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Privacy policy

MentorSIG Privacy Policy

At DoliSys, we care about your privacy and believe in transparency. That’s why we’re committed to being upfront about our privacy practices. We only collect personal information necessary to provide our services and treat it carefully and sensibly.

This policy explains our privacy practices for DoliSys.com. (we’ll call it the “Site”) and our other services provided by Mentor Sarl-S (“DoliSys”, together with “we”, “us” and “our”). We will refer to the Site and our other services as “Services”. This Privacy Policy describes why and how we collect and use the personal information of our customers and site visitors. It also describes your options for choosing how we use your personal data and how to contact us with any questions and requests regarding this. DoliSys is a suite of services from Mentor Sarl-S, a company registered and existing under the laws of Luxembourg (registration number: 10128302/0), with registered address: 3, rue de la Gare, L-9044, Ettelbruck.

If you have any questions, comments or concerns about any aspect of our Privacy Policy, please contact us by email at privacidade@dolisys.com or by post at our address described above.

1. Collecting information:

When you access and browse the Site (including when you submit personal information to us via the data entry fields on the Site), we will collect the following from you:

Information you provide:

  • Contact information – we receive and store all the information you enter on our Site. Our Site uses forms to collect your personal information, including your name, address, telephone number, e-mail address so that you can place orders, request information, obtain support and use our services.
  • Payment and collection information – when you sign up for any of our services, products or programs, we ask for additional personal and payment information, such as your name, credit card information, PayPal or relevant service, billing address, personal, government or tax identification number or other information, including but not limited to certificates, tax returns, forms, payment documents and other relevant documents.
  • Information we receive from the use of our services or from third parties
  • Automated information – when you visit our website, we receive and collect information, which may – in certain circumstances constitute personal information – and which includes your IP address, referring URL, exit URL, browser software, operating system, date/time and/or clickstream data.
  • Site analysis tools – We use third-party analysis services to collect information about the use of this Site, such as number of visits, pages visited, popularity of certain content. Analysis tools use tracking technologies (such as cookies) to recognize your device and compile information about you. They collect information such as the pages you visit and how long you spend on those pages, the IP address assigned to you, the operating system and web browser you use and the website you visited before visiting our website.
  • Information records – when you visit the Site, view content provided by us, use our services, use our Chat service, ask a question, request technical assistance regarding our services, send us an e-mail or participate in a contest or survey on our site, we automatically collect and store certain information in log files. This includes your IP address, URL, referring URL, exit URL, browser software, operating system, date/time, type of requests to our Site and error responses returned by our Site or Services.
  • Other information – we also receive and store any information you provide on our website, our chat service, any complaint forms on our website, email, telephone or any other type of communication with our staff or relating to the provision of our services. Whenever you contact us, we will log the ticket, chat or call to ensure that we have an accurate record of all communications, which are necessary to provide our services and to support any action taken by our team in the event of a dispute about our response.

2. How we use the information

  • We collect, store and use the information you provide for the following reasons:
  • Contact information – to contact you regarding the progress of your orders, status of services, functionality changes to our products and our Site, and – where you have opted to receive such information – other/new services and/or special offers/newsletters that we think you may find useful, we use email, telephone and/or text message, as well as to inform you of problems, service interruptions or updates, service improvements or new products in accordance with our Terms of Service and applicable law.
    • Payment and billing information – we need this, along with your contact details, to open a customer account for you, to process your orders and renewals, to enter into a contractual agreement for any services, to invoice you and to fulfill our obligations for tax calculation.

Information we receive from the use of our services or from third parties

We collect, store and use the information we receive from the use of our services or from third parties for the following reasons:

  • Automated information – to diagnose problems with our servers, to administer our Site and services. This is not linked to any personally identifiable information, except as necessary to prevent fraud or abuse on our Site and systems.
  • Analytical tools – to improve the services on our website.
  • Information logs – to diagnose problems, administer our site and solve problems.

Other information – to maintain your account and the products or services purchased and subscribed to, to have an accurate record of any queries in the event of a dispute and to identify certain features that may help us optimize and improve our products and services.

3. Data processing objectives

When you access or use our Services, we need to collect, use and otherwise process your information as set out in this Policy. We are committed to your privacy and follow some fundamental principles when processing personal data:

1. We strive to collect only the minimum personal data we need to provide any Services to you.

2. Our goal is full transparency about how we use your information to fulfill legal or other lawful purposes and respect your privacy.

3. We make sure that we only use your information for the purposes for which you have given us permission. 

We have a number of legal bases for using your information, as set out in this Policy:

  • Contract – the use of your information is necessary to fulfill any contractual obligations in order to provide any Services to you or to administer any Contests you enter;
  • Legal obligations – our use of your personal information is necessary to comply with a legal obligation, a court order or to exercise or defend legal claims. For example, if we are required to disclose your personal information to regulatory bodies or law enforcement authorities; or to use your personal information for tax calculations.
  • Our legitimate interests – necessary for the purposes of our legitimate interests, such as:
  • manage, grow, develop and deliver our services;
  • detect and prevent fraudulent activities;
  • increase the security of our network and information systems;
  • better understand how people interact with our site;
  • determine the effectiveness of our advertising and promotional campaigns; and
  • enhance, modify, personalize or otherwise improve our services and communications
  • for the benefit of our customers.
  • Consent – we rely on your consent to use your personal information to send you marketing information (such as our newsletters and promotional offers) by e-mail, SMS or telephone. You can withdraw your consent at any time by updating your personal information/settings in your user profile in our customer area, by using our Unsubscribe option in relation to email subscriptions, or by contacting us at privacidade@dolisys.com.

4. Cookies, beacons, tags, pixels

We use Cookies to collect some of the information set out in this Policy. A cookie is a small piece of data sent from a website and stored in your web browser on your computer, smartphone or other portable device while you are browsing a website.

Our website uses cookies to identify you. Cookies can store your account identifier, order status, personalization or site tracking. They may also be used for technical purposes, such as monitoring your current shopping session and allowing you to proceed to checkout and pay for the order accordingly, or to save information that has already been entered (language options and your region), so that we can offer you relevant and improved services, products and other communications that are more personalized and tailored to you. Cookies also allow us to fulfill our contractual obligations with third parties and partners if you have made a purchase on our site by following a link from them.

Our website includes marketing cookies and remarketing pixels provided by third parties. This allows these parties to collect the information that you visited our Site and were interested in certain offers. We also use beacons, tags, click tracking codes and scripts to analyze user trends and movements on the Site, to collect information about the user base as a whole and how we can improve our service and Site, to provide advertising based on activities and interests and to measure advertising effectiveness. As a result, we may display targeted or interest-based offers to you based on the products you currently own or have recently viewed and provide other communications more relevant to you and your interests outside of our Site on other websites.

You can manage your preferences in relation to Cookies by modifying your browser settings or by using the designated pop-up tool on our website. 

You can also change your cookie preferences directly from your browser. Please note that if you simply disable all of our cookies or cookies in general in your browser settings, you may find that certain sections or features of our Site will not work because your browser may prevent us from setting functionally required cookies from the Site.

5. How we share your personal information and who we share it with

All personal information collected by DoliSys is treated as confidential. We disclose all or part of your data in the limited circumstances described below and with appropriate safeguards over your privacy:

  • If we are required to do so by law – we will disclose information about you in response to a subpoena, court order or other lawful governmental request.
  • With our collaborators, employees and independent contractors – business partners, external consultants, auditors, collaborators or other third parties, some of our employees and individuals who are our independent contractors who need to know the information in order to help us provide our services or process the information on our behalf and also for administrative purposes, tax collection and all other purposes related to the management of your account. We require everyone to comply strictly with this Privacy Policy.
  • To protect rights and property – We will share personal and account information with companies, organizations or individuals when we have a good faith belief that access, use, preservation or disclosure of the information is necessary to comply with any applicable law, comply with regulation, legal process or enforceable request; to enforce or apply our Terms of Service and other agreements; to investigate potential violations; to protect against harm to the rights, property or safety of MentorSiG, our users or the public as required or permitted by law. To the extent that we are legally permitted to do so, we will take all reasonable steps to notify you if we are required to provide your personal information to a third party as part of a legal process.
  • Business Transfers – In connection with any merger, sale of company assets, or acquisition of all or a portion of our business by another company, or in the unlikely event that DoliSys goes out of business or enters bankruptcy, user information would likely be one of the assets that is transferred or acquired by a third party. If any of these events occur, we will take all reasonable steps to notify you and this Privacy Policy will continue to apply to your information and the party receiving your information shall continue to use your information, but only in accordance with this Privacy Policy.
  • With your consent – with your explicit consent or at your direction, we may share and disclose the information you authorize us to third parties. We will not, however, sell, rent, share or otherwise disclose personally identifiable information for commercial purposes in any way that is contrary to the commitments made in this Privacy Policy. We will take all reasonable steps to notify you when and what information may go to third parties and you will be able to choose whether or not to share it.

6. Security measures

We use Secure Sockets Layer (SSL) software to encrypt the information you enter on our Site in order to protect your security during transmission to and from our Site. When storing information, we protect its security by encrypting and pseudonymizing critical data. When we process credit card information and payments, the credit card is subject to tokenization and strict security measures.

We maintain physical, electronic and procedural safeguards regarding the collection, storage and disclosure of customers’ personally identifiable information. Our security procedures require that, in some cases, we ask for proof of identity before disclosing personal information to you.

To protect against unauthorized access to your account and information, we have implemented session management, login expiration mechanisms. As an additional security measure, make sure you log out of your account on your computer.

Although we take all these measures to maintain the security of your personal information, please note that no transmission over the Internet can be guaranteed to be secure. Consequently, please note that we cannot fully guarantee the security of any personal information you transfer to us over the Internet.

7. Information collected and used :

Your customer information (e-mail address, password for your customer account and possibly company name, contact name and surname, address, zip code, country and VAT number) is stored after you enter your registration. This information allows us to charge you for the service if you opt for the paid offer.

When you subscribe to or purchase our services and products, we also store the following information: Your SEPA mandate, if you have opted for SEPA payment, the last 4 digits of your card, if you have opted for card payment. The full details of your credit card, which are required for payment by card, are not stored by us, but at our payment provider Stripe (world leader in online payments). We have no knowledge of this, each sample goes through an order that we send to this supplier. When you fill in your bank details, they are sent directly to Stripe and are therefore not stored on our servers.

You have the option to request the deletion of your account and the above information at any time.

7.1 Subcontractor :

DoliSys has the following subcontractors and services:

Our cloud server provider is OVH. We opted for the  servers, which are hosted in Europe. No DoliSys customer information is communicated to this subcontractor, which only supplies the hardware and network layer, with installation and operation being carried out directly by us. 

The online payment service  Stripe or Paypal is used to guarantee regular payment of your subscription or order. We do not provide your credit card details because they are sent when you fill in your bank details, they are sent directly to Stripe or Paypal when you enter the number to make the payment (we still recover the last 4 digits, which allows us to identify / analyze payment problems).

8. Use of ERP & CRM systems

When you use ERP & CRM software, you store information and become a “data collector”. Therefore, if you are in Europe or store information about European entities, you must comply with the GDPR rules.

When you use ERP & CRM software, you store information and become a “data collector”. Therefore, if you are in Europe or store information about European entities, you must comply with the GDPR rules.

It’s not the software that makes you comply with the GDPR or not, but the use you make of it and the documentation of your processes that you have made. Some software you use, you need:

  • Describe the information you store with the software, how it is collected and what you do with it.
  • Allow those involved in the storage of personal data to request the deletion of your data if you no longer need it.
  • If you provide the data you collect / store to subcontractors, inform them of the nature of this data and to whom it is communicated.
  • Define and publish a GDPR reference contact.
  • Communicate if you become aware of data theft or unwanted intrusion into your software.

9. Retention periods

The information collected on our website will only be retained for as long as necessary to fulfill the purpose for which it was collected. In general, we will automatically delete your user area account information 2 years after you no longer have any active services with us. As we offer a service to customers all over the world and need to comply with regulations worldwide regarding the retention of personal information relating to contractual agreements, the provision of services, finances, invoicing, billing operations and tax calculations, a versioned copy of your contact, payment and billing personal data associated with your previous invoices is stored for a period of 10 years after the deactivation of an account. Your personal data is automatically deleted by our systems in accordance with these retention periods.

10. Your rights

By visiting the My Details page in your user area, you can access, correct, change and delete certain personal information associated with your account. If you need further assistance, you can contact us using the details in the “Further questions and contacts” section of this policy to request the following:

  • confirm whether or not your personal data is being processed;
  • provide you with more details on how we process your personal data;
  • provide you with a copy of any data we hold about you;
  • withdraw your consent to the use of your personal information, when we rely on your consent as a legal basis to justify the use of your personal data;
  • consider any valid objection to the processing of your personal information (including the right to object to processing on grounds relating to your particular situation, where we rely on our legitimate interests as the legal basis for processing);
  • request to update or delete personal data we hold about you;
  • restrict the way we process your personal data;
  • consider any valid request to transfer your personal data to a third party service provider (data portability); and
  • let’s consider all these requests. However, certain personal information may be exempt from these requests in certain circumstances, which include the need to maintain the processing of information for our legitimate interests or to comply with a legal obligation. If such an exception applies, we will notify you when we respond to your request. Please note that we may ask you to provide us with the necessary information to confirm your identity before responding.

11. Age restrictions

In accordance with the DoliSys Terms of Service, we do not sell products or provide services to persons under the age of 18. If you are under 13, you are not permitted to use the Site and should ask your parent or guardian to use the Site instead.

12. Changes to the Privacy Policy

We reserve the right to modify this Privacy Policy at any time. If we decide to change our Privacy Policy, we will post updates to this Privacy Policy here and anywhere else we deem appropriate so that you are aware of what information we collect, how we use it and under what circumstances, if any, we disclose it.

If we make material changes to this Policy, we will notify you here, by email or by means of a notice through our Site at least ten (10) calendar days before the changes take effect.

13. Other questions and contacts

If you have any questions regarding this Privacy Policy, if you wish to exercise any of your rights in relation to your personal information, or if you wish to object to the collection or processing of your data by MentorSIG, in whole or in part, please contact us at gdpr@dolisys.com or our Data Protection Officer, who can be contacted at privacidade@dolisys.com.