Privacy Statement

If you contact WENDIX through the contact form on the website, we process the data you enter in it. The form asks only for the data needed to reply to your message, such as your name and email address.

We keep this data for a maximum of five years. This allows us to check when we were last in contact, what it concerned and how you responded at the time. The legal basis for this is our legitimate interest in serving you well.

WENDIX records how many people visit the website and which subjects are read, in order to improve the website. For this we use Simple Analytics, a Dutch service that places no cookies, stores nothing on your device and keeps no personal data. We receive only total counts. From these we cannot tell who you are, and we cannot recognise you on a later visit or on another website.

We receive the following counts:

• how many people viewed a page;
• which website or search engine someone arrived from;
• which country the visit came from;
• which theme, project, article or product was opened;
• which form was submitted.

The last two are counted separately because these parts have no page of their own but appear as expandable sections on a page. These counts also contain no name, address or content. We keep the figures for as long as we use them to improve the website.

The website uses one functional cookie. It remembers which part of the website you viewed last. No tracking or advertising cookies are placed, and visits are counted without a cookie. More information is available in the cookie policy.

DAM is based on open government data: the road network, traffic signs, collisions, public transport, waterways and figures from Statistics Netherlands. These sources contain no personal data. DAM processes only the personal data needed to give you access and to keep your work:

• your name and the email address you sign in with;
• your organisation, job title and telephone number, in so far as you provided them when applying, and the explanation accompanying your application;
• the area your account has access to, and the type of licence;
• sign-in data: the time you sign in, your IP address and your browser type;
• if you sign in in two steps: details of your keys, such as the name you give a key and the date you set it up. Your fingerprint or face stays on your own device and never reaches us;
• the content you create in DAM: data projects, selections, map views, analyses and reports, and who you share them with;
• with a paid licence: invoice and payment details, such as the amount, the date and any purchase order number.

If you apply for a trial week, a free account or a paid licence, we use this data to assess whether you belong to the intended user group and to set up your account. Where possible, the application form pre-fills your organisation from a public register of government organisations. No data is passed to another party in doing so.

• Assessing your application, creating your account and granting access: performance of the agreement and the steps leading up to it.
• Storing and displaying your work, and sharing it with others: performance of the agreement.
• Sending invoices and processing payments: performance of the agreement, and for the accounts a legal obligation.
• Securing access and preventing misuse: our legitimate interest in protecting the service and other users' data.
• Detecting and resolving faults: our legitimate interest in a properly functioning service.
• Informing you of changes to the service or the terms: performance of the agreement.
• Occasional personal contact by email about your use of DAM: our legitimate interest in understanding how DAM performs in practice and in being able to support you.

• Your account, your sign-in data and the content you have created in DAM: for as long as your account exists, and thirty days thereafter.
• Applications: a rejected application is kept for twelve months. An application that is not completed lapses with the sign-up link, after fourteen days at most.
• Trial weeks: the email address used to request a trial week, 24 months. This allows one trial week per email address per year.
• Backups: thirty days at most.
• Invoices and the associated records: seven years, under the statutory retention requirement in Dutch tax law.

What happens to your work if you cancel a licence or close your account is set out in the terms of use.

DAM is hosted by Hetzner Online GmbH, in a data centre in Germany certified to ISO/IEC 27001. A backup is made every night and is also held in a second Hetzner data centre in Finland.

You sign in without a password, using a one-time code or link that you receive by email. Administrators, and organisations and users that work with confidential data, sign in in two steps: the code is followed by a key on a device, either a passkey or an authenticator app. Someone who gains access to your mailbox therefore still cannot get into DAM. Access without a key can be restored only with a recovery code or after a waiting period, never by email alone. Your organisation can ask us to switch on two-step sign-in for all its users.

On every request, the server checks that you have access to the data requested, based on area, functionality and role. Your work is visible only to the people you choose to share it with. If your account falls under an organisation licence, your organisation's administrator can see when you last signed in and how often you have signed in over the past thirty days. All traffic is encrypted over HTTPS, and the development, test and production environments are kept separate.

DAM sets one functional cookie, which maintains your session while you are signed in. If you sign in in two steps, a second functional cookie remembers for thirty days that you use this computer, unless you indicate that it is a shared computer. These cookies are necessary for signing in and are not used to track your behaviour.

WENDIX is the controller for the data listed above. If you use data sources of your own organisation in DAM that contain personal data, your organisation is the controller for that data and WENDIX acts as processor. In that case your organisation enters into a data processing agreement with us before any personal data from its own sources is brought into DAM.

That agreement is the Standard Data Processing Agreement for Municipalities published by the VNG, the association of Dutch municipalities, without changes, with the annexes as WENDIX completes them and an addendum setting out what WENDIX commits to in addition. We will send it to you on request.

The BIO (Baseline Informatiebeveiliging Overheid) is the information security baseline for Dutch government, and it applies to your organisation. The list below shows, topic by topic, where it is covered in this chapter, so that you can take it into account in your own assessment:

• Access control: see *Hosting and security*: sign-in without a password, and in two steps (passkey or authenticator app) where needed. An administrator within your organisation assigns and withdraws licences, and can reset a colleague's key.
• Cryptography: encrypted traffic over HTTPS with HSTS; sign-in codes, sign-in links and recovery codes are stored only as a hash.
• Physical security: data centres certified to ISO/IEC 27001, see *Hosting and security*.
• Operations and communications security: see *Hosting and security*.
• Suppliers: all sub-processors are established in the EU and work under a data processing agreement. We give thirty days' notice of any change.
• Incidents: we report a data breach within 24 hours. You can report a vulnerability to info@wendix.nl; the terms of use ask users to do the same.
• Continuity: a backup every night, which is also held in a second data centre.

Does your organisation have its own information security questionnaire, or are you preparing a DPIA? Please send it to info@wendix.nl and we will be happy to complete it. To arrange a meeting with your data protection officer or CISO, please get in touch.

If you have given consent for processing, for example to take part in a study, you can withdraw that consent at any time. Withdrawing consent is as easy as giving it and is free of charge. Processing carried out before the withdrawal remains lawful; after it, we stop the processing.

To prevent data from being disclosed to the wrong person, we may ask you to verify your identity. A request for erasure may coincide with a statutory retention obligation: we keep an invoice for seven years, even after your account has been deleted.

If you have a complaint about the processing of your personal data, you can lodge it with the supervisory authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), at autoriteitpersoonsgegevens.nl or on +31 88 1805 250. We would appreciate it if you raised your complaint with us first, so that we can resolve it ourselves.