Cookie and privacy statement

1. Who are we?

Scope4mation B.V., Rubensstraat 211, 6717 VE Ede, the Netherlands. Chamber of Commerce: 09145642. +31 318 894 615. For privacy questions and requests: privacy@scope4mation.com.

We are the controller for the website, contact and business processes described below. Where we process customer data in a Service Automation Suite environment solely on a customer's behalf, the customer agreement and applicable data processing agreement govern that processing. Contact that organisation first about such data.

2. Data, purposes and legal bases

• Contact and enquiries: name, business contact details, organisation and your message. We use these to respond and follow up. The basis is our legitimate interest in business communication, or taking steps at your request towards, and performing, a contract where you are a party.
• Accounts, registrations and services: identity, contact, access and relevant service data. These are necessary for a contract or our legitimate interest in managing the business relationship, access and support. Required fields are identified; without necessary data we cannot provide the relevant service.
• Newsletter: email address and the name, organisation and preferences you supply. We send newsletters with consent. Every newsletter offers an unsubscribe option; withdrawal does not affect the lawfulness of earlier processing.
• Recruitment: contact details, CV and information you provide. We assess applications based on pre-contractual steps and our legitimate interest in recruitment. Do not send unnecessary sensitive personal data.
• Security and administration: technical request data, IP addresses and logs for security, troubleshooting and abuse prevention based on legitimate interests. We process billing and administrative data for contracts and legal obligations. We limit data and access to what each purpose requires.

We do not make decisions with legal or similarly significant effects based solely on automated processing. Our services are not directed at children under 16. Contact us if you believe we have unintentionally received a child's data.

3. Cookies and local storage

On your first visit you choose which optional categories to allow. Optional categories are off by default. You can refuse and continue using the website. Change your choice or withdraw consent below or in the footer.

• Necessary: storage of your cookie choice (sas_consent_v1, up to 180 days) and any session and security functions needed for the functionality you request.
• Preferences: with consent we store preferences including your language choice (sas_public_language, up to 180 days).
• Statistics: after consent, Matomo can measure individual visits, searches and interactions to improve the website. Separately, server-side daily page counts do not record IP addresses or visitor identifiers in those counts. These are separate from technical server logs. The Matomo library may load as a technical resource without consent for individual measurement.
• Marketing: with consent we store referral and campaign data in, among other places, sas_attribution_v1 and session storage, and newsletter prompt status. Withdrawal clears our optional attribution storage and reloads the page. You can also clear browser storage yourself.

Additional services depend on the active configuration. When Chatway chat is enabled, Chatway processes technical data and your conversation. Where a form uses Google reCAPTCHA, Google may process technical and interaction data to detect abuse. An active integration may receive data when it loads; this is not equivalent to consent for marketing cookies. Do not share passwords, tokens or unnecessary sensitive data in chat or forms.

4. Retention

We keep personal data only as long as needed. Our default limit is one year after the purpose is completed, unless a contract, specific legal retention duty or necessary dispute handling requires longer. For recruitment we apply a shorter period communicated during the procedure where applicable. Newsletter data is retained until unsubscription; a minimal suppression record may remain to honour your opt-out.

Cookie choices and language preferences expire within 180 days. Session storage ends with the browser session. Exported daily page counts are removed from our local counts after 13 months; unexported counts may remain for transfer recovery. Ask us which period applies to your specific data.

5. Recipients and international transfers

We share necessary data only with authorised staff and suppliers for hosting, technical operations, email, administration and support, and with advisers or authorities where necessary or legally required. Enabled services may include Chatway, Google (reCAPTCHA) and Twilio SendGrid (newsletter delivery). We do not sell your personal data. We enter into data processing arrangements with suppliers acting as processors.

Transfers to suppliers outside the European Economic Area must meet GDPR requirements, for example through an applicable adequacy decision or standard contractual clauses with supplementary measures where needed. Ask privacy@scope4mation.com about the supplier, destination and safeguards applicable to your processing; the configuration may differ by service.

6. Your rights

You may request access, correction, erasure or restriction, object to processing based on legitimate interests and, where applicable, request data portability. You may always object to direct marketing and withdraw consent at any time. Rights are not absolute: a legal retention duty may, for example, limit erasure.

Email privacy@scope4mation.com. We normally respond within one month. For complex or numerous requests, this may be extended by up to two further months; we explain this within the first month. We request additional identification only when needed to resolve reasonable doubts about identity, not a full identity-document copy by default.

You may also complain to the Dutch Data Protection Authority or your competent supervisory authority.

7. Security and changes

We take appropriate technical and organisational measures, restrict access and investigate security incidents. No system is risk-free. Report suspected misuse to privacy@scope4mation.com. We update this statement and its date when practices change, and provide additional notice of material changes where needed.