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At Wooclap (hereinafter also “we”), we recognise and highly respect your fundamental rights to privacy and transparent information management. We are strongly committed to protecting your personal data. It is our duty to ensure compliance with various regulations applying to our business, including the EU Regulation 2016/679 (General Data Protection Regulation or “GDPR”) within its present form of OJ L 119, 04.05.2016; cor. OJ L 127 23.5.2018.
Last updated: November 28, 2023
Wooclap provides its customers with a unique application allowing users to give presentations to, and interact with their audience, in a truly efficient way. We need to collect and process personal data to fully satisfy your needs and optimize the way you use our application and website. This Privacy Notice (herein below “Notice”) is to help you understand and describe how we collect, use, and disclose information that we obtain about users of our websites, services, plug-ins, software or other Downloadable Tools (all of which we refer to as the “Platform”).
This Notice describes the following:
This Notice is effective as of December 26, 2022 and was last revised on December 26, 2022.
Wooclap is mostly intended for educational purposes. Within this context, Wooclap’s applications may be used in schools, institutes or other organisations serving educational and recreational purposes, by children under the age of 16. We understand the importance of protecting children’s privacy and recognize the need to be transparent and clear towards children with regard to how we use their personal data. In this regard, we are committed to taking appropriate measures to protect children’s privacy as appropriate.
Please note that the following data protection authorities provide useful guidance and tips to parents, children and the teaching staff on children’s privacy while using the internet at:
For the purpose of our Privacy Notice, the following definitions apply:
Wooclap collects your personal information in various ways:
You provide us directly with personal information when you create an account on the Wooclap platform. In order to successfully create an account and access our application and other features in a secure and confidential manner under your full control, you are required to provide us with certain types of information.
If you have any complaints or questions, it is possible to contact us through our online contact form. It is necessary for us to collect your personal data in order to answer these inquiries and resolve the issue you have addressed to us (e.g., complaint relating to the functioning of our application or a clarification request about how using the application). It is also possible to contact us through social media, in which case we will collect only the data that are relevant to answer your messages and questions.
If you wish to get information about our latest features, it is possible to subscribe to our newsletters. We will collect personal data directly from you in order to be able to send you our newsletters.
Instead of registering to the Wooclap platform with a new account, it is possible to connect to the platform using your credentials from a third party account (e.g. Facebook, Linkedin, Google + or the account from your university). If you decide to connect your Wooclap account to your pre-existing account from a third party service, we will import personal information from that partner to your Wooclap account. We may also collect personal data about you from publicly available sources and combine it with information that we are automatically collecting from you.
We collect information directly from your use of the platform. We collect information resulting from the events you have created or participated in, but also from your interactions with us through our Chatbox.
In order to help you protect yourself and your information, we encourage you to provide only that information that is necessary for using our Platform. For example, to participate in an event, you may not necessarily need to provide us with a name / email address.
For the processing activities mentioned in this Privacy Notice, Wooclap is the responsible data processor:
Rue des Pères Blancs 4
1040 Etterbeek (Brussels)
VAT: BE 0563.691.645
Any questions or remarks with regard to this Privacy Notice? Feel free to contact us via firstname.lastname@example.org.
Wooclap Users may give us permission to access their information in other services. For example, with your consent, you may link your Wooclap account with your Google, Facebook or LinkedIn account, or other similar service, which allows us to obtain information from those accounts (like your basic profile or contacts). The information we get from those services often depends on your settings or their privacy policies, so be sure to check what those are.
Wooclap collects your personal data for the following purposes:
We will use your information to provide our Platform and services to you; to facilitate interactivity between Wooclap creators and Wooclap participants; to manage your account; to respond to your inquiries; and for other customer service and support purposes. For online subscriptions, we use the payment information you provide to us in order to alert you of past, current, and upcoming charges, to allow us to present the billing history to you on your billing page in the platform, and to perform internal financial processes, such as looking at the status of a credit card charge. In the event of a credit card dispute, we also share account information with your bank to verify the legitimacy of a charge.
We will use your personal data to prevent, detect and solve any technical issues and IT incidents.
We will perform research and analysis about your use of, or interest in, our products, services, or content, or products, services or content offered by others. We do this to help make our products better and to develop new products.
Subject to your opt-out preferences, we may send you emails about new product features or other news about Wooclap or on topics we think would be relevant to you. You may opt out of receiving these communications at any time and at no cost.
Please visit the Opt-out choices section below.
We may process your personal data in order to:
We will use your information to protect our rights and interests as well as the rights and interests of our users and any other person, as well as to enforce this Notice or our Terms of Service.
We may use your information to comply with applicable legal or regulatory obligations, including formal requests from law enforcement or other governmental authorities.
We also may use your information to manage our business or perform functions as otherwise described to you at the time of collection subject to your consent. Please read all online agreements carefully before accepting them.
We rely on the following legal grounds to process your personal information:
We may use your personal information as described in this Notice subject to your consent. To withdraw your consent, please contact us at email@example.com or fill out this simple form. You may also refrain from providing, or withdraw, your consent for cookies. Please visit the Opt-out choices section below for more information on opt-outs.
We may need to collect and use the personal information of Wooclap Users, as applicable, to perform our contractual obligations.
We may use your personal information for our legitimate interests to provide our application and services while ensuring that we process your data securely, as well as with a view to improving our services and the content on our application. We process information on behalf of our customers who have legitimate interests in operating their businesses. We may use technical information as described in this Notice and use personal information for our marketing purposes consistent with our legitimate interests and any choices that we offer or consents that may be required under applicable law.
When you are using our website, we collect personal data you passively provide to us in the form of cookies and other similar technologies. A cookie is a unique text file that a website sends to your browser and is stored on your computer’s hard drive. It is used to store a website user’s configuration and preferences (e.g., language). Cookies further enable us to collect information, such as your browser type and version, your internet service provider, your IP address, the various pages you are visiting on our website or other websites you may have visited. This information is of value to us as we use it to improve your visit and provide you with a personalized experience when you visit our website. Cookies may contain unique identifiers, which may be considered personal data. Cookies comportments and uses are different on Wooclap Website and Wooclap user application.
We use different types of cookies:
These cookies are necessary for a correct functioning of our website and for the use of the services contained therein. In their absence, our website or at least some sections, may not work properly. Therefore these cookies are always used regardless of the users’ preferences. This category of cookies is always sent from our domain. Users may delete these cookies via their browser settings.
These cookies are used to collect information on the use of our website, such as, for instance, the pages visited more frequently. These cookies are sent from our domain or from third party’s domains.
These cookies allow us to help us deliver targeted online adverts based on past visits to our website on various third party websites across the internet.
These cookies are used in relation to the functionalities of the website (e.g. icons of social media networks for sharing of content or for the use of the services provided by third parties). These cookies are sent from our domain or from a third party’s domain.
We do not share your personal information with others except as indicated within this Notice or when we inform you and give you an opportunity to opt out of having your personal information shared.
We use other companies, agents or contractors ("Service Providers") to perform services on our behalf or to assist us with providing services to you. For example, we may engage Service Providers to provide services such as marketing, advertising, communications, infrastructure and IT services, to provide customer service, and to analyze and enhance data (including data about users' interactions with our service). These Service Providers may have access to your personal or other information in order to provide these functions. In addition, some of the information we request may be collected by third party providers on our behalf. We require our Service Providers to agree to take reasonable steps to keep the personal information that we provide to them secure. We do not authorize them to use or disclose your personal information except in connection with providing their services. The data transfers are limited to what is strictly necessary for providing the service, and we pay a great deal of attention to supplementary security measures (legal, technical and organizational) implemented by our Service Providers.
We share data with third parties when the transfer has been authorised directly and explicitly by you, the user.
We may disclose your information to current or future affiliates or subsidiaries for research, marketing, and other purposes consistent with this Privacy Notice.
We may engage in a merger, acquisition, bankruptcy, dissolution, reorganization, or similar transaction or proceeding that involves the transfer of the information described in this Notice. In such transactions, customer information is typically one of the business assets that is transferred or acquired by a third party. If we are acquired by or merged with another company, if we sell or transfer a business unit or assets to another company, in the unlikely event of a bankruptcy proceeding, or as part of any other similar business transfer, you acknowledge that such transfers may occur.
Within the limits of the applicable laws, we share your personal data to authorities, law enforcement and government agencies upon their request in order to prevent criminal activities, meet national security requirements or respect law enforcement injunctions. Such requests will be fulfilled only where we are permitted to do so in accordance with applicable law or regulation.
We may transfer your data to third parties in countries outside the European Economic Area. Such transfer will only occur if:
In order to comply with the provisions set forth by the General Data Protection Regulation (GDPR), we require our subprocessor to have in place a Data Processing Agreement with us. Here is a table summarizing our subprocessors involving personal data transfers as defined in GDPR.
|Ably Real-Time Ltd||Realtime||Europe||https://ably.com/privacy|
|Amazon Web Services Inc||Infrastructure||France||https://aws.amazon.com/compliance/data-privacy/|
|Lunaweb GmbH||CloudConvert presentation rendering||Germany||https://cloudconvert.com/privacy|
|Delighted, LLC||Net Promoter Score (NPS) surveys||United States |
(TIA available upon request)
|Google LLC||Analytics |
(only applicable for the Wooclap website)
|Intercom Inc||Chat support||United States |
(TIA available upon request)
|Mailjet SAS||Authentication & invitation emails||France||https://www.mailjet.com/legal/privacy-policy/|
|Stripe Inc|| Payment processing |
(only applicable for online subscriptions)
|Twilio Inc||SMS Provider||United States |
(TIA available upon request)
|OpenAI Global, LLC||AI provider||United States (TIA available upon request)||https://openai.com/policies/privacy-policy |
Opt-out: in your account settings
Wooclap respects to the fullest extent the rights you have as a data subject. These rights include:
Within the limitations of the applicable law, if you can prove your identity, you have the right to access the personal data Wooclap has on you. This includes confirmation as to whether or not we have any data on you, the purposes for which we process your data, the types of personal data concerned, the recipients to whom your personal data are disclosed and the rights you have under the GDPR.
You have the right to rectify inaccurate, incorrect or outdated personal data we may have on you. Where personal data is incomplete, you have the right to complete it, including by means of providing a supplementary statement.
You have the right to have your personal data erased without undue delay if one of the following conditions applies:
You have the right to obtain from us restriction to processing your personal data if one of the following conditions applies:
You have the right to ask us to send you the personal data you directly provided to us in a structured, commonly used and machine-readable format and transfer it to another data controller.
Within the limits of the applicable law, you have the right to object, at any time and on grounds specifically related to your particular situation, to the processing of your personal data, provided that we process the data concerned based on our legitimate interest. In such cases, we will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or the processing is necessary for the establishment, exercise or defence of legal claims.
Furthermore you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you.
You have the right to withdraw your consent at any time for the processing activities for which we requested your consent. Any processing of your personal data we may have performed before your withdrawal shall remain lawful.
You have the right to lodge a complaint with the competent supervisory authority such as, but not limited to the Belgian Data Protection Authority (formerly known as the Privacy Commission, see https://www.privacycommission.be/).
You can exercise your data subject rights and submit your requests via firstname.lastname@example.org or by filling out this simple form. We will duly address all your privacy related requests. Furthermore, within a period of one month, we will provide you either with a comprehensive answer or with clear reasons why answering to the request may take longer than anticipated.
Wooclap will only retain your personal data for as long as is necessary to fulfill the purpose for which we collected it, and as long as the user account is active (see below). However, we may have to keep your data for longer if we have a legal obligation or a legitimate interest for doing so (e.g., obligation to retain your data in the framework of a criminal investigation or for tax purposes). Wooclap has a data retention policy where inactive accounts are deleted after some time. This retention period can be customised by the Wooclap Client.
We have taken reasonable steps to help protect the personal information we collect such as using SSL encryption everywhere. Unfortunately, no measures can be guaranteed to provide 100% security. Accordingly, we cannot guarantee the security of your information in all circumstances.
You should take steps to protect against unauthorized access to your device and account by, among other things, choosing a robust password that nobody else knows or can easily guess and keeping your log-in and password private. We are not responsible for any lost, stolen, or compromised passwords or for any activity on your account via unauthorized password activity.
We retain the personal data we collect for so long as reasonably necessary to fulfill the purposes for which the data was collected, to perform our contractual and legal obligations, and for any applicable statute of limitations periods for the purposes of bringing and defending claims.
Finally, if you have any questions about Wooclap's products security or if you discover any vulnerabilities, you can contact the Wooclap Security team directly at email@example.com. We will do our best to provide you an answer or the asked update as soon as possible.
Our Platform may contain links to third-party websites and applications. Subject to your opt-out preferences (see Your Opt-out Choices), we may also use third-party advertisers, ad networks, and other advertising, marketing, and promotional companies, to serve advertisements on our websites. Any access to and use of such linked websites and applications is not governed by this Notice but instead is governed by the Privacy Notices of those third parties. We do not endorse these parties, their content, or any products and services they offer, and we are not responsible for the information practices of such third-party websites or applications.
Our platform adheres to the GÉANT Data Protection Code of Conduct as outlined here: https://geant3plus.archive.geant.net/Pages/uri/V1.html.
This Notice is current as of Effective Date set forth above. We may change this Notice from time to time, and if we do we’ll post any changes, including any material changes, on this page, so please be sure to check back periodically. If you continue to use Wooclap after those changes are in effect, you agree to the revised Notice.
Any notices must be sent to Wooclap in English at firstname.lastname@example.org. A printed version of this agreement and any warning mention delivered in electronic form will be accepted in any legal or administrative procedure resulting from, or related to this agreement, in the same way and under the same conditions as other documents and trade registers created and stored in written form.