Privacy notice
How Convenor handles personal data on this website and in the tool.
Who we are
Convenor builds software for teams that deliver EU-funded projects. Our product, Convenor for EU projects, brings their activities, experts, budget and evidence together in one record.
The company behind Convenor is Zitha&Houwen VOF, trading as Convenor VOF, based in Delft, the Netherlands and registered with the Dutch Chamber of Commerce (KVK) under number 75986388. You can reach us about anything in this notice at privacy@convenor.eu.
To reach our data protection officer, write to privacy@convenor.eu.
Our role
For the website and your account, Convenor is the controller: we decide why and how that data is used.
For the data your organisation keeps in the tool, your organisation is the controller and Convenor is its processor. We process that data only on your organisation’s instructions, under a data processing agreement that forms part of its contract with us.
What we collect, why, and for how long
| Data | Why we use it | Legal basis | How long we keep it |
|---|---|---|---|
| What you write when you contact us, or ask for a demo: name, organisation, work email, type of project and your message | To reply, and to prepare and hold the conversation or demo you asked for | Our legitimate interest in answering you, or steps you ask for before a contract (GDPR Article 6(1)(f) and (b)) | 12 months after our last contact, unless it leads to a contract |
| Technical data our web server receives with every visit: IP address, browser type, the page requested and the time | To deliver the site and keep it secure | Our legitimate interest in running a secure website (Article 6(1)(f)) | Only as long as needed to keep the site secure, in accordance with the GDPR, then deleted |
| Visit statistics: the page you visit, the time, the page you came from, your browser type and screen size, and an approximate location (country, sometimes region) worked out from your shortened IP address | To learn which pages help visitors and to improve the website | Our legitimate interest in improving our website (Article 6(1)(f)) | Visit details for 180 days, then only totals |
| Your account in the tool: name, work email, role and sign-in times | To give you access and keep the tool secure | The contract with your organisation (Article 6(1)(b)) and our legitimate interest in security | As long as the account exists, then deleted with the organisation’s data |
In the tool, your organisation and its experts enter data such as stakeholder records, attendance, timesheets and documents. Your organisation decides how long it is kept, usually the contract period plus any retention its funder or the law requires.
This website does not use advertising, and no one else tracks you on it.
How the contact forms work
The forms on this website do not send or store anything themselves. When you press the button, your own email program opens with a message ready to send to us. Nothing reaches us until you send that email.
Visit statistics
We count visits to this website with Matomo, statistics software that we run ourselves on a server in Germany, rented from the hosting company Hetzner. No other company receives the statistics, and Matomo sends nothing to its maker.
Matomo sets no cookies and stores nothing on your device. Before a visit is stored, the last two parts of your IP address are removed, so the address can no longer point to you. If your browser asks websites not to track you (Do Not Track), your visit is not counted.
We see which pages are read, which site a visitor came from, which links are followed, and whether someone opened our contact email or asked for a demo. We keep the details of each visit for 180 days; after that only totals remain. We do not combine this data with anything else and we do not share it.
Who receives it
We do not sell personal data, and we do not use it for advertising. Only the people at Convenor who need it to answer you or to run the service can see it.
We use service providers for hosting and email. Each one is bound by a data processing agreement and stores data in the European Union.
We disclose data to authorities only when the law requires it.
Where it is stored
On servers in the European Union. We do not transfer personal data outside the European Economic Area. If that ever becomes necessary, we will do so only with the safeguards the GDPR requires, such as the European Commission’s standard contractual clauses, and update this notice first.
Your rights
You can ask us at any time to:
- give you a copy of the personal data we hold about you
- correct data that is wrong or incomplete
- delete your data
- limit how we use it
- give you your data in a common, machine-readable format
- stop using it where we rely on our legitimate interest (you can object)
Write to privacy@convenor.eu. We answer within one month and may ask you to confirm your identity first. For data in the tool, the organisation that invited you handles the request; we help them.
You also have the right to complain to a data protection authority, in the country where you live or work, or where Convenor is established. In the Netherlands, that is the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
Cookies and local storage
This website sets no cookies, also not for the visit statistics. It remembers whether you chose the light or dark theme in your own browser (local storage, under the name cv-app-theme). That choice never leaves your device, and you can remove it by clearing your browser’s site data.
The tool uses one cookie that is strictly necessary to keep you signed in. It needs no consent and expires when you sign out.
Security
Connections to this website and the tool are encrypted (HTTPS). Access to personal data is limited to the people who need it for their work. If a breach puts your data at risk, we inform you and the authority as the GDPR requires.
Automated decisions
We do not make decisions about you by automated means alone, and we do not build profiles of visitors.
Changes to this notice
When we change this notice we update the date at the top. If a change affects how we use your account data, we tell account holders before it takes effect.
Questions? privacy@convenor.eu