MyFileme

Last update : 03 June 2024

This policy supplements the Site's general terms and conditions, of which it forms an integral part, to inform you about the processing of personal data on the Site.

1. DEFINITIONS

Capitalized terms refer to the following definitions:

The "Company" or "we " refers to the company HelloSoftware SA, Route de Lausanne 134, Le Mont-sur-Lausanne, Suisse - contact@myfileme.com.

The "Site" refers to the website(s) accessible via the URL link https://fileworld.co and any sub-site(s) they may have, allowing access to a content consultation area, a space reserved for customers, etc., provided by the Company.

"You" refers to the persons concerned by the Processing carried out on the Site (users, prospects, customers, etc.).

The"Policy" refers to this privacy policy.

Data" means any information relating to an identified or identifiable natural person (the"data subject"), directly or indirectly, in particular by reference to an identifier (name, identification number, location data, online identifier, etc.) or to one or more elements specific to his or her identity.

Processing" refers to any operation applied to Data (collection, recording, organization, storage, adaptation, communication by transmission, dissemination, deletion, etc.).

A "Data Controller " is the person who, alone or jointly with others, determines the purposes and means of processing, and a "Data Processor " is the person who processes Data on behalf of the Data Controller. On the Site, unless otherwise stated, we are responsible for processing Data.

A " Recipient " is the natural or legal person, public authority, department or any other body that receives communication of personal data, whether or not it is a third party.

The " Regulation " refers to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data (''RGPD''); Law no. 78-17 of 6 January 1978 relating to information technology, files and freedoms; the rules applicable to commercial prospecting set out in the French Post and Telecommunications Code, and more generally the laws and regulations applicable to the Data Processing that we carry out.

2. COMPANY WEBSITE AND COMMERCIAL PROSPECTING

The Site presents our Company's activities and various forms (contact, newsletter subscription, etc.). By filling in the forms and communicating with us via the Site, you transmit the following categories of information to us:

- Identity data: title/gender; surname; first name; and optionally, we may ask for your date of birth in order to propose birthday offers;
- Contact and correspondence data: e-mail address; postal address (address, zip code, town); telephone number; in the event of a customer service request, the nature and content of your request.
- Opinions and contributions: pseudonym, date of the opinion, content of the opinion, product or service concerned, profile photo attached to the opinion, if applicable; The Company may enrich its Site by collecting and republishing opinions and contributions expressed by its customers on other sites (in particular social networks) when these contributions are freely accessible to the public;
- Data required for loyalty-building, prospecting, research, surveys, product testing and promotional activities;
- Data relating to the organization and processing of contests, lotteries and any promotional operation;
- Data collected for the purpose of exercising rights enshrined in regulations.

In accordance with our legitimate interests, and where necessary for the execution of pre-contractual measures taken at your request or of a contract, we process the above-mentioned Data for the following purposes:

- Presentation of the Company's products and services;
- Management, processing and follow-up of requests and exchanges with the Company, via the Site (if necessary by offering you a chatbot, a call reservation tool, etc.);
- Prospect relationship management;
- Management of people's opinions on the Company's products, services or content;
- Canvassing and/or sending information, management of technical canvassing operations, selection of persons to carry out loyalty actions, canvassing, surveys, product testing, etc;
- Organization of contests, lotteries or any promotional operation on the Site.

Data used for the management of commercial prospecting is kept for a maximum of three years from the last active contact from the prospect or customer, and earlier if you withdraw your consent to receive messages from us. Notice and contribution data is kept for the duration of public access to the notice on the Site.

In accordance with our legal obligations, identity and contact data will also be processed for the following purposes:

- Updating of its canvassing files by the organization in charge of managing the opposition list to telephone canvassing, in application of the provisions of the French Consumer Code
- Management of requests for rights of access, rectification and opposition, and more generally of the rights described in the Policy.

3. ONLINE SUBSCRIPTIONS

The Site allows you to subscribe online, which leads us to Process the following Data:

- Identity and contact data
- Data relating to the contractual and commercial relationship: Details of order content; Pre-contractual and order-related exchanges (purpose, date, etc.); Communications with the Company.
- Payment and transactional data: transaction date, amount, payment method, order number, invoicing data;

This information is necessary for the management of our customer-prospects file, and more specifically for the following purposes in accordance with our General Terms and Conditions accepted at the time of ordering on the Site and with our legal obligations:

- To carry out operations relating to the management of files concerning: subscriptions; orders; delivery of the product or service; legal and commercial warranties; invoices; accounting and follow-up of the commercial relationship (after-sales service) including for opinions on the Company's offers;
- Preventing and combating fraud and payment fraud, in particular credit card fraud;
- Management of unpaid invoices and disputes, on condition that they do not concern offences and/or that they do not lead to the exclusion of a person from the benefit of a right, service or contract.

Secure payment. All transactions carried out on our Site are secure. Credit card payments are handled by our payment service providers ("PSP"), as indicated in our general terms and conditions or on the order page for our products and services. We use an SSL encryption system to protect your personal data and the means of payment used. At no time do we have direct access to your bank details through this process.

Retention periods. The personal data we process is kept for the periods shown in the table below.

Data concerned	Retention period
Data processed for commercial prospecting purposes	3 years from the prospect's last active behavior or the collection of the Data
Data required to process your order and manage contractual and commercial relations	3 years from the customer's last active behavior or, failing that, from the end of the contractual relationship. For accounting documents (purchase orders, delivery notes, customer invoices): 10 years from the end of the financial year
Purchase orders under 120.00 euros	5 years from contract conclusion.
Purchase orders over 120.00 euros	10 years from date of delivery or service.
Bank details: in case of single payment	13 months for payment cards with immediate debit and 15 months for payment cards with deferred debit from the debit date (for the purpose of responding to any dispute)
Bank details: for tacitly renewable subscriptions	13 months for immediate debit cards and 15 months for deferred debit cards, from the date of debit of the last payment due at the end of the subscription period (for the purposes of responding to any disputes)

4. CREATING AN ACCOUNT

A personal account is automatically created on the basis of the information provided at the time of your order on the Site.

To provide and manage the account, the following information will be processed:

- Identity and contact data
- Account connection data: username, password; which may be automatically recorded on the Site only if you give your consent via your browser settings;
- Account access and use data: IP address, connection time, connection duration, account settings, data relating to the use of any account features.