Privacy Statement

Last Updated: 18/12/2024

Privacy and Cookie Policy

1. Introduction
Ex Situ Labs committed to protecting your personal data and respecting your privacy. This Privacy and Cookie Policy outlines how we collect, use, and protect your information when you visit our website (www.exsitulabs.nl) and/or use our services.

This policy complies with applicable privacy laws, including the EU General Data Protection Regulation (GDPR).

By using our website or services, you agree to the practices described in this policy.

2. Data We Collect

We may collect and process the following types of personal data:

Personal Identification Information: Name, personal email address, phone number, billing and shipping address, payment details.
Usage Data: IP address, browser type, operating system, referral source, pages viewed, time spent on our website, and other analytics data collected through cookies or similar technologies.
Uploaded Files: Files you provide (e.g., 3D models or scanned data) for project purposes.

We do not collect special categories of personal data (e.g., health or biometric information).

3. How We Use Your Data

We collect and process your data for the following purposes:

To provide and deliver services or products you request.
To manage payments and invoicing.
To communicate with you about projects, updates, or inquiries.
To comply with legal obligations (e.g., tax and accounting).
To analyze website performance and improve our services.

We will only process your data when we have a lawful basis, such as contract performance, legal obligation, legitimate interest, or your consent.

4. Sharing Your Data

We do not sell, rent, or share your personal data with third parties except in the following cases:

Service Providers: We may share your data with third-party providers (e.g., payment processors, shipping services, and website hosts) to fulfill your requests.
Project Outsourcing: In some cases, we may outsource parts of a project to trusted third parties (e.g., specialists, subcontractors). These parties are contractually bound to process your data securely and solely for the purposes of completing the project.
Legal Compliance: When required to comply with tax and legal obligations, enforce our Terms of Service, or respond to lawful requests.
Consent: If you have explicitly agreed to data sharing.

All third parties receiving personal data are bound by confidentiality agreements or legal obligations to ensure your data is protected.

5. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, or as required by law.

Client Files: Files provided by clients (e.g., uploaded 3D models) are stored securely for up to 1 year after project completion, as detailed in our Terms of Service.
Invoices and Financial Records: Personal data included in invoices and financial records is retained for at least 7 years as required by tax and legal obligations.
Analytical Data: Analytical data is retained indefinitely in an anonymized format to improve website performance and user experience.

6. Your Rights

Under GDPR, you have the following rights regarding your personal data:

Access: Request a copy of the personal data we hold about you.
Correction: Request corrections to inaccurate or incomplete data.
Erasure: Request the deletion of your data ("right to be forgotten").
Restriction: Request restricted processing of your data.
Objection: Object to data processing based on legitimate interests or direct marketing.
Portability: Request your data in a structured, machine-readable format.

To exercise your rights, contact us at info@exsitulabs.nl.
We aim to respond to all requests within one month

If you are not satisfied with our response, you can lodge a complaint with your local data protection authority.

7. Cookies

Our website uses cookies to enhance user experience and collect analytical data.

7.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help us recognize your device and improve functionality.

7.2 Types of Cookies We Use

Essential Cookies: Necessary for the website to function properly.
Analytical Cookies: Collect anonymized data about website usage to improve performance
Marketing Cookies: Track user activity to provide targeted ads.

7.3 Managing Cookies
You can manage cookie preferences via our Cookie Banner or your browser settings. Most browsers allow you to block or delete cookies. Note that disabling cookies may affect website functionality.

For more details on cookies, visit www.aboutcookies.org.

8. Data Security

We take the security of your personal data seriously and implement robust measures to protect it. These include:

Secure Storage: Personal data is stored on WIX and on Google Drive within our Google Workspace

Google Workspace:

Google Workspace uses encryption in transit and at rest and has certifications for compliance with GDPR, ISO/IEC 27001, and more.
These details are available on Google's official Trust Center and in their documentation on Google Workspace security

WIX:

WIX complies with GDPR and uses SSL/TLS encryption for data transmission.
It provides detailed documentation about cookies and their use, including essential cookies for functionality and optional cookies for analytics or marketing. This is described in the WIX Privacy Policy.
Hosting and Privacy:
WIX hosts websites on secure servers and provides site owners with tools to create GDPR-compliant cookie banners and manage user data.
Access Controls: Access to personal data is restricted to authorized personnel only. Permissions are granted on a need-to-know basis and are regularly reviewed.
Account Security: We use strong password policies, multi-factor authentication (MFA), and regular security audits to protect our Google Workspace from unauthorized access.

9. Third-Party Links

Our website contains links to third-party websites and parties such as Instagram. We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies before providing any personal information.

10. Updates to This Policy

We may update this Privacy and Cookie Policy periodically. Changes will be posted on this page with an updated "Last Updated" date.

Changes will be communicated via email or website notification.

11. Contact Us

If you have any questions, concerns, or requests about this Privacy and Cookie Policy, contact us at:
Ex Situ Labs
Email: info@exsitulabs.nl
Website: www.exsitulabs.nl