Personal data processed by us
XOIP processes your personal data because you use our services and/or because you provide these data to us. Depending on the services and functionalities that you use, we may process the following personal data:
- Company name
- Contact Email address
- Contact Phone number
- Postal code
- Gender (in order to know how we may address you)
- VAT number
- Chamber of commerce number
- IBAN/BIC number
We may also process:
- Other personal data that you actively provide, for example via our website in correspondence or by email or phone
- Data about your activity on our website
Special and/or sensitive personal data
Our website and service offering is not intended for processing special categories of personal data such as data regarding political preferences or data of website visitors who are minors without parental consent. If you find that we have collected such special or sensitive personal data please contact us via [email protected], so we can promptly take measures to delete the information.
Purpose and legal basis for the processing of personal data
XOIP processes your personal data for one or more of the following purposes. This is partly dependent on the services you use.
- to process your order and to register your XOIP account
- to call or email you when necessary for the provision of our services
- to provide technical support on our services
- to respond to your questions via email, telephone or social media
- to handle your payment
- to inform you about changes to our services and products
XOIP processes your personal data on the legal basis that:
- consent was given by the person concerned. As a data subject you are entitled at all times to withdraw the consent given for processing your personal data.
- the processing is necessary for the execution of an agreement.
XOIP does not make decisions based on automated processing about matters that may have a significant effect on persons. This refers to decisions that are solely made by computer programs- or systems, without human interference, e.g. where a XOIP employee handles a customer matter.
Storage of personal data
Your data will not be stored in our systems for longer than necessary. XOIP uses your data as long as it is necessary to deliver the service you have requested. Upon termination of the XOIP Service Contract we will delete or anonymise the personal data that we have received from you and that we have in our possession in such a way that they can no longer be used and are rendered inaccessible.
XOIP reserves the right to close accounts that have not been actively used for a period of two (2) years. Financial data, more specifically information on the transactions you perform, is stored according to the fiscal term of seven (7) years and subsequently destroyed.
Sharing of personal data with third parties
XOIP will only share personal data with third parties if this is necessary for the execution of an agreement in the context of the XOIP services or to comply with legal obligations.
Cookies and comparable technologies
XOIP only uses technical / functional cookies and analytical cookies that do not breach your privacy. Cookies are small text files that are stored on your device when you visit a website. The cookies on this site track our visitor statistics and may for instance store your preferences, so that we can always optimize the website and improve user experience. Any tracking services we deploy (such as Google analytics) are anonymizing your IP address. You can change the settings of your internet browser if you no longer want it to store cookie files. You can manually delete the cookies placed on your PC, tablet or mobile phone by deleting your browser history within your browser settings.
Data access, correction and deletion
You have a right to access your personal data, to correct your personal data or to delete your personal data. In addition, you have the right to withdraw your permission for data processing or to object to the processing by us and you have a right to data portability. This means that you can send us a request to provide the personal data in our computer files to you or to a third party organization designated by you. You can send a request for access, correction, deletion or data transfer to [email protected].
To make sure that we are not divulging personal data without proper authorization we will enquire about your identity as soon as we have received a written request from you. You can also provide us with a copy of your ID when you file your request, in which case we ask you to take appropriate measures to protect your data in accordance with the guidance provided by the State of the Netherlands
Your request will be dealt with promptly, within a maximum of four (4) weeks. We also draw your attention to the possibility of submitting a complaint about the processing of your personal information to the Dutch Data Protection Authority here.
XOIP takes the protection of your data seriously and takes appropriate measures to prevent abuse, loss, unauthorized access, publication and modification. We employ our best efforts to maintain full reliability, accuracy and completeness of all personal data on our platform. Although we cannot guarantee against any loss, misuse or unauthorized disclosure, alteration or destruction of data we do take reasonable steps to prevent this from happening. If you have the impression that your data have not been adequately protected or if there are indications of abuse, please contact our customer service via [email protected].
XOIP has implemented security measures to protect your personal data. Our servers and data bases are protected by industry standard security technology. We make use of TLS (Transport Layer Security) as a successor of SSL (Secure Sockets Layer) which are protocols for establishing authenticated and encrypted links between networked computers.
Do you want to know more?
Email: [email protected]
Postal address: Maanderpoort 41, 6711 AC Ede
This policy was last updated in Jun 2021.