Confidentiality policy

Version updated on July 23, 2024

Within this data protection policy, you will find information on how we use the personal data we collect on the site. https://www.prospilot.com/ :

What data is used?
For what?
By whom?
How long are they kept?
What are the rights of the people to whom they belong?

The processing of personal data is governed by rules defined in the regulations applicable to the protection of personal data:

European Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, known as the General Data Protection Regulation (the “GDPR”) and
Law No. 78-17 of January 6, 1978 (the “Data Protection Act”) in its amended version

Prospilot is committed to complying with these regulations. To do this, Prospilot sets up procedures and measures to protect your personal data.

This privacy policy is purely informative and does not create any obligation beyond what is provided for by the applicable regulations, or by our contractual conditions.

I. Who processes your data?

https://www.prospilot.com/ is published by Prospilot, a simplified joint stock company, with its head office at 193 rue Naujac 33000 Bordeaux and registered with the Bordeaux Trade and Companies Register under the number 843 650 672.

Prospilot processes your data in the capacity of data controller.

This means that Prospilot decides why it processes your data and the means it uses to do so. It gives precise instructions to any service providers who process your personal data on its behalf and ensures that they comply with the rules relating to the protection of personal data.

II. How do you contact us?

For any request relating to your personal data, you can contact us at the following email address: sales@prospilot.com or at the following postal address:

Prospilot

For the attention of Mr. Edouard De Blignières

26 rue Fondaudège

33000 Bordeaux

III. How do we process your personal data?

A. To manage your appointments

When you make an appointment via the site https://www.prospilot.com/, we process your data to allow us to manage this appointment and to give it a favorable response. These treatments are necessary for the execution of pre-contractual measures. More specifically, we process your personal data in order to:

Organize the agendas of the people concerned
Preparing for the appointment
Send you notifications about upcoming appointments
Follow up on your requests
Develop statistics and improve our services.

What data is processed?

This is the data that you fill in and attach when making an appointment.

For this, Prospilot uses the following data:

Identification data (name, first name, email address, telephone number)
The date and time of the requests you send us
If applicable, the information you will have given us on your request to make an appointment (subject of your request, description of your situation, expectations, needs, etc.)

It is specified that Prospilot collects identification data on a mandatory basis, insofar as they are necessary to process the appointment. On the other hand, anyone remains free to communicate other data, especially in the free field left to specify or contextualize your request to make an appointment.

Who has access to your data?

Within the limits of their respective needs, the recipients of all or part of the data are:
Prospilot's internal services in charge of processing your appointment requests (i.e. Prospilot's sales teams)
Prospilot service providers and partners who are in charge of:
- customer relationship management
- hosting data in the cloud
- the provision of marketing tools
- the security of the Prospilot application and services
- of the provision of the Calendly appointment platform
- of the supply of our office automation tools
- data analysis for statistical purposes on behalf of Prospilot and in order to improve services
Consultants, lawyers, accountants and other professionals supporting Prospilot in the conduct of its business
As well as anyone who is legally authorized to have access to the data.

How long do we keep your data?

This data is kept for the duration of processing your request to make an appointment or, if applicable, until the end of our commercial relationship.

Unless you object, we will keep your email address for 3 years from when it was collected or the last contact from you.

In addition, at the end of these periods, Prospilot keeps the data necessary for the processing of disputes or for compliance with a legal obligation. They are then archived for a period not exceeding the time necessary for the purposes for which they are kept, in accordance with the provisions in force (in particular but not exclusively those provided for by the Commercial Code, the Civil Code and the Consumer Code). They are then anonymized or deleted.

B. To manage contact requests

Prospilot processes your data in its legitimate interest to respond to requests you send to it and in particular to provide information about our services.

What data is processed?

The data processed are:

Your identification data (name, first name, email address, telephone number)
The subject, content, date and time of the requests you send us and of our subsequent correspondence

Who has access to your data?

The recipients of the data are:

Prospilot's internal services in charge of processing contact requests
Prospilot service providers and partners who are in charge of:
- customer relationship management
- hosting data in the cloud
- the provision of marketing tools
- the security of the Prospilot platform
- of the supply of our office automation tools
Consultants, lawyers, accountants and other professionals supporting Prospilot in the conduct of its business
As well as anyone legally authorized to have access to the data

How long do we keep your data?

Your data relating to contact requests are kept for the time necessary to process your request or, where applicable, until the end of our commercial relationship.

C. To manage prospects

Prospilot processes your data in its legitimate interest to send you commercial offers and optimize its prospecting campaigns. You can unsubscribe from receiving the commercial prospecting email at any time by clicking on the unsubscribe link entitled “unsubscribe” available in the prospecting email or by sending an email to the following address: sales@prospilot.com.

What data is processed?

Your identification data (name, first name)
Your data related to your professional activity (position held, professional email address, URL address of your Linkedin profile, URL address of your company's website)
Data relating to the follow-up of commercial prospecting (email exchanges with you, confirmation that the email sent was opened)

This data is collected directly from you after a first appointment or indirectly through scrapping tools and algorithmic solutions based on data about you that are publicly available.

Who has access to your data?

The recipients of the data are:

Our internal teams (marketing, digital and commercial), always with the aim of carrying out our own commercial prospecting operations
Our service providers in charge of enriching our prospect databases, sending prospecting emails, managing our prospect databases and sending prospecting emails
Our office automation tools (prospect databases, messaging)
For the conduct of our business, our consultants, lawyers, accountants and any other professional accompanying us for this purpose as well as any person legally authorized to have access to the data.

How long do we keep your data?

For the processing of your data described above for the purposes of our own commercial prospecting, we keep your personal data in an active database for a period of 3 years from their collection or from our last contact (which may be your response to one of our emails, your request for documentation or even your click on a hypertext link in our prospecting email).

In the event of opposition to commercial prospecting, we remove your data from our contact lists so that you are no longer solicited.

However, in accordance with the recommendations of the CNIL on the subject and for the purposes of managing the exercise of your right of opposition, we keep track of your data on a so-called opposition list for a period of 3 years from the exercise of your right.

In addition, data that makes it possible to establish proof of a right or a contract, or stored in order to comply with a legal obligation, is the subject of an intermediate archiving policy. This is particularly the case for data relating to your requests to exercise rights (access, rectification, opposition, deletion, limitation, portability). The duration of intermediate archiving is the period of legal prescription or legal obligation incumbent on us (in accordance with applicable texts such as the commercial code, the civil code and the consumer code). They are then anonymized or deleted.

D. To administer the website

Prospilot processes your data in its legitimate interest to:

Make your website work
Manage incidents, anomalies in order to ensure the proper functioning of services
Protect your website against viruses, computer hacks, etc.

What data is processed?

Prospilot processes your data, based on your consent, to:

Develop statistics on navigation on its website and the use of the services it provides in order to better understand your needs, if you have not opposed it.

The data collected in this context are cookies. For example, this is the connection data of your device (IP address, dates and times of access to the Prospilot website) and crash data. The details of the cookies used are provided in the cookie policy.

How long do we keep your data?

Cookies are kept for a maximum of 13 months following the deposit of the cookie.

IV. How long do we keep your data?

Each of your data is kept for the duration specified above in the section dedicated to it. However, data that makes it possible to establish proof of a right or a contract, or stored in order to comply with a legal obligation, are the subject of an intermediate archiving policy. This is particularly the case for data relating to your requests to exercise rights (access, rectification, opposition, deletion, limitation, portability).

The duration of intermediate archiving the period of legal prescription or its legal obligation (in accordance with applicable texts such as the commercial code, the civil code and the consumer code). They are then anonymized or deleted.

V. Is your data transferred outside the EU?

Your data may be transferred outside the European Union. When this is the case, Prospilot first ensures that the third country has a level of protection deemed adequate by the European Commission.

If the third country does not have an adequate level of protection according to the European Commission, Prospilot endeavors to ensure that its service providers have undertaken to respect the guarantees in accordance with the regulations relating to the protection of personal data, for such transfers (such as European Commission Standard Contractual Clauses, European Commission Standard Contractual Clauses, Binding Corporate Rules (BCR) or any other device recognized by this regulation).

VI. What are your rights?

Your rights are as follows (articles 15 and following of the GDPR):

Obtain confirmation from Prospilot whether or not your personal data is being processed
When they are, access your personal data as well as to several information on the treatments in place (right of access — article 15 of the RGPD)
Have your inaccurate personal data rectified (right to rectification — article 16 of the RGPD)
Have your personal data erased under certain conditions (right to erasure or “to be forgotten” — article 17 of the RGPD)
Obtain the limitation of treatments, in the cases referred to in the regulations (right to limit treatment — article 18 of the RGPD)
Receive your personal data in a structured, commonly used and machine-readable format, and/or ask Prospilot to transmit this data to another data controller, when the processing is based on consent or on the contract and the processing is carried out using automated processes (right to data portability — article 20 of the GDPR)
Oppose the processing of your personal data for legitimate reasons (right to object — article 21.1. of the RGPD)
Oppose the processing of personal data concerning you without having to invoke legitimate reasons (right to oppose prospecting — article 21.2. of the RGPD) — this right is absolute — you can thus request, free of charge and at any time, to stop receiving commercial communications from Prospilot
Not to be the subject of a decision based exclusively on automated processing that produces legal effects concerning you or significantly affects you in a similar way (right not to be the subject of an automated individual decision — article 22 of the RGPD)
Define guidelines for the storage, deletion and communication of your personal data after your death and to modify and revoke them at any time (article 85 of the Data Protection Act). These instructions may be general or specific, it being specified that Prospilot may only be the depositary of specific instructions concerning the data it processes. General instructions can be collected and stored by a trusted digital third party certified by the CNIL.

If you designate a third party to whom your data may be communicated after your death, you undertake to inform this third party of your approach and of the fact that data allowing them to be unambiguously identified will be transmitted to our company and to communicate this Privacy Policy to them.

Whether or not these various rights exist depends in particular on the legal basis of the processing concerned by the request. These rights are not unlimited and, in some cases, Prospilot may refuse your request (for example for compelling legitimate reasons in terms of the right to object, excluding commercial prospecting).

In certain cases, Prospilot may not be in a position to give a positive response to your request and will inform you within the required time and justify it.

VII. How to exercise your rights?

Subject to compliance with the conditions set out in the regulations, you can exercise your rights by writing to the following email address: sales@prospilot.com or to the following postal address:

Prospilot

For the attention of Mr. Edouard De Blignières

26 rue Fondaudège

33000 Bordeaux

In case of reasonable doubt on our part about your identity, we may ask you for additional information or documents in order to verify your identity.

You can also make certain changes to your data from your personal space.

No payment is required to respond to your requests relating to the exercise of the above rights. However, in accordance with article 12 of the RGPD, when requests are clearly unfounded or excessive, in particular because of their repetitive nature, Prospilot may require the payment of reasonable fees that take into account the administrative costs incurred in providing information, proceeding with communications, taking the measures requested or refusing to respond to these requests.

Your request will be processed within one month at the latest, which may be extended by two months, taking into account the complexity of the request. In this case, you will be informed of this extension of time within one month of receiving your request.

In the event of non-compliance with your “Information Technology and Freedoms” rights, you also have the right to file a complaint with the competent supervisory authority, in this case the National Commission for Information Technology and Freedoms, the CNIL. To find out more: The rights to control your personal data | CNIL

VIII. How is your data protected?

Prospilot implements appropriate technical and organizational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss, alteration, dissemination or unauthorized access to this data.

However, Prospilot does not control all the risks associated with the functioning of the Internet and draws your attention to the existence of possible risks inherent in its operation.

Prospilot also controls the way in which its service providers process your personal data, so that they offer sufficient guarantees as to the implementation of appropriate data security measures.

In the event that you identify a security breach affecting the Prospilot site, you agree to provide us with the relevant information on this vulnerability, in a confidential manner.

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