The information and personal data we collect
SimpledCard collects various information, including personal data, that you provide directly to us. If necessary, we process your data to provide you with the SimpledCard services you have requested or if we have a legitimate interest to do so.
For example, we may have a legitimate interest in processing your data to comply with legal provisions that also ensure the secure use of SimpledCard services for our Customers (including regulations to combat money laundering and terrorist financing).
Without your information, we cannot provide you with the SimpledCard services you have requested or you may be limited in your use of the SimpledCard services. Whenever we request information, in particular personal data, from you, we immediately set out the purpose of doing so to give you a quick and easy understanding of the reason for the request.
All detailed information on third-party processors, retention periods and data protection standards is available in this Privacy Statement or can be obtained by contacting us at dataprivacy@simpeldcard.com.
1. Data you provide to us
SimpledCard collects your data through:
The website
- Demo requests
- Contact request
- Newsletter subscription
- Requesting case studies and white papers
- Applications
SimpledCard's web and mobile application
- Company account registration via the online registration form and management of your account details
- The SimpledCard services you use (such as the Card Management System: creating new users, activating payment cards for users, uploading receipts and expenses, downloading reports, etc.).
- Support requests or questions you submit to our customer service via our integrated chat in the SimpledCard application (such as implementation and support forms, user data or payment details)
Telephone and e-mail
- Support requests or queries you submit to our customer service team via e-mail or by phone
Data from and about you. The types of data we collect depend on 1) the SimpledCard services you use and your manager's rights and obligations within the SimpledCard services, and 2) your business function within the company that is the SimpledCard customer. The types of data we collect from you may include the following;
- Name
- Email address
- Phone/mobile number
- Login details and password
- Company/employer details (such as address, type of business, number of employees)
- Copy of identity document/passport
- Nationality
- Date of birth
Optional information (your ‘Profile Information’):
- Gender
- Function
- Employee number
- Reference data
By using the SimpledCard services, you may upload or enter various types of data, including without limitation: receipt photos, payment descriptions and transaction details, as well as user and company data. If you use SimpledCard's web or mobile application, we collect and process the content you submit for the benefit of the Customer (your employer, company or organisation).
As described in this Privacy Statement and in our Services Agreement, our Customers (and not SimpledCard) are responsible for the secure and proper use of the SimpledCard Services, including accessing and modifying, deleting, sharing and preserving content. For example, a SimpledCard user may grant or revoke access to the Services, add or change descriptions of transactions, approve or disapprove reasons for transactions or export transaction data.
Third-party information. If you choose to invite new users to the SimpledCard services, we will ask you for that person's contact details (including their name, phone number and email address) and automatically send that person an invitation by email. SimpledCard stores the information you provide to send the invitation and to register the new user account.
Data we collect automatically
When you use our SimpledCard services, we automatically collect certain information as described in this section.
Transaction and user data: When using SimpledCard payment cards, all data with concerning the user and charges (card status, vendor, amount, card number, cardholder name, transaction date) are automatically processed and listed in SimpledCard's web and mobile application. The data are stored in control and application log files for the purpose of error analysis, data backup and legal purposes.
Duration of website visit: When you visit our website, we track the duration of your visit and how long you stay on a particular page of the website. We use this data for our marketing analytics to track the success of our website content. This information is collected through cookies.
Email address recognition for login: When you login to our web and mobile application, we remember your e-mail address used as username/login data. This information is stored by means of cookies.
Use of web and mobile application: Within the web and mobile application, we track user behaviour on an anonymised basis. This includes the frequency with which buttons are used and the passage of time within the application. The data is anonymised by aggregating the data of all users of a given SimpledCard customer. We use this data to perform analyses and improve SimpledCard services.
Cookies and similar technology
To collect the data referred to in the section “Data we collect automatically”, we and our service providers use web server log files, cookies, tracking pixels, Google Analytics and other similar tracking technologies. A web server log file is a file in which website activities are stored.
A cookie is a small text file placed on your computer or mobile device when you visit the Website, and allows us to: (I) recognise your computer and login session; (ii) understand which pages of the Services you have visited; (iii) perform analytics; and (iv) support security and administrative functions.
Tracking pixels are small electronic tags with a unique identification number embedded in emails and designed to provide usage data, such as email open rates.
Google Analytics is a web analytics service that provides us with insights into your behaviour and needs and opportunities to improve the SimpledCard services. When we use additional technologies, we may also collect data through other methods.
It should be noted that you can change your settings to receive a notification when a cookie is set or updated, or to block cookies altogether. Consult the Help section of your browser (e.g. Internet Explorer, Google Chrome, Mozilla Firefox or Apple Safari) for more information.
How we use your data
We use your data (as described in this Privacy Statement) for different purposes, depending on the type of information we have collected from and about you and the specific SimpledCard services you use, to:
- Provide the use of SimpledCard services.
- Comply with anti-money laundering and terrorist financing regulations and other guidelines required to provide SimpledCard services.
- Responding to your request for information (e.g. brochure, white paper) and providing you with customer service.
- Provide you with service notifications via e-mail and within the SimpledCard services.
- Give us a better understanding of your interests and needs, and improve SimpledCard services.
- Protect our SimpledCard services and our users.
- Understand and solve reported technical and other problems.
How we share your data
SimpledCard shares your data in the following ways:
Affiliates and subsidiaries: We may share any data we collect within SimpledCard's group of companies.
External processors: We may provide access to or share your data with selected third parties who perform services on our behalf. These third-party processors perform various services for us, including without limitation payment processing, data storage, security, fraud and money laundering prevention, customer communications, sales, billing, product delivery and legal services.
Corporate acquisitions: If the ownership of all or part of our business changes, we may transfer your information to the new owner so that the SimpledCard services can continue to operate. In that case, your data will remain subject to the promises and undertakings contained in this Privacy Notice until this Privacy Notice is updated or amended by the acquiring party upon notice to you. If such transfer of data is subject to additional mandatory restrictions under applicable law, SimpledCard will comply with those restrictions.
Your choices
We give you some choices regarding the data we collect and use as discussed in this Privacy Statement. For example: - You can unsubscribe from commercial emails/newsletters by following the instructions given at the bottom of these emails.
It should be noted that regardless of your request, we may still use and share certain data in accordance with this Privacy Statement, our Services Agreement or as required by applicable law. For example, you cannot unsubscribe from emails related to compliance or services, such as emails about our relationship or agreements with you.
External processors
SimpledCard works with third-party processors that help us process our customer data to provide the SimpledCard services, such as an email provider to communicate with our Customers, CRM software providers to provide good and prompt customer service or data/cloud storage providers to securely store our customer data.
We may need to share personal data with our third-party processors to provide you with SimpledCard services. Unless we notify you otherwise, our third-party processors do not have the right to use personal data or other information we share with them for purposes beyond what is necessary to assist us. SimpledCard carefully selects third-party processors, taking particular account of their security standards and their compliance with applicable data protection laws such as the AVG.
Your rights
If you would like to know more about the information and personal data we collect through the SimpledCard services, or if you would like to access or correct your data and/or request deletion of the data we collect about you, please contact us using the contact information below.
If you have given consent, you may withdraw it at any time. You are reminded that most of the SimpledCard services are subject to anti-money laundering and terrorist financing regulations that set data retention periods, including a timeframe during which customer data must be retained after the SimpledCard services have ended.
If you are not satisfied with the way we process your data, you can lodge a complaint with the Personal Data Authority in your jurisdiction. If you are a Customer of SimpledCard and you have a complaint, we advise you to follow the instructions in the complaints section in my.simplecard.com.
How long we store your data
We will retain your data for the period necessary to fulfil the purposes set out in this Privacy Statement, unless a longer retention period is required by law.
Data you provide us through the SimpledCard website (see article 1.1, with the exception of job applications), for example, will be kept for five years for a better understanding of your interests and needs, unless you have requested deletion of this data during that time.
Data processed based on the use of SimpledCard's web and mobile application are subject to anti-money laundering and terrorist financing regulations and must be retained for a certain time after the termination of SimpledCard services.
Changes to our Privacy Statement
We reserve the right to amend this Privacy Statement at any time to reflect changes in legislation, our data collection and usage practices, the features of our Services or advances in technology.
We will make the revised statement available to you through the Services, and you should periodically review it. If we make a material change to this Privacy Statement, we will notify you and seek your consent to the updated Privacy Statement in accordance with legal requirements.
How we protect your data
SimpledCard takes technical and organisational measures to protect your personal data against accidental or unauthorised destruction or accidental loss, alteration, unauthorised disclosure or access. Technical measures include, inter alia, encryption of data, a strong firewall and up-to-date anti-virus and anti-malware systems.
Organisational measures include, for example, regular data protection training and awareness training to our employees. However, no method of transmission over the internet and no means of electronic or physical storage are absolutely secure, so we cannot guarantee 100% security. If you have any questions about the security of our Services, please contact us using the contact information below.
Contact details SimpledCard
If you have any questions or complaints, or wish to contact us regarding this Privacy Statement, please contact us by e-mail: dataprivacy@simpledcard.com, or send us a letter to: SimpledCard Exploitatie B.V., Haarlemmerstraat 124 E-F, 1013 EX Amsterdam.
