Privacy Notice

Clients, Prospects, Suppliers, Partners, Applicants, Event Attendees, Newsletter Subscribers and Website Visitors

Distribution: Uman
Document Owner: DPO
Approver: CEO

Introduction

At uman we are committed to protecting and respecting your privacy. As a data controller, uman complies with the requirements of the European GDPR when processing personal data.

This Privacy Notice explains how Uman uses the personal data it collects when you engage with uman as a client, prospect, supplier, partner, website visitor, job applicant, website visitor, event attendee or newsletter subscriber.

Who are we?

UMAN.AI BV (Address: Kortrijksestwg.535, Avondster, 271 , 9000, Gent; Company Number: 0717.945.005) hereinafter referred to as "Uman".

What data do we collect?

When you engage with Uman as a Client, Prospect, Lead, Supplier or Partner, Uman collects:

• Contact details (name, email address, phone number, job title, company name)
• Business correspondence details (emails, letters, meeting notes, call recordings)

When you engage with Uman as a Website Visitor, Uman collects:

• Cookies
  • ALWAYS - strictly necessary cookies
  • WITH CONSENT - performance cookies
  • WITH CONSENT - functional cookies
  • WITH CONSENT - targeting cookies
• ALWAYS - Technical information (ip address, type of web browser, operating system, device type).

When you apply for a job with Uman via this website or other means, we collect:

• Contact detail (name, email address, and phone number)
• Curriculum vitae (summary of the applicant's education, skills, and work experience)
• Professional qualifications (any certifications, licenses, or degrees)
• Employment history (previous work experience and roles)
• Job interviews and evaluations (information gathered during interviews and assessments)

When you subscribe to the Uman newsletter, Uman collects:

• Contact details (name, email address, phone number, job title, company name)

How will we use your data?

When you engage with Uman as a Client, Prospect, Lead, Supplier or Partner, your data will be used for:

• Contact details: to communicate with you effectively and maintain records of our interactions.
• Business correspondence details: to understand your needs, preferences, and feedback, and to tailor our services accordingly.

When you engage with Uman as a Website Visitor, your data will be used for:

• Cookies
  • ALWAYS - Strictly necessary cookies are necessary for the website to function. Allowing you to move between pages and sections of the website, remembering cookie settings.
  • WITH CONSENT - Performance cookies count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.
  • WITH CONSENT - Functional cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages.
  • WITH CONSENT - Targeting cookies are used by us and our advertising partners to build a profile of your interests and show you relevant content on our and other websites.
• ALWAYS - Technical information is used to enhance user experience and to detect and prevent fraudulent activity.

When you apply for a job, your data will be used for:

• Evaluating a candidate's suitability for a position and making informed hiring decisions.

When you subscribe to the Uman newsletter:

• Uman needs your contact details to send the Newsletter

What lawful basis do we use?

When you engage with Uman as a Client, Prospect, Lead, Supplier or Partner, we rely on the following basis:

• Legitimate interests of Uman to provide and improve our services, maintain business relationships
• Contractual relationship (for agreements, purchase orders, invoices)

When you engage with Uman as a Website Visitor, we rely on the following basis:

• For strictly necessary cookies, we rely on the legitimate interest of Uman to ensure the proper functioning of our website
• For performance cookies, we rely on your consent
• For functional cookies, we rely on your consent
• For targeting cookies, we rely on your consent

When you apply for a job, we rely on the following basis:

• Legitimate interests of Uman to make informed hiring decisions and maintain records of the hiring procedure

When you subscribe to the Uman newsletter, we rely on the following basis:

• Your consent

How do we store your data?

When you engage with Uman as a Client, Prospect, Lead, Supplier or Partner, Uman uses the following parties to store your data:

• HubSpot
• Google Workspace

When you engage with Uman as a Website Visitor, Uman uses the following parties to store your data:

• Webflow
• Google Analytics
• CookiePro

When you apply for a job, uman uses the following parties to store your data:

• Google Cloud
• Google Workspace

When you subscribe to the Uman newsletter, Uman uses the following parties to store your data:

• Hubspot
• Google Workspace

Sometimes transfers outside the EEA may take place. Such transfer is always subject to an appropriate level of protection.

How long will we keep your data?

When you engage with Uman as a Client, Prospect, Lead, Supplier or Partner, Uman will store your data for:

• For Leads, Client, Prospect, Supplier or Partner, last mutual contact + 3 years
• For Contractual relationships, 7 years

When you engage with Uman as a Website Visitor, your data will be stored according to the following table:

• 2 years

When you apply for a job, Uman will store your data for:

• End of application + 2 years

When you subscribe to the Uman newsletter, uman will store your data for:

• 2 years after the last active contact (e.g. open, click, reply, ...)

How will Uman protect your data?

At Uman, we prioritize the confidentiality, integrity and availability of your personal data. We have implemented robust security measures to protect your information from unauthorized access, disclosure, alteration, or destruction.

Key security measures:

• ISO 27001 Certification: We are certified to ISO 27001, an internationally recognized standard for information security management systems. This demonstrates our commitment to protecting your data and maintaining a high level of security.
• Regular security assessments: We conduct regular security assessments and audits to identify and address potential vulnerabilities.
• Access controls: We implement strict access controls to limit access to your data to authorized personnel only.
• Data encryption: Sensitive data is encrypted both at rest and in transit to protect it from unauthorized access.
• Incident response plan: We have a comprehensive incident response plan in place to quickly detect and respond to any security breaches.

What are your rights?

• You have the right to request Uman for copies of your personal data
• You have the right to correct any personal data you believe is inaccurate
• You have the right to withdraw your consent, in this case Uman will delete your data
• You have the right to object to the processing, in this case Uman will evaluate your request and erase your data if objection is valid
• You have the right not to be subject to solely automated decision making
• You have the right to lodge a complaint with the competent supervisory authority (https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen)

Changes to this Privacy Notice

Uman may change this Privacy Notice from time to time to reflect new legal or regulatory obligations, or in response to new data processing activities. Any such changes will be posted here and will be effective from the time they are communicated, or, if required, when we have obtained your consent. We advise you to check back frequently to see any updates or changes. This Privacy Notice was last reviewed by Uman on January 16, 2025.

How can you contact us?

Queries can be directed to dpo@skyhaus.com