Privacy Policy

In this Privacy Policy of Quenza B.V. (“Quenza”), you will find information about how we use your personal data (“personal information”) when you use the app and/or visit our website quenza.com, including any other domain names used by us for that website (the “website”).

In summary:

  • We only use personal information:
    • in order for our customers and their clients to be able to use the Quenza website and/or app;
    • for our legitimate business purposes (e.g. making general analyses for our own business insights, communicating with you, maintaining a commercial relationship with you, keeping an administration);
    • to comply with legal obligations (related to tax administration);
  • We do not sell your personal information or your clients’ personal information
  • We do not share your personal information or your clients’ personal information with 3rd parties
  • We do not use automated decision making with legal effects or that may otherwise significantly impact you
  • We store your personal information in the Netherlands, Germany, Belgium, Ireland, Denmark and/or Finland.
  • We have implemented appropriate technical and organizational measures to secure your personal information

Who is this Privacy Policy for?

This Privacy Policy is for professionals, clients, website visitors and our other contact persons.

What is the Quenza app?

The Quenza app (also: the “app”) is a web and mobile application that can be used by professionals like, but not limited to, coaches, therapists, clinical psychologists, workshop facilitators, counselors, social workers, healthcare professionals and HR professionals (“professionals”) for streamlining their work flow, including making notes, keeping in contact with their clients and viewing and managing information about their clients in relation to their personal growth. Clients can use the app to engage in activities that are assigned by their professional and keep their personal information up to date.

Whose personal information do we process?

When referring to “you” in this section, we mean the professional who uses the app.

The Quenza app

In the app, two types of personal information are processed:

  • Your personal information (of professionals)
  • Your clients’ personal information

For your personal information, we are responsible as controller as referred to in the General Data Protection Regulation (“GDPR”) because we determine the purposes and the means of that personal information processing.

For your clients’ personal information we are a processor as referred to in the GDPR. You determine the purposes and the means of that personal information processing. The GDPR will not apply to you if you do not have an establishment in the European Economic Area (“EEA”), and if you do not monitor persons in the EEA or offer products or services to them. You may however be subject to other privacy legislation. You are responsible for informing your clients about the processing of their personal information in the app. However, as a service to you, we give an explanation of the likely purposes, legal grounds and recipients and retention terms. This information is explained in the section of this Privacy Policy under ‘Clients’ personal information’.

The website

Furthermore, through the website, we process personal information of our website visitors. This is explained in this Privacy Policy under ‘Website users’.

Other contact persons

We also process personal information of our contact persons, such as vendors and customers. This is explained in this Privacy Policy under ‘Other contact persons’.

Professionals' personal information

What personal information do we process?

We process the following personal information, your:

  • title
  • first name
  • last name
  • email address
  • phone number
  • website url
  • company name
  • profession
  • profile picture
  • street name & number
  • postal code
  • city
  • state
  • country
  • timezone
  • Stripe payment identifier (not your credit card details)
  • information you enter into the app, such as notes about your clients

From who do we collect your personal information?

We only collect your personal information from you.

For what purposes do we use your personal information?

We use your personal information for the following purposes:

  • To be able to address you by your name
  • To process your order and the payment transaction
  • To include your address on the invoice
  • To send a confirmation of your purchase to your email address
  • To be able to offer our services to you (the app)
  • To send service emails about the app
  • To send periodic emails regarding our other products and services (you can opt-out of these emails at any time)
  • For administration purposes (information regarding your subscription and transactions and basic contact details)
  • To correspond with you (live chat, email or phone inquiries)
  • To make analyses of our users for internal business purposes
  • As the case may be, in case of a dispute with you in order to have evidence in relation to such dispute

On what legal basis do we process your personal information?

We process your personal information on the following legal basis:

  • We require your personal information because it is necessary for the performance of a contract between you and us (your subscription and use of the app)
  • We require your personal information for compliance with applicable legal obligations
  • For certain types of processing we may ask your consent. You may withdraw your consent (opt-out) at any time for the future (withdrawal does not affect the lawfulness of processing based on consent before the withdrawal)
  • We require your personal information for the purposes of our legitimate interests, including keeping in contact with you about the app, keeping an administration of our customers, maintaining a commercial relationship with you, analyzing information about our users, corresponding with you, for handling disputes (as the case may be).

Are you required to submit personal information?

Yes, you are required to provide some personal information in order for us to process your subscription. This is indicated when you sign up for an account. The payment information is required to be able to process your payment when you purchase a subscription to the app and your basic contact details and financial information are required for us to comply with legal obligations.

How long is your personal information stored?

We store your personal information as long as you have an account with us. When you close your account, your personal information will be deleted after three months. When you end your subscription or fail to meet your payment obligation your personal information will be stored for three months and will then be permanently deleted. Save for information we are required to store pursuant to tax laws in the Netherlands, such as information relating to your subscription and transactions and our financial obligations during a period of seven years and save for personal information we may have to retain in relation to a dispute with you, if applicable, in which case we will save it until it is no longer required for the dispute.

Clients' personal information

When referring to “you” in this section, we mean the professional’s client. We are not the controller for your personal information, your professional is. Your professional is responsible for informing you about the processing of your personal information in the app. However, for general information purposes, in this section we give an indication of the purposes, legal grounds and recipients that typically apply when your professional uses our app. You cannot derive any rights from this text.

For what purposes does your professional typically process your personal information?

Typically, your professional will process your personal information in the app for the following purposes:

  • To be able to administer the workflow, including making notes, viewing and managing information about you in relation to your personal growth
  • To keep in contact with you through the app
  • If you have a client account in the app: to be able to view relevant information such as notes about you and activity results
  • (As applicable) to fulfil legal obligations

On what legal basis does your professional process your personal information?

Typically, your professional will process your personal information in order to perform the agreement with you, to fulfil legal obligations and for your professional’s legitimate interest in managing his or her business.

With whom will your professional share your personal information?

In the first place, your professional shares your personal information with us, in order for us to offer the app to your professional and to you if you have registered for a client account in the app.

How long is your personal information stored?

Either you, when you have a Quenza account, or your professional determine how long your personal information is stored. Typically, a professional will store a client’s personal information during the work with you and for the period determined by applicable law. Making use of the privacy settings within the Quenza app you can remove your account and all related personal information.

Other contact persons

When referring to “you” in this section, we mean other contact persons we generally have contact with.

What personal information do we process?

We process, at most, the following personal information, your:

  • first name
  • last name
  • email address
  • telephone number
  • address
  • company name
  • personal data in messages we share with you
  • personal data in email or other forms of communication

From who do we collect your personal information?

We only collect your personal information from you or from the organization you work for, as the case may be.

For what purposes do we use your personal information?

We use your personal information for the following purposes:

  • To be able to address you by your name
  • To send periodic emails regarding our other products and services (you can opt-out of these emails when you fill out your email address and afterwards, also at any time)
  • As applicable, to evaluate your fitness for a job as reseller
  • For administration purposes
  • To correspond with you
  • As the case may be, in case of a dispute with you in order to have evidence in relation to such dispute

We do not sell your personal information and do not offer a financial incentive for your submission of your personal information.

On what legal basis do we process your personal information?

We process your personal information on the following legal basis:

  • We may require your personal information because it is necessary for the performance of a contract between you and us (e.g. if you are a reseller)
  • We require your personal information for compliance with legal obligations
  • For certain types of processing we may ask your consent (e.g. sending commercial emails). You may withdraw your consent (opt-out) at any time for the future (withdrawal does not affect the lawfulness of processing based on consent before the withdrawal)
  • We require your personal information for the purposes of our legitimate interests, including keeping an administration of our customers and vendors, maintaining a commercial relationship with you, analyzing information about our customers and vendors, corresponding with you, for handling disputes.

How long is your personal information stored?

We store your personal information as long as we keep in touch with you. Your personal information will be stored for two years after our last contact, save for information we are required to store pursuant to tax laws in the Netherlands, such as information relating to financial transactions and our financial obligations during a period of seven years and save for personal information we may have to retain in relation to a dispute with you, if applicable, in which case we will save it until it is no longer required for the dispute.

Website users

When referring to “you” in this section, we mean anyone visiting our website.

For what purposes do we use your personal information?

We process your personal information for the following purposes:

  • To analyze statistics of visitors to our website (IP-addresses, cookie IDs)
  • To analyze preferences of website visitors, based on previous or current website activity, so that we can improve our services (cookie IDs)
  • Aggregating data about site traffic and site interaction so that we can offer better site experiences and tools in the future (cookie IDs).
  • To show you advertisements through different channels (using cookie IDs).

For more information regarding cookies please view our Cookie Policy

Do we sell your personal information?

No. We do not sell or trade your personal information. We also do not offer a financial incentive for your submission of your personal information.

Third-party disclosure

We make use of service providers, such as the hosting provider of our website (SiteGround), the hosting provider for the app, advertising service providers, a payment service provider (Stripe), an administrative service provider, an IT-development company, an email marketing provider (Mailchimp), an analytical service provider (Google), App stores for distributing the Quenza app (Google and Apple) and an IT-support company, to be able to offer and operate our websites, apps and our business.

We may be required by law to disclose certain personal information, we will then endeavor to only disclose personal information that is strictly required pursuant to applicable laws.

Where do we store your personal information?

We store your personal information in the Netherlands, Germany, Belgium, Ireland, Denmark and/or Finland with Privacy Shield and/or SCC certified providers.

When you use the app in a country outside the European Economic Area, you will access your own personal information in that country. As far as this is regarded as a transfer to that country, this is necessary for the performance of the agreement we have with you, in order for you to make use of the app.

How do we protect your personal information?

Our quenza.com website is scanned on a regular basis for security holes and known vulnerabilities in order to make your visit to our site as safe as possible.

We use up-to-date software to conduct regular Malware Scanning on our computer systems.

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. In addition, all sensitive information you supply is encrypted via Secure Socket Layer (SSL) technology when in transit and is encrypted at rest within the database.

We implement a variety of security measures when a user places an order, enters, submits, or accesses their information to maintain the safety of your personal information.

All financial transactions are processed through a trusted payment provider (Stripe) and are not stored or processed on our servers.

Your rights

What rights do you have with regard to your personal information?

Pursuant to the GDPR, you have the following rights with regard to your personal information:

  • the right to request access to your personal information;
  • the right to receive information about the processing of your personal information;
  • the right to have incorrect personal information rectified (please note that if you have a Quenza account, you can always change your personal information in your account);
  • under certain conditions to have your personal information erased (with a Quenza account you can initiate the removal of partial data or your entire account);
  • under certain conditions to have the processing of your personal information restricted;
  • under certain conditions to object to the processing of your personal information;
  • when we use your personal information for direct marketing purposes, you can object to this unconditionally;
  • if you have given consent for the processing of your personal information, to revoke that consent (this applies to future use of your personal information);
  • the right to receive your personal information in a structured, commonly used and machine readable format, where it concerns personal information (i) you have submitted to us and (ii) we process based on your consent or required for the performance of our contract with you and (iii) that is processed by automated means; in that case you may also ask us to transfer your personal data to another processor, where technically feasible (the app contains an export functionality which allows you to export all results data);
  • you have the right to lodge a complaint with the supervisory authority.

You may also have other rights under other applicable data protection / privacy legislation, such as the right to non-discrimination (we will not discriminate you when you exercise your rights under applicable laws).

If we are the controller for your personal information (i.e. if you are a professional, a website visitor or other contact person), you may send a request with regard to your personal information using the contact details under ‘Contacting Us’ below.

Please note that we may be entitled under applicable laws to refuse a certain request.

Contacting us

If there are any questions regarding this Privacy Policy or about your personal information, you may contact us using the information below.

Quenza B.V.
Gandhiplein 16
Maastricht, Limburg 6229HN
The Netherlands
info@quenza.com

Can this Privacy Policy be altered?

Yes, we reserve the right to alter this Privacy Policy. The current version of the Privacy Policy can always be found at the following URL: https://quenza.com/privacy-policy/

Last Edited on 20-01-2021