Privacy policy

At Coolset, we value your privacy and are committed to protecting your personal information. This Privacy policy outlines how we collect, use, disclose, and safeguard your data when you interact with our services. By accessing or using our services, you agree to the practices described in this policy.

Version 04 August 2023

‚Äč
‚Äć
info@coolset.com
Egelantiersgracht 572
1015RR Amsterdam
The Netherlands ‚Äć
‚Äć
1. Information we collect

1.1. Account information 
When you sign up for our services, we may collect personal information such as your name, email address, job title, and company information to create and manage your account.

1.2. Financial accounting data
As a B2B SaaS company, we process financial accounting data provided by you or your organization. This data may include financial transactions, invoices, receipts, and related information.

1.3. Usage information 
We may collect information about how you interact with our services, such as your IP address, browser type, device information, pages visited, and actions taken on our platform.

1.4. Cookies and similar technologies
We use cookies and similar technologies to enhance your user experience and collect certain information about your interactions with our website and services. We use both functional cookies and analytical cookies. 

Functional cookies
We have a functional cookie that has a lifetime of one week and remembers whether or not website visitors have accepted our terms of service.

Analytical cookies
Our website uses Google Analytics which allows us to improve our website experience and measure the effectiveness of certain parts of it. We have three main cookies which are used to distinguish between website visitors and how they interact with our website. The lifetime of these cookies vary between 1 day and 2 years. 

2. How we use your information

2.1. Carbon footprint analysis
As a decarbonization platform, our primary purpose for collecting and processing your information is to conduct accurate spend-based and activity-based analysis to understand your company's carbon footprint. We use the data provided by you or your organization, such as financial transactions, operational activities, and resource usage, to calculate and assess the carbon emissions associated with your business operations.

2.2. Emission reduction insights
The carbon footprint analysis allows us to generate valuable insights and recommendations aimed at helping your organization reduce its carbon emissions. These insights may include identifying areas of inefficiency, suggesting sustainable practices, and measuring the impact of emission reduction initiatives.

2.3. Provision of services
We use the information you provide to deliver our carbon accounting services, including the accurate calculation and reporting of your carbon footprint data.

2.4. Communication
We may use your contact information to communicate important updates, progress reports on your carbon reduction efforts, and news related to our platform and services.

2.5. Improvement of services
We analyze aggregated and anonymized usage data to improve our platform's functionalities, enhance our carbon accounting services, and optimize the user experience for our customers.

2.6. Legal compliance
We may process your data to comply with legal obligations, industry standards, and respond to lawful requests from government authorities related to carbon accounting and environmental reporting.

3. Data retention
‚Äć
We retain your data for a period of 24 months after the termination of your contract with us. This retention period allows us to comply with legal obligations, handle disputes, and provide historical data to assist you if needed.

4. Data security

4.1. Encryption and data storage
We understand the sensitivity of the data we handle, particularly concerning carbon footprint analysis. All customer data, including financial and emission-related information, is encrypted both at rest and in transit. We use industry-standard encryption methods to safeguard your information during storage and transmission.

4.2. Access controls
Access to customer data is limited to authorized personnel who require it for providing our carbon accounting services. Our access controls are designed to prevent unauthorized access, modification, or disclosure of your data.

4.3. Secure servers
Your data is stored on servers located within the European Union (EU) that are hosted by reputable cloud service providers, adhering to strict security standards and certifications. These servers are protected by robust security measures to prevent unauthorized physical access.

4.4. Data minimization
We only collect and retain the data necessary for conducting carbon footprint analysis and providing our services. We do not store personal data beyond the required retention period, as outlined in our Data retention policy.

4.5. Employee training
Our employees undergo regular data protection and security awareness training. They are educated about the importance of data privacy and confidentiality, emphasizing their responsibility in handling customer data with the utmost care.

4.6. Third-party vendors
In cases where we engage third-party vendors to support our services, we conduct a thorough vetting process to ensure their security practices align with our high standards. These vendors are bound by contractual obligations to protect customer data and use it solely for the purposes outlined in our Privacy policy.

4.7. Incident response
We have implemented a comprehensive incident response plan to address any security breaches or data incidents promptly. In the unfortunate event of a data breach, we will notify affected customers and the relevant authorities as required by applicable laws and regulations.

4.8. Data sharing and anonymization
We prioritize data anonymization in our carbon footprint analysis whenever possible. Aggregated and anonymized data is used for research and industry benchmarking purposes without disclosing individual company-specific information.

4.9. User responsibility
As a user of our decarbonization platform, you are responsible for maintaining the security of your account credentials. Please ensure that you keep your login information confidential and refrain from sharing it with unauthorized individuals.While we take all reasonable measures to protect your data, no data transmission or storage method can be guaranteed to be 100% secure. If you have any concerns or questions about the security of your data, please contact us at
security@coolset.com.

5. Sharing of information
‚Äć
5.1. Third-party service providers
We may share your information with trusted third-party service providers who assist us in delivering our services and maintaining our infrastructure.

5.2. Legal compliance
We may share your data to comply with legal obligations or in response to lawful requests from government authorities.

5.3. Business transfers
In the event of a merger, acquisition, or sale of our assets, your information may be transferred to the acquiring entity.

6. Your rights

You have the right to access, rectify, and delete your personal information. If you wish to exercise any of these rights or have questions regarding your data, please contact us at
info@coolset.com.

7. Updates to privacy policy
‚Äć
We may update this Privacy policy from time to time to reflect changes in our practices or legal requirements. We encourage you to review the policy periodically for any updates.

8. Contact us
‚Äć
If you have any questions, concerns, or feedback regarding this Privacy policy or our data practices, please contact us at
info@coolset.com.