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Processing Activities

Last updated: July 11, 2018

Here you can find a list of all processing activities that involve any personal data from visitors, leads or users of quintly. In case you have any questions, please reach out to us at: dataprivacy@quintly.com


Electronic payment

Purpose:

Handling and performing all payments for our product

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Bank account data

Service providers used:

  • Stripe (IE / EU country)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

10 years (Legal obligation)

Technical and organizational measures 


Accounting

Purpose:

Compliance with all legal obligations regarding accounting, Analysis of accounting numbers

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Bank account data

Service providers used:

  • Xero (US / EU-US Privacy Shield)
  • KPMG / Navision (DE / EU country)

Lawfulness of processing:

Legal obligation (Art 6, 1c)

Time limits for erasure:

10 years (Legal obligation)

Technical and organizational measures 


Personal email communication

Purpose:

Communication (internal/external) via email

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Google Suite Business (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

3 months after contract end

Technical and organizational measures 


Registration / Trial accounts

Purpose:

Giving users a 14 day free trial in order for them to test the product to see if it fits their need, communicating with the user about the trial to help them get the most value

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures 


Email marketing

Purpose:

Performing direct marketing via email to users, prospects and customers

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures


Website

Purpose:

Providing information about our product and marketing content, getting users interested and engaged with our offerings

Categories of data subjects:

  • Visitors
  • Leads
  • Users/Customers

Categories of personal data:

  • IP address

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures


Landing pages with lead collection

Purpose:

Providing visitors with unique content (studies, whitepapers, ...) and contacting them later in regards of similar content and quintly products.

Categories of data subjects:

  • Visitors
  • Leads

Categories of personal data:

  • IP address
  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures


Email courses

Purpose:

Providing visitors with email courses that will send them valuable content in a series of emails spread over the next days and weeks

Categories of data subjects:

  • Visitors
  • Leads

Categories of personal data:

  • IP address
  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Web analytics

Purpose:

Understanding user behavior on our websites in order to optimize the website and the positioning of our product, including the use of Google Analytics and Hubspot

Categories of data subjects:

  • Visitors

Categories of personal data:

  • IP address

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)
  • Google Analytics (US / EU-US Privacy Shield)
  • Facebook Ads/Pixel (US / EU-US Privacy Shield)
  • LinkedIn (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

14 months

Technical and organizational measures

 


Customer support

Purpose:

Communicating with clients about topics relating to their use of the products and services

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Intercom (US / EU-US Privacy Shield)
  • Zendesk (US / EU-US Privacy Shield)
  • Google Suite Business (US / EU-US Privacy Shield)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


CRM database

Purpose:

Having a central place to store all user/client data in order to engage with them based on their interests

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Company info
  • IP address

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)
  • Intercom (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Phone system

Purpose:

Being reachable via phone for customers and anyone interested, being able to call out to users

Categories of data subjects:

  • Visitors

Categories of personal data:

  • Contact info

Service providers used:

  • Placetel (DE / EU country)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Chat and messenger communication

Purpose:

Improving internal communication by having a direct chat/messenger channel

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Content

Service providers used:

  • Slack (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

Depending on use case

Technical and organizational measures

 


Contact forms

Purpose:

Giving visitors/users an easy way to contact us

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • IP address

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Business Intelligence

Purpose:

Analyzing data stored in a central data warehouse in order to derive optimized business decisions

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Content

Service providers used:

  • Looker (US / EU Model Clauses)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

Depending on use case

Technical and organizational measures

 


Chat/Messenger tools for customer support

Purpose:

Giving customers an easy way to get in touch with our support

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Content

Service providers used:

  • Intercom (US / EU-US Privacy Shield)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Helpdesk

Purpose:

Allowing customers to hand in support tickets and access our knowledge to solve issues on their own

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Content

Service providers used:

  • Intercom (US / EU-US Privacy Shield)
  • Zendesk (US / EU-US Privacy Shield)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Customer feedback

Purpose:

Asking users/customers for their feedback on how satisfied they are with our product/solution

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Zenloop (DE / EU country)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Webinars

Purpose:

Giving users a chance to increase their knowledge about social media and our product

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Company info
  • IP address

Service providers used:

  • GoToWebinar (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


PR website

Purpose:

Having a website for journalists to find interesting stories published by quintly, informing journalists about new stories

Categories of data subjects:

  • Visitors

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • pr.co ( / )

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

Depending on use case

Technical and organizational measures

 


Video conferencing

Purpose:

Performing video meetings with customers and other interested people

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • join.me (US / EU-US Privacy Shield)
  • Google Suite Business (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Scheduling meetings

Purpose:

Giving users an easy way to find a suitable meeting slot with our team members

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • ScheduleOnce (US / EU-US Privacy Shield)
  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Nurturing inactive leads (marketing)

Purpose:

Direct marketing to users that haven't been in touch with us for a while in order to see if they are still interested

Categories of data subjects:

  • Leads

Categories of personal data:

  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Nurturing inactive leads (sales)

Purpose:

Sending offers to users that haven't been in touch with us for a while in order to check back on their interest regarding using quintly

Categories of data subjects:

  • Leads

Categories of personal data:

  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Lead quality

Purpose:

Analyzing user behavior in order to find out which of them are interested in our product/solution, contacting users based on their score in order to focus purely on the contacts that show interest in our product

Categories of data subjects:

  • Leads

Categories of personal data:

  • Name
  • Contact info
  • Company info
  • Public info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Email newsletter

Purpose:

Informing users about quintly and general trends in social media

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Consent (Art 6, 1a)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Request demo/trial

Purpose:

Giving users a chance to request a 1-on-1 demo of our product

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Company info

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Welcome tour

Purpose:

Helping users that log in to our product to learn all the basics on how to use the tool

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Internal identifier

Service providers used:

  • Userlane (DE / EU country)

Lawfulness of processing:

Contract (Art 6, 1b)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Customer advisory program

Purpose:

Working with key clients on improving the product by hosting regular sessions and asking them for feedback on product iterations

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Name
  • Contact info
  • Company info

Service providers used:

  • n/a

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

3 months after contract end

Technical and organizational measures

 


Fraud and misusage protection

Purpose:

Analyzing user behavior in order to protect from misuage and fraud, fingerprinting users in order to make sure they are not using multiple accounts (as to our terms)

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • IP address
  • Browser Fingerprint

Service providers used:

  • n/a

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Product quality

Purpose:

Analyzing the sessions of users in our product for errors in order to fix them, increasing overall product quality. Analyzing behavior in our product in order to optimize the product going forward.

Categories of data subjects:

  • Users/Customers

Categories of personal data:

  • Internal identifier
  • Content
  • IP address

Service providers used:

  • Sentry (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Product updates

Purpose:

Communicating to users about product updates in order to help them to leverage our product in the best possible way

Categories of data subjects:

  • Leads
  • Users/Customers

Categories of personal data:

  • Name
  • Contact info

Service providers used:

  • Intercom (US / EU-US Privacy Shield)
  • Hubspot (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Log files

Purpose:

Collecting log files on our servers for system maintenance, monitoring and performance improvement

Categories of data subjects:

  • Visitors
  • Users/Customers

Categories of personal data:

  • IP address

Service providers used:

  • Amazon Web Services (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Remarketing

Purpose:

Building remarketing lists on our websites and services, including Google Remarketing Services and Facebook Custom Audiences

Categories of data subjects:

  • Visitors

Categories of personal data:

  • IP address
  • Contact info

Service providers used:

  • Google AdWords (US / EU-US Privacy Shield)
  • Google Analytics (US / EU-US Privacy Shield)
  • Facebook Ads/Pixel (US / EU-US Privacy Shield)
  • LinkedIn (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Rendering external fonts

Purpose:

Loading external fonts on our websites and services

Categories of data subjects:

  • Visitors

Categories of personal data:

  • IP address

Service providers used:

  • Google Fonts (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

Immediately

Technical and organizational measures

 


Knowledge Base

Purpose:

Providing users and customers with access to a list of articles that help them to use our tool in the best possible way

Categories of data subjects:

  • Visitors
  • Users/Customers

Categories of personal data:

  • IP address

Service providers used:

  • Zendesk (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


A/B Testing

Purpose:

Running A/B testing experiments on our website in order to optimize the website

Categories of data subjects:

  • Visitors

Categories of personal data:

  • IP address

Service providers used:

  • Google Optimize (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures

 


Cookie consent solution

Purpose:

Handling the cookie consent settings for visitors and collecting preferences to be then interpreted in Google Tag Manager (e.g., for excluding certain tracking scripts)

Categories of data subjects:

  • Visitors

Categories of personal data:

  • IP address

Service providers used:

  • OneTrust (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

Immediately

Technical and organizational measures

 


Conversion tracking

Purpose:

Tracking conversions (e.g. demo request, trial signup) on our Website to measure marketing effectiveness

Categories of data subjects:

  • Visitors
  • Leads
  • Users/Customers

Categories of personal data:

  • IP address

Service providers used:

  • Hubspot (US / EU-US Privacy Shield)
  • LinkedIn (US / EU-US Privacy Shield)
  • Google AdWords (US / EU-US Privacy Shield)
  • Google Analytics (US / EU-US Privacy Shield)
  • Facebook Ads/Pixel (US / EU-US Privacy Shield)

Lawfulness of processing:

Legitimate interest (Art 6, 1f)

Time limits for erasure:

9 months after last touchpoint

Technical and organizational measures