Pro-ID offers innovative digital networking tools that enable users to share their professional contact details in a streamlined, contemporary, and engaging manner. Users can create and customize individual digital profiles via the Pro-ID web platform or by using the Pro-ID mobile applications. This means that each digital profile can be enriched with personal or professional contact information, links to social profiles, and other customized web links. The end product is an online representation of a business card, which can be managed and adjusted using the aforementioned platforms and applications. For professional users, Pro-ID for Business introduces a dynamic and potent web-based platform to manage, maintain, and analyze data from these digital profiles. This Privacy Policy is applicable to all Pro-ID websites, mobile applications, web shops, platforms, and all features or services connected to it ("Pro-ID Services").

Pro-ID Privacy Policy Outline

This Privacy Policy outlines our commitment to protecting your data and ensuring its safe use. Below are the key topics that we will address in this document:

Please take your time to read through each section to understand how we handle your data and our efforts to keep it protected.

How We Collect Information About You - Pro-ID as Data Controller

When Pro-ID obtains personal data directly from you, we act as the Data Controller. This section outlines the circumstances, purposes, and specific data we gather from you. This could be when you place an order on our website, fill out any of our online forms, subscribe to our newsletter, directly get in touch with us, or when you register on our platform. To understand where we store and how we safeguard your data, please refer to the "Keeping Your Data Safe" section. In every situation, our utmost commitment is to ensure the security and responsible handling of your information.

Webshop Order

When you place an order through our Pro-ID webshop, you provide us with personal details that include: e-mail address, first name, last name, address, and payment information. We exclusively utilize this data to manage your order, ensure the delivery of the items you've purchased, and to correctly bill you based on the payment method you've selected. During this transaction, we employ third-party tools. The specifics of these tools and their roles are elaborated in the "How We Share Information" section. Be assured, the data you've shared in this context will never be used for any other intent unless you specifically instruct us otherwise.

Contact Us

When you utilize the "Contact Us" form on any Pro-ID platform, whether to inquire about our offerings or to request additional information or support, you furnish us with personal information such as your e-mail address, first name, and last name. We strictly use this information to appropriately respond to your queries and to keep you updated about our products. Depending on the nature of your inquiry, we might prompt you for additional details, like your company name, to confirm the legitimacy of your interest as a potential client.

Join the Pro-ID Community!

When you opt to subscribe to our newsletter through the "Join the Pro-ID Community!" section, your e-mail address will be required. We leverage this information to send you updates, newsletters, and essential details about our offerings and services. Furthermore, any exciting news that might be relevant to you as our valued subscriber will be shared.

Direct Interactions with Pro-ID

Whenever you seek assistance from our dedicated Customer Support team or make any form of direct contact with us, we're likely to gather and save the contact details you share, typically your name and e-mail address. Information about your interactions with Pro-ID services may also be stored to ensure we provide targeted and effective responses to your queries. All conversations, including associated details, will be archived for reference.

Registering for Pro-ID Services

During the creation of your account on the Pro-ID platform or when using Pro-ID mobile applications, we'll gather and secure your personal details linked to your user account and digital business profile. We've also integrated "Social Logins" like Facebook, Google, and Apple to make your experience seamless. These platforms provide data such as your first name, last name, and email address, streamlining your registration process and ensuring you can easily access your account without the need for setting a new password on our platform or mobile app. Upon setting up or confirming the activation of your account on the said platforms/apps, your personal details are collected and stored, ensuring the provision of the service you've requested. Be assured, the data is solely utilized to enhance your user experience and to offer pertinent support.

Job Applications and HR at Pro-ID

Whenever you express interest in a role at Pro-ID by applying, we gather, manage, and safeguard your personal data, which encompasses details such as your e-mail address, first name, last name, and the specifics provided in your CV, throughout the selection phase. All data submitted either via our dedicated application form or sent to our job application email is exclusively utilized for potential employment objectives. Post the selection process, your data remains with us for a six-month window, in anticipation of any suitable upcoming opportunities. Post this duration, your information will be systematically deleted from our records. Furthermore, we diligently gather and store the personal details of our team members, in both digital and physical formats, adhering to legal requirements.

Gaining Insights from Our Clientele - Pro-ID as a Data Processor

Conforming to our Data Processing Agreement, we process personal data relayed to us by our clientele strictly for delivering the agreed-upon service and requisite support. In these scenarios, Pro-ID acts as the Data Processor. Our clients, in their capacity as Data Controllers, furnish us with personal data that they have lawfully accumulated, all regulated by our Terms of Service. To deliver the stipulated services, which include individual profiles on the Pro-ID platform and mobile apps, as well as business profiles, we handle and store data from our clients. This can range from name, surname, contact numbers, social media profiles, among others, contingent on the details integrated into the digital business card profile. Additionally, certain card activity metrics can be accessed, saved, and managed within our business platform. Our digital business card service enables our clients to amass third-party contact specifics, subsequently stored on our platforms. An exhaustive consent procedure is in place, ensuring all data assimilation adheres to data protection guidelines. Clients are wholly accountable for the usage of personal data amassed and disseminated via our solutions. It is incumbent upon the user to collect and manage data responsibly, capitalizing on data protection tools integrated into our services.

Information Dissemination Protocols

There are instances where we might need to share personal data and details we've collected or those sourced from our clients, as delineated in the preceding sections of this Policy. Herein, we elucidate the scenarios wherein data might be shared and with whom, alongside our rigorous measures to uphold the privacy of the shared data.

Collaboration with Third-party Contractors

Occasionally, Pro-ID employs the services of third-party entities that play a role in the handling of personal data. It's important to emphasize that these third-party services only process the personal data that Pro-ID has accumulated and do not engage with our client's personal data. When you share your personal data with us, there are times when we might utilize a third-party tool or service. In such situations, Pro-ID acts as the Data Controller (as discussed in the prior section), while the third-party entities serve as Data Processors. Pro-ID stringently assesses the information security practices and data protection adherence of all third-party contractors and mandates each to pledge to specific written commitments (via a Data Processing Agreement) related to their security protocols and relevant regulations for the safeguarding of personal data. For clarity, below is a list of third-party contractors, detailing their role in service delivery as well as their functions in data storage and processing:

Infrastructure Hosting Service

Pro-ID utilizes Amazon Web Service (AWS) as our prime infrastructure hosting solution. All platforms of Pro-ID, encompassing all our user data, are hosted, maintained, and processed on Amazon Web Service, with the data center located in Frankfurt.

CRM Services via HubSpot

Pro-ID employs the HubSpot CRM system, an eminent platform for customer relationship management and data storage. HubSpot provides a streamlined system for accessing CRM objects or groups of objects, typically represented as a map of property names and values. Pro-ID capitalizes on HubSpot for managing all customer interactions, striving for a unified space where every contact detail and interaction is centralized. Please acknowledge that certain personal data provided through our apps and portals might also be stored within HubSpot. All servers of HubSpot containing Pro-ID data are anchored in European data centers.

Legal Considerations and Safety

At times, we might have to transfer or unveil information, inclusive of personal data and usage metrics, to third parties to adhere to a legal mandate: whenever we genuinely believe the law mandates it; upon governmental authorities' investigations; to endorse our Terms of Services or other relevant guidelines; during emergencies; or primarily to secure the rights, assets, safety, or security of third parties, Pro-ID users, or the general public. We may further use device IDs to identify users, a process which could be collaborated with copyright holders, ISPs, wireless service providers, or law enforcement agencies at our discretion. Such unveilings might be carried out without notifying you.

Ownership Transition or Change in Control

Pro-ID maintains the authority to disclose and transfer user data, encompassing personal data, during corporate changes like mergers, restructuring, asset sales, or other relevant shifts. This could also take place during due diligence processes.

Guarding Your Data

Your data's sanctity is of paramount importance. We employ robust measures, both digitally and physically, to shield the data you entrust us with. While encryption safeguards online transmissions, offline data is also meticulously safeguarded. Only those Pro-ID members with a clear requirement for the data are granted access. The hardware hosting this vital data is maintained in a secure setup.

Our dedication to data security is not superficial. We engage in advanced security protocols, right from data encryption to routine backups, ensuring system resilience and safeguarding against data losses. Embracing best practices, our security strategy is molded on premier standards like ISO 27001, in line with GDPR stipulations.

Managing Your Data: Access, Corrections, and Erasure

You possess the unequivocal right to request an overview of the data we hold about you. Should you desire such an overview or wish to understand its application, kindly reach out. For certain services, a nominal fee might be applicable. Our priority is the accuracy of the information; if discrepancies are spotted, we're here to rectify or, if necessary, erase them. Utilize your 'right to be forgotten', mindful of the boundaries set by lawful interception. Our platforms provide you with options to unsubscribe or even delete your account. A deletion request initializes a 30-day deactivation period post which your data is permanently wiped from our systems. Should there be queries or data management requests originating from our customers, it should be channeled through the said customer as dictated by our Data Protection Agreement. For any intricate questions or requests, our DPO remains at your service at infosec@pro-id.com.

Retention Period

The tenure for which we process data procured from our customers or directly from data subjects is inherently bound to the time required to fulfill our commitments pertaining to the requested service, unless legal obligations dictate otherwise. Our responsibilities concerning data processing invariably persist until the data has been either duly eradicated or reverted back upon our customer's requisition. For meeting legal mandates, financial records, billing details, and payment data will be retained for the legally stipulated duration. Pro-ID job application data will be held for a span of six months, as explicitly elaborated in this Policy. Data pertaining to Pro-ID employees is safeguarded for the time span mandated by prevailing laws.

Cookies and Analytics

Cookies are small text files situated on your device to garner standard internet activity logs and insights into visitor interactions. Such data assists us in tracking user navigation on our platform and generating analytical reports on site engagement. Apart from cookies on our primary site, we exclusively deploy essential session cookies on our web applications.

We've integrated Hotjar on our site to acquire an in-depth understanding of our user's needs, experiences, and overall satisfaction throughout their browsing sessions. Hotjar serves as a behavioural analytics utility designed to capture feedback about user experiences across diverse sections of our platform.

For comprehensive site analytics and traffic assessments, we employ Littledata. The information collated through Littledata is subsequently relayed to platforms like Google Analytics, Facebook, and Segment for more intricate analyses. These platforms, namely Google, Facebook, and Segment, utilize the data fetched from Littledata to evaluate user interactions and movements across our platform.

Additionally, our site incorporates Google AdSense for enhanced advertisement services. The data gathered through this mechanism is shared with Google, equipping our visitors with comprehensive details about their preferred advertisements. The modalities related to this service adhere strictly to Google Ads Controller-Controller Data Protection Terms. For a thorough understanding of the associated policies, please refer to the AdSense Program stipulations.

Our Policy Towards Children

Pro-ID's services are not designed for individuals under the age of 16. We do not intentionally gather personal data from children below this age. Should we discover that a child below 16 has shared personal information with us, we will undertake measures to eliminate such data. If you become aware of any child providing us with their personal details, kindly reach out to our customer support.

Changes to Our Privacy Policy

Pro-ID retains the right to modify this policy periodically, with any alterations being effective upon their publication. We will apprise you of significant shifts in our personal data handling practices by dispatching a notification to the primary email linked to your Pro-ID account or by showcasing a conspicuous announcement on our platform. Nevertheless, we commit to managing your personal data in alignment with the Privacy Policy in force when you offered the data, unless you accord to the new or revised policy.

How to Contact Us Changes to Our Privacy Policy

For any queries, remarks, or feedback about this Policy, your personal data, or your consent selections, please get in touch with us. If you have specific concerns, queries, or grievances about this Policy or regarding your personal data, you can communicate with Pro-ID’s Data Protection Officer by sending an email to dpo@pro-id.co.