Privacy policy

Your privacy is important to us, which is why we want to be transparent about what, how and why we collect, process and share your personal information. Therefore, please take the time to read this webpage.

In short

  • We clearly specify our purposes before we process your personal data, by using this privacy statement.
  • We collect and process your personal information in accordance with the law.
  • We first ask your explicit permission to process your personal data when such permission is legally required.
  • We only process your personal data for the purposes we are legally allowed to use it for.
  • We work together with some third parties that may need access to your personal data in order to provide their services to us. Those third parties will, however, only be granted access to your personal data by us under strict instructions and in compliance with the GDPR (General Data Protection Regulation).
  • We take adequate measures to protect your personal data and we require the same from the third parties who process personal data on our behalf.
  • We respect your rights, such as the right to access, correct or delete your personal data stored by us. You may request a copy of the information we have about you. Keep in mind that we may not be able to completely fulfil your request to delete your personal data due to compelling legal reasons, or because fulfilling your request would mean revealing or deleting other information as well. If you wish to opt out of our e-mail communications, click the button in any of our e-mails.

What our Privacy Policy covers

Our Privacy Policy covers what personal data that TOPdesk Nederland B.V and its affiliated entities (hereinafter: ‘TOPdesk’, ‘we’ and ‘our’) collect from you and for what purposes that personal data is being used by us. When you use our services, when you interact with us, or when other sources provide it to us, we gather personal data from you. This policy explains for each purpose what personal data we gather from you, for what purposes we process that personal data and how long we will retain it. We will also explain in this privacy policy how we secure your personal data and how you can access and control it.

The purposes for which we process your personal data

I. The provision of services

For this purpose we process the following personal data:

  • Name contact person
  • (Business) telephone number
  • (Business) e-mail address
  • Gender (optional)
  • LinkedIn (optional)
  • Name organization
  • Payment details
  • Invoice details
  • Any content of correspondence

We request this personal data and information from you in order to properly execute the agreement and to maintain our relationship with you. We can also use this personal data to inform you about our other products or services. This personal data will be stored for the duration of the agreement. Due to compelling legal reasons (such as tax law requirements, some personal data can be retained for a longer period.

II. Contact or Trial request

For this purpose we process the following personal data:

  • Name and function applicant
  • (Business) telephone number
  • (Business) e-mail address
  • Gender (optional)
  • Name organization

We need this personal data from you in order to provide your login details or to perform our demo to you and to follow up. We delete the personal data of a data subject within a reasonable period after the purpose for processing of the personal data has ended.

III. Participation in a webinar or event

If you sign up for a TOPdesk webinar or event, we will process the following personal data:

  • Name and function participant
  • Name organization
  • (Business) telephone number
  • (Business) email address
  • (Business) address details
  • (Business) invoice details (if applicable)
  • (Business) payment details (if applicable)
  • Any content of correspondence

We also might need this personal data to send you the quotation, the training materials and practical information, and to invoice you (if and insofar applicable). We delete the personal data of a data subject within a reasonable period after the purpose for processing of the personal data has ended.

IV. Third parties

We will only share your personal data with third parties when we are legally allowed to do so. There are various reasons why we might share your personal data with third parties:

  • we have engaged third parties to process certain data, for example, to send you materials
  • it is necessary for the performance of our services
  • for website and application development
  • we have a legitimate interest to do so
  • we have your permission to do so
  • we are legally obliged to do so

Examples of third parties that (might) process personal data in our or your assignment:

  • IT suppliers and service provides
  • Online tools for evaluation and questionnaires
  • Delivery or postal services
  • Event organizations and locations
  • Sponsors
  • Cookie service providers (please see our cookie policy)
V. Website

We may gather personal data obtained through your use of our website. You can read more about this in our cookie declaration.

VI. Contact

You can contact as via our website, e-mail and telephone. For this purpose we process the following personal data:

  • Name
  • (Business) e-mail address
  • (Business) telephone number
  • Name organization (optional)
  • Any content of correspondence

We use this personal data to handle your question or request properly. We delete the personal data of a data subject within a reasonable period after the purpose for processing of the personal data has ended.

Security and storage of your personal data

In line with the GDPR, we use industry standard technical and organizational security measures to protect the personal data that we collect from you against misuse, loss and unauthorised access.

Depending on the type of personal data, the purpose of and the applicable grounds or permissions for storage, we will keep the personal data for a certain period of time, but no longer than necessary or allowed. After such time, we will either delete or anonymise your personal data or, if this is not possible, store your personal information and isolate it from any further use until deletion is possible. For examples and more details please refer to our Technical and Organizational Measures (TOMs).

TOPdesk corporate affiliates

We may share your personal data with other TOPdesk corporate affiliates in order to operate and improve our services and to offer other TOPdesk affiliated services to you.

Business transfers

We may share or transfer personal data we collect from you in connection with any merger, sale of company assets, financing or acquisition of all or a portion of our business to another company, provided that such personal information continues to be collected, shared and processed in accordance with the original purpose for which it was collected, shared and processed.

Compliance with applicable law

In exceptional circumstances, we may share personal information we collect from you with a third party if we believe in good faith that sharing is reasonably necessary to:

  • comply with any applicable law, regulation, legal process or governmental request;
  • enforce our agreements, policies and terms of service;
  • protect the security or integrity of our services;
  • protect TOPdesk, our customers or the public from harm or illegal activities; or respond to an emergency which we believe in good faith requires us to disclose your personal information to assist in prevention of death or serious bodily injury of any person.

Your rights regarding your personal data

You may request a copy of the personal data that we have collected from you, you may object to our use of your personal data, you may request the deletion or restriction of your personal data, or request your personal data in a structured, electronic format by contacting us as provided in the ‘Contact Us’ section below.

We may not be able to completely fulfil your request in some cases. Examples of this are situations in which information of another person would be revealed or if fulfilling your request would result in the deletion of information we are permitted to keep by applicable law, or information we keep for compelling legitimate reasons.

Opting out of communications

You may opt out of receiving communications from us via the unsubscribe link within each email.

Notice to End Users

Where our SaaS and on-premises services are made available to you through an organisation (e.g. your employer), that organisation is the administrator of the services and is responsible for the accounts over which it has control. In this case, please direct your data privacy-related questions to your administrator, as your use of the services is subject to that organisation’s policies.

SaaS and Support Services

If you are a TOPdesk customer and use our SaaS or support services, please direct any inquiry regarding the processing and sharing of personal information stored in your TOPdesk environment to your account manager.

Changes to our Privacy Policy

We reserve the right to amend our Privacy Policy from time to time without notice of change in order to respond to changes in our services, our business or applicable law.

Contact us

Your personal information is controlled by TOPdesk. If you have any questions or concerns about how the personal information we collect from you is handled, please direct your inquiry to your account manager. Visit our contact page.

Last updated: 24 December, 2021