Exera: privacy policy

Exera bv, located in Utrecht, The Netherlands, is responsible for the processing of personal data as described in this privacy statement.

Contact details:
Exera bv
https://www.exera.org
Utrecht, The Netherlands

1. Personal data we process
Exera bv processes your personal data because you use our services and/or because you provide these data to us yourself. Below is an overview of the personal data we process, categorized by purpose and legal basis:

		For processing your payment (legal basis: performance of a contract):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
				Bank account details
			
		For sending our newsletter and/or promotional materials (legal basis: consent. You can unsubscribe at any time via the link at the bottom of each newsletter):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
		To be able to contact you if this is necessary to carry out our services (legal basis: performance of a contract or legitimate interest, namely to contact you about our services):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
		To inform you about changes to our services and products (legal basis: legitimate interest, namely to keep you informed of important changes):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
		To offer you the possibility to create an account (legal basis: consent):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
				Self-chosen password (stored encrypted)
			
				Other personal data that you actively provide when creating and managing your profile
			
		To deliver goods and services to you (legal basis: performance of a contract):
		
				First and last name
			
				Address details
			
				E-mail address
			
				Telephone number
			
		To analyze your behavior on the website in order to improve the website and tailor the range of products and services to your preferences (legal basis: legitimate interest, namely improving our website and services, provided that the cookies do not have a major impact on your privacy. We ask your permission for tracking cookies):
		
				IP address (anonymized)
			
				Data about your activities on our website
			
		To comply with legal obligations, such as data we need for our tax return (legal basis: legal obligation):
		
				Data as required by the Tax Authorities, which may include your first and last name, address, date of birth, and government-issued identification infofmation in exceptional cases, if required by law.
			
		Other personal data that you actively provide, for example by creating a profile on this website, in correspondence, and by telephone.
	
2. Special and/or sensitive personal data that we process
Our website and/or service does not intend to collect data about website visitors who are younger than 16 years of age, unless they have permission from their parents or guardian. However, we cannot verify whether a visitor is over 16 years of age. We therefore advise parents to be involved in the online activities of their children, in order to prevent data about children being collected without parental consent. If you are convinced that we have collected personal data about a minor without such consent, please contact us at corporate@exera.org, and we will delete this information.

3. For what purpose and on what basis we process personal data
Exera bv processes your personal data for the following purposes:

		Processing your payment
	
		Sending our newsletter and/or promotional materials
	
		To be able to call or email you if this is necessary to carry out our services
	
		To inform you about changes to our services and products
	
		To offer you the possibility to create an account
	
		To deliver goods and services to you
	
		Exera bv analyzes your behavior on the website in order to improve the website and tailor the range of products and services to your preferences.
	
		Exera bv also processes personal data if we are legally obliged to do so, such as data we need for our tax administration.
	
4. How long we store personal data
Exera bv does not store your personal data for longer than is strictly necessary to achieve the purposes for which your data is collected. We use the following retention periods for the following (categories of) personal data:

		Data for the execution of a contract (such as order data, name and address details, payment details): 7 years (due to fiscal retention obligations).
	
		Data for the newsletter and promotional materials: until you unsubscribe from the newsletter or promotional materials.
	
		Data related to account: until you delete your account, or after 2 years of inactivity.
	
		Contact details following contact: 2 years after the last contact.
	
		Data about website visits (anonymized): 1 year.
	
5. Sharing personal data with third parties
Exera bv does not sell your data to third parties and only provides it if this is necessary for the execution of our agreement with you or to comply with a legal obligation. We sign a data processing agreement with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data. Exera bv remains responsible for these processing operations.

6. Cookies, or similar techniques, that we use
Exera bv only uses technical and functional cookies, and analytical cookies that do not infringe on your privacy. A cookie is a small text file that is stored on your computer, tablet, or smartphone when you first visit this website. The cookies we use are necessary for the technical operation of the website and your ease of use. They ensure that the website works properly and, for example, remember your preference settings. We can also optimize our website with this. You can opt out of cookies by setting your internet browser so that it no longer stores cookies. In addition, you can also delete all information previously stored via the settings of your browser.

7. View, modify, or delete data
You have the right to view, correct, or delete your personal data. In addition, you have the right to withdraw your consent to the data processing or to object to the processing of your personal data by Exera bv, and you have the right to data portability. This means that you can submit a request to us to send the personal data that we hold about you in a computer file to you or another organization mentioned by you. You can send a request for access, correction, deletion, data transfer of your personal data, or request for withdrawal of your consent or objection to the processing of your personal data to corporate@exera.org. To ensure that the request for access has been made by you, we ask you to send a copy of your ID with the request. In this copy, black out your photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), and passport number. This is to protect your privacy. We will respond to your request as soon as possible, but within four weeks. Exera bv would also like to point out that you have the option to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. You can do this via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons.

8. How we secure personal data
Exera bv takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. If you have the impression that your data is not properly secured or there are indications of misuse, please contact corporate@exera.org.

9. Changes to the privacy policy
This privacy policy may be changed from time to time. The most recent version is always available on our website. We recommend that you consult this privacy policy regularly.

Last modified date: January 18, 2025