If you do not accept the use of your personal data in accordance with this policy, you should not make use of our Services.
2. Information we collect and what we use it for
2.1. To Provide Online Accounts
2.2. Responding to customer queries
2.3. Event management
2.4. To learn about your activities
2.5. For fulfillment purposes
2.6 To find new customers
2.7. To send out surveys or contests and use the results to improve our products and services
2.8. Purchase Information
2.9. Payment Information
2.10. Cookies & other technologies
2.11. Legal and regulatory requirements and other business purposes
3. Legal Basis for using your personal information
3.1. Our Legitimate Interests
4. How we share your information
4.1. Within I.R.I.S.
4.2. Outside I.R.I.S.
5. How we protect your information
6. Marketing communications
7. How to exercise your rights
8. Retention of your information
9. Your commitments
11. Contacting I.R.I.S.
We collect personal information in the following circumstances:
We go into more detail on how we use the information we collect in these circumstances, below.
This is personal information you give us when setting up an online account (for example, our Partner Portals) which personally identifies you rather than your business, such as your name, position within your business, business email address or telephone number. There are a number of reasons we need this information:
Your personal details will be processed to respond to queries and assist with the identification of users. We may need to collect your phone number when you click to call us, this may then be used as an identifier in future; and whenever you fill in an e-form on our website or app, we may store relevant identity data so that we can trace the history of your query and deal with it more efficiently.
We collect your information to register you for an event which you have expressed interest in, process your payment for the event (where applicable) and provide you with the relevant materials for that event:
For example, we collect your name, telephone number (please supply your business telephone number only), emergency contact details (where absolutely necessary), dietary requirements and any other information necessary to enable you to get the most out of your experience.
We sometimes record details of your actions (repeated site visits, interactions, keywords, online content production, cookies, etc.) when you access and use our Services so that we can build a customer ‘picture’ over time. It also includes information about the devices and methods you use to interact with I.R.I.S. Services and content, including via a Partner Portal.
We combine behavioral information (such as your browsing activity) with your personal details, but we will not store any personal details related to fields left blank by you during your sign-up process. When the use of information which personally identifies you is not necessary to achieve the purposes set out in this section, we will only process behavioral information on an aggregate basis.
We capture information about your Operating System and Internet Browser when you visit an I.R.I.S. website or use our Services, including information that is automatically logged when you use our Services (e.g. requested information, timestamp, IP address). Where required by applicable laws, prior to the storage or caching (temporary storage) of or access to data on your device, we will obtain your consent after providing you with clear and comprehensive information about the purposes of the processing of your personal information.
We will process your behavioral, device and interactions information for the following purposes:
This is information about your I.R.I.S. products (such as product model, serial number and purchase date), of how you set up and use your I.R.I.S. products (e.g. scanner and/or software settings) and our Services, as well as details on your Customer Service, Warranty and Repairs interactions with I.R.I.S.. Sometimes, this information is linked to your business, but at other times it must necessarily be linked to you personally.
Some of the information under this category does not qualify as personal information, but we will apply any necessary safeguards to ensure as well the privacy of this information. We will process this data for the following purposes:
In order to support your business and perform our contract for the Services with you, we may need to collect personal data to arrange repairs and perform services. We will need to arrange appointments to do so, and therefore need to get the contact details of someone at your business. Examples include:
When we have to perform technical operations on your IT infrastructure, we may have access to personal data held by your organization. Where we use third parties for our fulfillment activities, we make sure to choose trusted partners who share the same values that we do.
To offer our products and services to others who may be interested in them, we sometimes obtain your contact details from our partners in the industry, as well as professional bodies who provide this information to businesses. When we obtain contact details this way we ensure that your contact details are not part of any national opt-out service.
We occasionally send our customers surveys and feedback forms. Where you provide your name and contact details, we will use these to respond to any feedback, provide you with information we think you’ll be interested to hear given your responses and add you to our marketing database (you can usually opt out of this during the survey, if you’re not interested).
We keep records about goods and services you buy through I.R.I.S. Services. These help us to provide, maintain, protect and improve products and services, and to develop new ones. We also send important notices, such as communications about purchases or changes to our terms, conditions, and policies.
We do not process or store your bank or credit/debit card details used when purchasing goods and services through I.R.I.S. Services. Payments for purchases are completed through third-party payment platforms which do not share your banking details with I.R.I.S..
We sometimes need to process your personal information to comply with applicable laws and regulations, for example where we have an obligation to report suspected fraud.
There may also be other business-related purposes for processing your information, including negotiating, concluding and performing contracts, managing accounts and records, supporting corporate social responsibility activities, legal, regulatory and internal investigations.
I.R.I.S. will only process your personal information where we have a legal basis to do so.
The legal basis will depend on the above purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:
I.R.I.S.’s legitimate interests include where it is necessary for I.R.I.S. to understand our customers in sufficient detail so we can create and publicise new products and Services, and offer our customers a better experience. For example:
We restrict access to personal data to people within our group of companies who have a “need to know” such information. For example, we may pass any personal data we collect about you to our local sales businesses or local service centers in order to provide our Services where you are located.
Except as described in this policy or where you have provided your consent, the personal information processed when you use our Services will not be shared with or disclosed to other individuals or businesses, for their own use, other than I.R.I.S. group companies.
We may disclose your personal information to the following third parties, amongst others, for the purposes described here:
Unfortunately, no data transmission over the Internet or data storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you might have with us has been compromised), please immediately notify us of the problem by contacting us via the contact form on the website.
We use vendors and service providers based around the world. Consequently, your personal information may be processed in countries outside of the country where you live, including if you live in Europe, and such countries may include some where you may have fewer legal rights in respect of your personal information than you do under local law. If we transfer personal information to a country that provides a lower standard of legal protection for your personal information, we will ensure that your privacy rights are protected by appropriate safeguards, in particular through the use of the EU’s standard contractual clauses if your personal information is transferred from inside the European Economic Area to outside. Please contact us if you would like more information about these safeguards.
I.R.I.S. and/or other I.R.I.S. group companies may use your personal information for marketing purposes and to inform you about other products and services, which I.R.I.S. thinks might be of interest to you and your business. You can specify whether you wish to receive such information by ticking the appropriate box in your registration form.
You will be able to opt out from receiving such information at any time by editing your emailing preferences of your account or by unsubscribing via the contact form on the website. If you unsubscribe from marketing, please note we may still contact you with service messages from time to time (for example, to confirm an order you have made or to confirm delivery details).
In certain jurisdictions you have the right to access, correct, update, restrict, receive a machine-readable copy of your personal information or delete your data as well as any other right applicable in your jurisdiction. You can request to exercise these rights by accessing your Partner Portal account (in some circumstances), clicking on the link provided in our communication emails, or accessing the relevant section of the I.R.I.S. websites or apps or by contacting us using the contact form on the website.
We will delete your personal information once it is no longer necessary for the purposes for which it was originally collected.
Furthermore, a deletion can always be requested via the contact form on the website. We will comply immediately within the then-valid legal requirements.
You also have the right to object to your personal information being used for certain purposes, including to send you marketing. See ‘Marketing’ above, for more details of how to opt-out of marketing.
We will comply with any requests to exercise your rights in accordance with applicable law. Please be aware, however, that there are a number of limitations to these rights, and there may be circumstances where we are not able to comply with your request. To make any requests regarding your personal information, or if you have any questions or concerns regarding your personal information, you should contact us using the details below. You are also entitled to complain to your local data protection authority.
I.R.I.S. will not delete your personal information where it refers to an active relationship or a product or service explicitly requested by you (e.g. a recent purchase made at a I.R.I.S. Services).
You guarantee the quality of the information provided in our Services. All personal information you send to I.R.I.S. must be real, accurate and kept up to date. You take full responsibility that your information is accurate, updated and that it complies with this principle.
Alternatively you can contact I.R.I.S.’s Data Protection Officer at: [email protected]
We hope that I.R.I.S. will be able to resolve any concerns you may have. However, if you are still not satisfied, you may complain to your local data protection authority.
Also, you can contact I.R.I.S. Inc.’s marketing affiliates specified below according to your place of residence:
[Definition of I.R.I.S.]
a. I.R.I.S. Solutions & Experts S.A, Rue due Bosquet 10, 1348 Louvain-la-Neuve, Belgium;
b. I.R.I.S. SA, Rue due Bosquet 10, 1348 Louvain-la-Neuve, Belgium;
c. I.R.I.S. ICT NV, Rue due Bosquet 10, 1348 Louvain-la-Neuve, Belgium;
d. ONDIT NV; Sint Jobsesteenweg 102, 2930 Brasschaat, Belgium
e. I.R.I.S. Nederland BV, Bergerweg 170, 6135KD Sittard, The Netherlands
f. I.R.I.S. AG, Heussstr. 23, 52078 Aachen, Germany;
g. I.R.I.S. France S.A., 68 avenue de la Victoire, 94310 ORLY, France;
h. I.R.I.S. Financial Services S.A. & I.R.I.S. Luxembourg S.A, Ecoparc – SolarWind – Rue de ‘Industrie,13, 8399 Windhof, Luxembourg.
i. I.R.I.S. Inc., 955 NW 17th Avenue, Unit D, 33445 Delray Beach, Florida, USA
Last modified: 2018-05-018