Privacy Policy – Simplism.io B.V.

Last updated: 22-11-2025

Simplism.io B.V. (“Simplism.io”, “we”, “our”) provides cloud-based customer-support and communication software. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and the choices individuals have. This policy also applies to data processing carried out by our wholly-owned subsidiary Simplism.io Development Pte. Ltd. in Singapore.

1. Who We Are

Simplism.io B.V.
Huysbongerdweg 23
6065CH Montfort
The Netherlands

Chamber of Commerce: 96331232
info@simplism.io

Simplism.io Development Pte. Ltd.
UEN: 202516810M, Singapore

This entity provides software development, engineering, and operational support services for the Simplism.io platform under the instructions of Simplism.io B.V.

2. What We Collect

2.1 Customer Account Data (Controller)

We collect this when a customer creates or manages an account:

Name, email address, and optional phone number
Authentication data (password or SSO identifiers)
Usage information such as login times and feature usage
Support interactions with our team

2.2 End-User Support Data (Processor)

This is data our customers process through the platform:

Emails, chats, and ticket content
File uploads (documents, screenshots)
IP addresses, device type, timestamps
Tags, internal notes, and ticket metadata

2.3 Website Data (Controller)

Collected when someone visits our public site:

IP address and device metadata
Analytics and performance data
Cookies depending on consent

3. Why We Use Personal Data

We use personal data for:

Operating and maintaining the platform
Billing and account administration
Customer support and communication
Product improvement, security, and diagnostics

We do not use customer end-user data for analytics unless aggregated or anonymized.

4. Legal Grounds (GDPR)

We rely on:

Contract performance for delivering services
Legitimate interest for security and product improvement
Consent for optional analytics and marketing
Legal obligations such as tax compliance

5. Data Retention

Account data is stored while the subscription is active plus legal retention periods.
End-user support data is retained according to customer settings and is deleted when the customer removes it.
Backups are kept for up to 30 days and then overwritten.

6. Data Sharing

We may share data with:

Subprocessors who support hosting, email delivery, monitoring, etc.
Simplism.io Development Pte. Ltd. for engineering and operations work
Legal authorities when required by law
Auditors and professional advisors for compliance

We never sell personal data.

7. International Transfers

When data is transferred outside the EEA:

We use Standard Contractual Clauses (SCCs)
We apply encryption, access controls, and minimization
Access from abroad is restricted and monitored

8. Security

We apply multiple technical and organizational measures:

Encryption in transit and at rest
Multi-factor authentication and role-based access
Penetration tests and vulnerability scanning
Audit logging and monitoring
Secure software development practices

9. Customer Responsibilities

Customers are responsible for:

Ensuring lawful submission of data
Managing user permissions within their account
Protecting login credentials and enabling MFA
Handling GDPR requests from their own end-users

10. Rights of Data Subjects

Individuals can request:

Access to their personal data
Correction of inaccurate data
Deletion where legally permitted
Restriction or objection to certain processing
Data portability in machine-readable format

Requests can be made via info@simplism.io.

11. Cookies

Our site uses:

Essential functional cookies
Optional analytics cookies enabled only with consent

Users can manage cookie preferences through our cookie banner.

12. Children

Our platform is not intended for children under 16, and we do not knowingly collect data from minors.

13. Changes

We may update this policy due to legal or operational changes and will notify customers of significant updates.

14. Contact