Website Privacy Policy

This privacy policy describes how EXATOM handles your personal data that is being collected through this website.

This website is only intended for users who are sixteen or older and users below that age may not consent to the submission of their personal data through this website.

Note that EXATOM’s processing of personal data in the scope of the services provided to its customers is described in EXATOM’s services privacy policy and in the privacy policies on the websites of EXATOM’s customers.

EXATOM’s collection of your personal data

EXATOM may collect personal data which identifies you as an individual (directly or indirectly through the combination with other information held by EXATOM). In order for you to use certain services provided by EXATOM (for example, to submit a form, sign up for the newsletter or to become a registered user), EXATOM may require that you furnish personal data such as your name, e-mail address, postal address, telephone number and IP address.

To distinguish between your interactions and those of others with our forms on this website, EXATOM needs a temporary identifier that is unique to you and to which EXATOM can attach anonymous data provided through a tag on this website. EXATOM creates such an identifier as follows: EXATOM joins the your user agent (specification of your internet browser), your IP address and the date of your visit into one long string of text which is than transformed (hashed) through the irreversible cryptographic SHA-256 algorithm into a fixed-size code (hash). By using the date in the hash, EXATOM is unable to link your activities on this website across multiple days.

EXATOM does not use any cookies on its website to uniquely identify you or to otherwise collect your personal data.

As part of our service offering, Exatom uses Service Providers for certain activities. We require our Service Providers to agree to take reasonable steps to keep the Personal Data we provide to them secure.

  • We use Amazon Web Services (AWS) to host our Form Analytics services and ensure fast, reliable performance. In doing so, we process your IP address in accordance with our data journey guidelines, always prioritizing security and privacy. As AWS servers are located in the European Union (Frankfurt, Germany; Paris, France).
  • Calendly helps us efficiently schedule meetings and demos when you book time with us. It processes your personal details (such as your name and email) so we can contact you, plus your IP address to facilitate bookings. Data may reside in both the EU and the United States. We rely on Calendly’s adequacy decisions, Standard Contractual Clauses, and relevant certifications to guard data that’s stored or transferred internationally.
  • Chargebee manages our invoicing and payment processes, particularly handling your personal information and IP address so we can process transactions, send out invoices. Although data can be processed in the EU and the United States, we assure compliance with international data transfer frameworks. We rely on Chargebee’s adequacy decisions, Standard Contractual Clauses, and recognized certifications for your protection.
  • Leadinfo provides us with insights into our website traffic by analysing IP addresses, helping us understand business interests and better tailor our services. All data is processed in the European Union.
  • Microsoft 365 serves as our communication and collaboration platform. We store and process personal information that you share via email, ensuring we can respond promptly and effectively. Data remains within the European Union.
  • We use Plausible for analytics to understand how visitors interact with our websites and services. It processes your IP address to anonymously track site usage, with data processed in the European Union.
  • Tally supports us in creating and managing surveys and forms. It processes your IP address, and when relevant, other personal details you choose to share, so we can follow up as requested. The data is handled within the European Union.
  • TransIP is our infrastructure hosting provider for our website and other services. It collects IP addresses for performance and security purposes, keeping data strictly in the European Union.
  • Zoho is our CRM, helpdesk, and newsletter service, used to handle customer interactions and send communications, such as updates or newsletters. Here, your personal contact details and IP address are processed in the European Union.
EXATOM’s use of your personal data

EXATOM may collect and use your personal data for the following specific purposes:
 (a) to sign you up for a newsletter or as a registered user and to send requested information to you
 (b) to provide you with services and contact you regarding these services
 (c) to inform you of services that EXATOM believe may be of interest to you
 (d) to send you important information regarding the website, changes to EXATOM’s Terms of Use, Privacy Policy or other administrative information
 (e) to detect your activity in relation to the forms on this website, to show you certain widgets based on your website activity and to track your submission of a form or other successful actions on this website
 (f) to respond to your problems and comments
 (g) for EXATOM’s data analysis (including website analytics) and audits and to investigate potentially unlawful activity on its website

The legal basis for processing your directly identifying personal data (such as your name, email address, telephone number, …) will be your explicit consent (which will be requested at the time of collection of such data).

Personal data that does not directly identify you (such as your IP address, the analytics fingerprints and the EXATOM hash) is processed by EXATOM on the basis of EXATOM’s legitimate interests and only for the purposes set out in (e), (f) and (g) above. Such use will not affect your interests or fundamental rights and freedoms which would require protection of personal data.

EXATOM will only collect personal data that is adequate, relevant and not excessive in relation to the purposes listed above.

EXATOM’s transfer of your personal data to third party recipients and third countries

EXATOM may disclose your personal data to the following recipients:
 (a) EXATOM’s third party service providers who provide services such as hosting, data analysis, IT services, and other similar services to enable them to provide these services
 (b) other recipients based on legitimate interests as permitted under applicable law
 (c) to a third party in the event of any merger, sale or transfer or other disposition of all or substantially all of EXATOM’s business
 (d) to a third party as permitted by applicable law, to comply with legal procedures, to respond to requests from public authorities, to enforce EXATOM’s Terms of Use and Privacy Policy and to protect EXATOM’s rights

These recipients may be located in the European Economic Area or in third countries. Any transfer of your data to a recipient in a third country will be made in full compliance with the applicable privacy laws.
The transfers to any recipient will only relate to personal data which is adequate, relevant and limited to what is necessary in relation to the purpose for which it is transferred to such third party.
Other than as outlined above, EXATOM will not transfer your personal data to any third party without your explicit consent.

Security, reliability and retention of your personal data

EXATOM has implemented appropriate technical and organizational measures and integrated the necessary safeguards to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of or access to your personal data and against all other unlawful forms of processing.

EXATOM takes reasonable steps to ensure that your personal data in its possession is accurate, complete, current and reliable for its intended use.

EXATOM will only retain your personal data for as long as each element of personal data is needed to fulfil the purposes outlined above.

Your rights with regard to your personal data

You may
 (a) ask EXATOM whether it processes personal data about you, for which purposes, the categories of personal data concerned, to which recipients those data have been disclosed, and (where possible) the envisaged period for which those data will be stored or the criteria used to determine that period
 (b) inquire with EXATOM about the appropriate safeguards relating to its transfers to third countries
 (c) ask EXATOM a copy of the personal data undergoing processing (including for data portability purposes) and have it rectified
 (d) withdraw your consent or object against the further processing on the basis of legitimate interests and request erasure of your personal data
 (e) request that the processing of your personal data is restricted by EXATOM
 (f) request not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you

In order to do so, you should send EXATOM an e-mail to privacy@exatom.io or a letter on the address below with sufficient proof of your identity. EXATOM will undertake the necessary action without undue delay and typically provide requested information within 30 days from receipt of the request.

EXATOM BV
Koning Boudewijnlaan 20A
3500 Hasselt
Belgium

You may also lodge a complaint with a supervisory authority in case of breach of the applicable privacy laws by EXATOM.

EXATOM’s coordinates

EXATOM BV
Koning Boudewijnlaan 20A
3500 Hasselt
Belgium
privacy@exatom.io

Amendments

EXATOM reserves the right, in its sole discretion, to amend this Privacy Policy at any time by posting amendments on this website.

Date

27/03/2025