Which personal data do we process?

Contact form

When you use the contact form on malenco.nl, we process the details you enter yourself:

• subject (required);
• message (required);
• name (required);
• email address (required);
• organisation (optional);
• telephone number (optional);
• additional remarks (optional).

The form also uses technical data to handle the form and to prevent abuse, such as a unique request number, the selected language and your IP address.

You can enter personal data yourself in the free-text fields. Please do not enter information that is not needed for your question, such as special categories of personal data.

Technical data when visiting the website

When you visit our website, technical data that is needed for the operation and security of the website may be processed, such as your IP address, the time of the request, the requested page and technical information about your browser and device.

3. Why do we process personal data?

We process personal data for the following purposes:

• answering and handling your contact request, and sending a confirmation of receipt;
• recognising and blocking unwanted or abusive messages (spam), including through an automated spam check;
• securing the website and keeping it available;
• complying with legal obligations.

We base the processing on our legitimate interest in answering questions from visitors and (prospective) customers and in securing our website, on the need to take steps at your request prior to entering into an agreement, and on legal obligations where these apply.

Automated spam check

Malenco uses an automated spam check for contact requests. The subject, message, additional remarks and organisation name are submitted to OpenAI for classification. Your name, email address and telephone number are not sent as separate fields. Because the free text may contain personal data, such data can be part of the submitted text.

The spam check serves only to recognise unwanted messages. It does not lead to automated decisions with legal effects or that significantly affect you in a similar way.

4. Personal data within our IT services

When Malenco provides IT management or other IT services for a customer, we may have access to systems that contain personal data of the customer or of the customer's employees and relations. In that case we process that data on behalf of the customer, who is the controller. We record the agreements on this in the agreement with the customer. This processing falls outside the scope of this privacy statement, which relates to the use of malenco.nl.

5. Do we share personal data with third parties?

We do not sell your personal data. We use the following external services:

• Microsoft (Exchange Online and Microsoft Graph): for processing and sending email, including your contact request and the confirmation of receipt. Contact requests are processed by email; they are not stored separately in a database of the website.
• OpenAI: for the spam classification of contact requests, as described under “Why do we process personal data?”.
• Font Awesome: our website loads a stylesheet from Font Awesome (kit.fontawesome.com) to display icons. Technical information, such as your IP address, may be sent by your browser to Font Awesome.

We may also disclose personal data to third parties where we are legally obliged to do so.

6. Processing outside the European Economic Area

Some of the service providers mentioned above may process personal data outside the European Economic Area (EEA) or have access to it. Where personal data is processed outside the EEA, we only do so if a valid transfer mechanism applies, such as an adequacy decision of the European Commission or standard contractual clauses. If you would like to know more about the situation with a specific provider, please contact us.

7. How do we protect personal data?

We take appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. For example, the number of contact requests per visitor is limited to prevent abuse.

8. How long do we keep personal data?

We do not keep personal data longer than is necessary for the purpose for which it was collected, unless a legal obligation requires a longer retention period. For data subject to statutory retention periods, we follow those periods.

9. Cookies and website analytics

Malenco.nl currently does not use its own analytics or marketing cookies. When you visit our website, technical data that is needed for the operation and security of the website may be processed.

If we add analytics techniques or marketing tools in the future, we will update this privacy statement and, where necessary, ask for your consent beforehand.

10. What are your rights?

Under the General Data Protection Regulation (GDPR) you have the following rights:

• access to your personal data;
• rectification of inaccurate or incomplete data;
• erasure of your data;
• restriction of processing;
• data portability;
• objection to processing based on legitimate interest.

You can submit a request via administratie@malenco.nl. We respond within one month. To prevent abuse, we may ask you to identify yourself.

11. Complaints about the processing of personal data

If you do not agree with the way we process personal data, please contact us first so that we can look for a solution together. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

12. Changes to this privacy statement

We may amend this privacy statement, for example when our website or services change. You can always find the most recent version on this page.