Privacy policy

Moonoia SA ("us", "we", or "our") is a company incorporated under the laws of Belgium and operating http://www.moonoia.com/. Moonoia is committed to user privacy and attaches great importance to protecting the confidential data it processes as well as the related privacy legislation.

Our personal data protection policy is based on the relevant legal provisions, including (EU) Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of physical persons with regards to the processing of personal data and the free movement of data (henceforth “the European data protection regulation” or abridged in English as “GDPR”).

We periodically update our Privacy Policy and will post these changes on this page.

1. Who is responsible for processing personal data?

Moonoia SA, with registered offices at Rue Destrée 50, 6001, Marcinelle, Belgium, registered with BCE as a company under number BE 0740 480 182, is responsible for processing personal data.

Legal basis for processing Personal Information (EU visitors only)

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. However, we will normally collect personal information from you only where we have your consent to do so (e.g. you have asked to be added to a subscription service or to receive information), where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.

You will be able to see a brief text explanation with the legal basis for processing your information and a link to our Privacy policy whenever you submit a form. You will also see it at the bottom of every email we send to you. You are free to provide only the information needed to enable us to best provide answers to your request, and you can unsubscribe from communication with us at any time. Every email you receive from Moonoia will provide you with the link to unsubscribe from all future emails and to update your email preferences.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information). Similarly, if we collect and use your personal information in reliance on our legitimate interests, we will make clear to you at the relevant time what those legitimate interests are.

Moonoia as a Hubspot customer

Moonoia uses Hubspot's platform for our website (CMS), Marketing Communication and CRM (Sales). We use Hubspot's GDPR and privacy guidance as the basis for our own communications. Moonoia has activated Hubspot's GDPR functionality in our own platform for managing personal information and communication to contacts in our database. For more information about Hubspot's privacy policy, please visit their website. For information about Hubspot's platform features to support GDPR compliance, please visit the Hubspot GDPR Playbook

2. What type of personal data do we process?

You are free to visit our website without providing any personal information about yourself. We collect cookies for website visitors using Hubspot's cookie tools and in accordance with their suggested policy.

When you register for a subscription service, download certain information or request us to contact you, we ask that you provide some or all of the following information to help us best understand your requests/needs and to provide you with the information you are looking for:

• Contact details: name, email address
• Contact number: telephone number (if you would like for us to contact you via phone)
• Company information: company name, country location
• Professional Interests: e.g. "are you interested in artificial intelligence or automated data extraction"?
• Subscription Preferences: e.g. "would you like to subscribe to our blog or newsletter"?

To help us best assist you with the above, we also collect navigational information (like the pages you visited on our website or your IP address).

We will never sell your Personal Information to any third party.

3. Why do we process your personal data?

Your personal data is collected and processed for the following reasons:

• To allow Moonoia or its subcontractors to respond to requests you made using the contact form and to keep you informed
• To provide the required information in order to process
• To identify you on our website and to personalize your access to the system
• To analyse mistakes with a view to improving system performance
• Improve your browsing experience
• Send information or content to you which we think may be of interest to you by post, email, or other means and send you marketing communications relating to our business
• Promote use of our services to you and share promotional and information content with you in accordance with your communication preferences
• Send information to our customers regarding changes with their Moonoia contracts
• Meet legal requirements

This data is processed in compliance with this privacy notice and in accordance with the provisions of the GDPR.

It is only processed by the Moonoia staff and its subcontractors, and only for the reasons mentioned above and in order to improve our service.

4. For how long will your data be stored?

How long we keep information we collect about you depends on the type of information. After such time, we will either delete or anonymize your information or, if this is not possible, then we will securely store your information and isolate it from any further use until deletion is possible.

We retain personal information that you provide to us where we have an ongoing legitimate business need to do so (for example, as long as is required in order to contact you about the contracted services with Moonoia or as needed to comply with our legal obligations, resolve disputes and enforce our agreements).

When we have no ongoing legitimate business need to process your personal information, we securely delete the information or anonymize it. We will delete this information from our database at an earlier date if you so request. If we delete your data, we will no longer retain your private information (this is a hard delete). If at a future date you would like to communicate with us, you will need to provide us with any relevant information again to enable us to do so.

If you have elected to receive marketing communications from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our content, products, or services, such as when you last opened an email from us. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created. Moonoia uses Hubspot's Data Retention, Access and Portability and Deletion Tools to comply with all data subject requests.

5. Whom is the data shared with?

To process the data in the way described above, we may be required to pass your personal data on to the following organisations (this is a non-exhaustive list):

• Hubspot

No personal data will be shared with third parties not listed as recipients or not part of a legal entity, without prejudice to it being possibly handed over to bodies responsible for review or inspection in accordance with Belgian law, such as an examining magistrate.

Moonoia will not disclose personal data to third parties for direct marketing purposes.

6. Transfer of Information

Except for our software partners or vendors which provide specific, contracted services or support to our customers as previously mentioned, Moonoia does not work with third party processing organisations, direct marketing organisations or other entities which process or control data.

International Transfer

Your information, including Personal Information, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. If you are located outside Belgium and choose to provide information to us, please note that we transfer the information, including Personal Information, to Belgium and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer. In the event that a dispute arises with regards to the international transfer of data, you agree that the courts of Belgium shall have exclusive jurisdiction over the matter.

Information we collect from third parties

From time to time, we may receive personal information about you from third party sources including partners with which we offer co-branded services or engage in joint marketing activities, and publicly available sources such as social media websites.

Links to other sites

Our website or marketing communication may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services. For Hubspot, please see the link above to their privacy policy.

Business Transaction

If Moonoia is involved in a merger, acquisition or asset sale, your Personal Information may be transferred. We will provide notice before your Personal Information is transferred and becomes subject to a different Privacy Policy. In the event of such a transfer of information, your rights under GDPR are not affected.

7. What are your rights?

The right of access

The right of access means you have the right to obtain information on the personal data we hold on you upon request.

The right to rectification

You have the right to request rectification, without delay, of any personal data which is incorrect. If you notice that the personal data we hold on you is incomplete, you also have the right to request that it is completed.

The right to erasure

In some cases, you have the right to request that your personal data is deleted. This is particularly the case:

• If the personal data is no longer required for the reasons it was originally collected or processed by the data controller
• The personal data was processed unlawfully
• When you, the individual concerned, object to it being processed, other than in certain cases. The right to erasure does not apply to all situations.

The right to restrict processing

In some cases you have the right to request that the data controller limits the processing of your personal data, in compliance with data protection legislation.

The right to data portability

Insofar as necessary, you also have the right to access your personal data in a structured, commonly-used, machine-readable format, as described in the data protection legislation. In all cases the right to erasure continues to apply.

The right to object

You have the right to object at any point, for reasons related to your specific situation, to the processing of your personal data. In this case we will be required to stop processing your personal data, unless we can demonstrate that there are legitimate and compelling grounds for processing it which override your rights and freedoms, or for the establishment, exercise or defense of legal claims.

8. How to exercise your rights

You can send your requests by email to info@moonoia.com or by post to:

Moonoia SA
Rue Destrée 50, 6001, Marcinelle, Belgium

To guarantee the respect for privacy and security, we will take the necessary measures to verify your identity before allowing you to consult and correct your data.

9. Information on children

As a general rule, we do not intentionally collect or process personal data on children under the age of 16. If we find that we have inadvertently collected information on children under the age of 16, we will take measures to delete the information as soon as possible, unless the current law requires us to keep it.

If we know that a child is over the age of 16 but is considered a minor according to the current law, we will obtain authorization from the parent/guardian before using their personal information.

10. What measures are in place to protect my data?

Moonoia has put in place a number of suitable security procedures of a technical and organisational nature, which it regularly reviews and updates in order to avoid destruction, loss, forgery, modification, non-authorized access, accidental communication with third parties, and to ensure security and guarantee that the information collected is correctly used for the required purposes.

The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security. As such we make no warranties as to the level of security afforded to your data, except that we will always act in accordance with the relevant EU legislation.

11. Limited liability clause

Moonoia will only be liable for direct damages, and no indirect damage caused. Moonoia may never be held responsible for indirect damages such as, but not limited to, loss of personal data, financial or commercial prejudice, loss of profit, increased costs accrued, scheduling disruption.

Furthermore, Moonoia may not be held responsible for any damages resulting from illegitimate manipulation committed by third parties on the personal data (data theft, viruses, phishing, or other IT-related crimes).

Moonoia would like to clarify that this website may contain hypertext links and referrals to other sites. These are made available for information purposes only and we do not control them. Moonoia does not accept any responsibility for any unsuitable, illegitimate or illegal content present on these sites or the damage caused by visiting them. We therefore recommend that you read the privacy rules on each site you visit carefully, as they may differ from ours.

12. Who to address your complaints to

If you believe we have not fulfilled one of our legal and/or contractual obligations, we invite you to contact us by sending an email to info@moonoia.com or a letter to the Moonoia office.

Moonoia SA
Rue Destrée 50, 6001, Marcinelle, Belgium

We will do all we can to get back to you as soon as possible.

Claims, complaints and grievances can be tended to by sending an email to info@moonoia.com or a letter to the Moonoia office.

Moonoia SA
Rue Destrée 50, 6001, Marcinelle, Belgium

If you are not satisfied with our response, you have the right to make a complaint through the Autorité de Protection des Données (APD) (the Belgian Data Protection Authority).

Autorité de Protection des Données
Rue de la Presse 35 1000 Brussels
T.: +32 (0)2 274 48 00
Fax: +32 (0)2 274 48 35
Email: contact(at)apd-gba.be
URL: https://www.autoriteprotectiondonnees.be

13. Applicable law and competent jurisdiction

The current declaration is governed by Belgian law. Any disputes which cannot be settled amicably within one month from occurrence, will be submitted to the arbitration of the courts of Brussels (Belgium). This time-scale may be increased if agreed. Moonoia reserves the right to sue before another competent court if it deems appropriate.

Updated January 2020.