1. Introduction
This privacy statement describes how Babbels, a trade name of Klout BV, handles your personal data. We attach great importance to your privacy and ensure that the processing of personal data is in accordance with the applicable laws and regulations, including the General Data Protection Regulation (GDPR).
2. Definitions
In this privacy statement, the following terms have the meanings defined below:
- Babbles: The name under which Klout BV, established in Middelburg and registered with the Chamber of Commerce under number 87452782, offers its WhatsApp integration services within Microsoft Teams. Babbels is a trade name of Klout BV
- Klout: Klout develops customized solutions focused on the Microsoft 365 platform.
- User: Any natural person or legal entity that uses the Babbels service. This includes both the customer—the legal entity purchasing the Service—as well as the employees or other persons designated by the Customer who access and use the Service on behalf of the Customer.
- Customer: The legal entity that has entered into an agreement with Babbels to use the service. This agreement is only entered into with the customer and not with individual users within the customer's organization. The customer is responsible for the management and compliance with the terms of use by all users within its organization and ensures the correct use of the service by these users. The customer remains liable at all times for the use of the service by the users within its organization.
3. Collection of personal data
3.1. Babbels collects personal data that are necessary for the provision of our services. This data is provided by the user during registration and use of our services. Please consult our Processor Agreement for more details about the processing of personal data.
3.2. Personal data that we collect may include: company name, Microsoft Tenant ID, first name, last name, email address, phone number for the operation of our WhatsApp integration.
3.3. We also collect technical data from visitors to our website, such as the IP address, date and time of the visit, the type of browser used, and the pages visited. This data is used for website management and to optimize our services.
4. Purposes of data processing
4.1. The personal data will only be used for the provision of our services, such as sending and receiving WhatsApp messages via Microsoft Teams.
4.2. We also use your information to inform you about changes to our services, to provide customer service, for analytical purposes to improve our services, and to prevent abuse of our services.
4.3. Your information may be used to send you an update with information about improvements to Babbels. If you do not wish to receive communications, you can unsubscribe at any time.
5. Basis for data processing
5.1. Babbels processes personal data on the basis of the following principles:
- User consent.
- Execution of an agreement.
- Legal obligation.
- Legitimate interest, such as improving our services and ensuring their security. The processing of personal data is always proportionate and limited to what is necessary for the performance of the services and compliance with the relevant principles.
5.2. It is strictly prohibited to use Babbels services for illegal purposes, activities that are harmful to others, or to disrupt Babbels services. Abuse may lead to immediate termination of the agreement and possible legal action.
6. Sharing data with third parties
6.1. By using Babbels, you explicitly consent to the sharing of your personal data with third parties if this is necessary for the provision of our services. This includes, among other things, sharing data with Microsoft for the integration with Microsoft Teams and with Meta for the use of WhatsApp. If you wish to withdraw this consent later, this can be done without affecting the lawfulness of the processing that took place before the withdrawal. Your data will only be shared with third parties in accordance with applicable law. Please refer to our Processor Agreement for more details about the processing of personal data.
6.2. Your data will only be shared with third parties with your prior consent or when this is required by law.
6.3. Babbels will take appropriate measures to ensure that these third parties process the data in accordance with applicable laws and regulations. A list of sub-processors, including the specific services they provide, is available on our website for greater transparency: https://babbels.app/subprocessors.
7. Retention period
7.1. Babbels will not retain your personal data for longer than is necessary for the purposes for which they were collected, unless a longer retention period is required based on legal obligations or legitimate interests. The specific retention periods depend on the nature of the data and the purpose of the processing.
7.2. Personal data that are no longer necessary for the performance of the services or compliance with a legal obligation will be deleted or anonymized in a secure manner so that they can no longer be traced back to an individual.
7.3. In some cases, we may retain personal data for longer, for example to handle legal proceedings or to comply with tax and administrative obligations. In such cases, the data will only be retained for the period that is strictly necessary.
7.4. If you use our services, you will be informed of the retention period for specific data, if applicable. You have the right to request us to delete the data once the retention period has expired or when the data is no longer necessary for the purposes for which it was collected.
8. User rights
8.1. Users have the right to access, rectify, restrict, port, erase their personal data, and the right to object to the processing.
8.2 If you wish to exercise your rights, you can contact us via info@klout.nl. We aim to respond to your request within one month. Please consult our step-by-step plan for a structured approach to your request.
8.3. You also have the right to file a complaint with the Dutch Data Protection Authority if you believe that we are processing your data unlawfully.
9. Data security
9.1. Babbels takes appropriate technical and organizational measures to protect your personal data against loss or any form of unlawful processing. This includes:
- Encryption: Converting data into a code to prevent unauthorized access.
- Pseudonymization: Replacing identifiable data with artificial identifiers so that the data cannot be directly linked to an individual.
- Firewalls: Software and hardware that blocks unauthorized access to our network.
- Regular audits: Periodic checks to ensure that security measures are effective.
9.2. We use physical and technical security measures, such as the use of secure servers and access controls, to ensure that only authorized employees have access to your data.
9.3. Data is processed within the European Economic Area (EEA). If data is transferred outside the EEA, appropriate measures are taken to ensure an adequate level of protection, such as the use of standard contractual clauses. These clauses have been approved by the European Commission to ensure the protection of personal data in the event of international transfers.
9.4 Although Babbels is not currently certified for ISO 27001 or NEN 7510, we comply with the guidelines of these standards to ensure that our security measures meet the highest standards. We are actively working towards these certifications and expect to achieve them within the next 12 months, so that we can further strengthen our commitment to information security.
9.5. Misuse of our Services, such as attempting to circumvent security measures, will result in appropriate legal action up to and including termination of your access to our Services.
10. Incidents and data breaches
10.1. In the event of a data breach, Babbels will inform the data subjects and the relevant authorities without delay, including details of the nature of the breach, the data affected and the measures taken to prevent further damage. Notifications to the data subjects will be made within 72 hours of discovery of the data breach.
10.2. We will take appropriate measures to limit the impact of an incident and prevent future incidents. This includes, among other things, immediately blocking access, performing a full security analysis, and adjusting security measures if necessary. A detailed incident management plan is available and will be followed for each security incident.
11. Cookies and tracking
11.1. Our website uses cookies and similar technologies to gain insight into how users use our website and to improve our services.
11.2. Cookies are small text files that are placed on your device when you visit our website. We use both functional cookies to ensure the functioning of the website, and analytical cookies to gain insight into the use of our website.
11.3. Third parties, such as Google Analytics, may also use cookies for analytical purposes. You can manage and disable cookies via your browser settings. For more information, please consult our cookie policy.
11.4. Unauthorized access to and misuse of cookies and tracking information is prohibited. We reserve the right to take appropriate legal action for violations of these terms.
12. Cookie Policy
The Cookie Policy supplements this Privacy Statement and describes what cookies we use, why we use them, and how you can manage your cookie preferences. You can read our full Cookie Policy at babbels.app/cookies.
13. Processor Agreement
13.1. Babbels has a processor agreement with all third parties that process personal data on our behalf, in which the obligations with regard to data protection are laid down. For more details, you can consult the processor agreement.
14. Changes to this privacy statement
14.1. Babbels reserves the right to change this privacy statement at any time. Changes will be communicated via our website or by email.
15. Contact information
If you have any questions about this privacy statement, please contact Klout BV via info@klout.nl.
16. Your rights and requests
16.1. You have the right to request access, correction, deletion or restriction of the processing of your personal data. You also have the right to object to the processing and to transfer your data to another organization.
16.2. Requests can be submitted in writing to our contact address or via info@klout.nlWe aim to respond to your request within four weeks.
16.3. Step-by-step plan for submitting a request:
- Step 1: Submit your request in writing via info@klout.nl or by post to our contact address.
- Step 2: Clearly state which right you wish to exercise (e.g. access, correction, deletion).
- Step 3: We will confirm receipt of your request and will ask for additional information if necessary.
- Step 4: We aim to respond to your request within one month.
17. Contact
If you have any questions about this privacy statement, please contact Babbels via info@klout.nl. You can also reach us on telephone number +31 85 0 084 084 for direct support.