Transparency on what data we collect and use, and for what purpose.
When processing your data we adhere to the General Data Protection Regulation (GDPR) and although you can use our services as a corporate entity, please note that corporate data does not fall under the General Data Protection Regulation (GDPR). This policy is therefore primarily intended for those who use our services as a private individual.
To use any of our products and services you will need to register for an account first. After registration we save any personal data provided by you and tie them to an internal customer ID. We save these details for billing purposes, to be able to deliver a service (registering a domain name for example) and to provide support when needed.
We collect the following information when you complete your registration with PCextreme:
Whenever you contact us by email, our contact form, or chat(bot) the following information will be saved:
Whenever you contact us by our social media channels, we will save the following information:
When you take part in promotional campaigns we collect the following information:
Some pages on which we share our promotions are created using external software (Unbounce). When submitting personal information on pages created with this software, then the data in question is stored within this system.
The information that we collect is used for various purposes. Below we describe how we use your data and and for what purposes.
Whenever you contact us by using our contact form or when you contact us by email, your submitted information will be saved and archived in our secured self hosted ticket system. Firstly we do this so we can answer and process your request, and secondly to be able to properly help you in the future.
Aside from contacting us by email, you also have the possibility to contact us by phone. Whenever you do so, your telephone number and your name (if known to us) shows up in our internal communication tool (Slack). This allows to quickly see who has called and whoever we may need to call back.
After a support request has been finalized, we send you a message asking to rate our service level. Responses are archived in our self hosted survey system and are used for evaluation purposes.
Recording of phone calls
When calling our service number, each conversation is recorded. On the one hand we do this for trainingpurposes, and on the other hand to help assist with disputes.
Restoring account access
If you no longer have access to your account with the e-mail address known to us, we ask you to provide the following information in order to restore access to your account:
After we have used these documents to restore access to your account, these will be removed by us.
With the help of third parties we may verify certain information, such as your address and your phone number when you disclose your personal data with us.
After creating an account with us, we ask for your primary address and an optional billing address. When an address is entered in either fields, we automatically check whether the address is valid by using the Google Maps API.
In some situations we may also verify your phone number. This is done by sending you a text message with a code, which you can enter inside our control panel. For this we use a third party called Messagebird, who we provide your phone number.
Some of the services that we provide require your personal information, such as domain names and SSL certificates.
For the creation of a domain name, we collect and use at least the following personal information:
For the creation of an SSL certificate (excluding Let's Encrypt certificates), we collect and use the following personal information:
In order to create domain names and SSL certificates, we forward the details provided by you to our supplier for these products. Once forwarded, they will finalize the actual registration with the organizations in question: domain name registries and certificate authorities.
In order to keep providing our services for many years to come, we have to charge for the usage of them. To be able to do this we create an invoice which contains personal data. All invoices that we create are archived for seven years in order to comply with Dutch tax laws. Additionally we use Multisafepay as our payment gateway. While we do not actively share any personal data with them, they do acquire your name, bank account number, or credit card information when you make a payment to us.
We also might share personal data with our collection agency (DAS Incasso) when an invoice is past its due date. If no payment has been made after several reminders, the collection agency takes over. When the requirements are met, DAS Incasso receives the following information from us:
If you use our colocation services then we provide a way to access the data center so you can maintain your hardware. In order to be granted access, a request has to be made from within our control panel. For the request to be accepted we forward the following information to our data center supplier:
In order to deflect unwanted email such as spam from your inbox and to prevent outgoing spam message being sent from our platform, we make use of a self hosted spam filter from SpamExperts. This system scans ingoing and outgoing email and filters them accordingly on malicious content.
When you as a user manually mark a message as spam, then this is shared with the supplier of the spam filter to increase the effectiveness of the filter.
When contacting our sales department for more information regarding our Managed services, we may send you a quotation by the use of third party software.
A quotation may include the following personal information:
When using our services, we like to keep you up to date regarding the service(s) you have running, inform you of news about PCextreme that we think you shouldn't miss and how you can get the most out of your products.
Emails about your product
These emails come with the services you are using and generally include helpful information. Whether your traffic limits are almost reached or when an interruption of service occurs, we may email you about it.
We offer a newsletter for those that are interested in what we’re up to. The email address that you provide when you place an order or register a PCextreme account is not automatically added to our list of subscribers. You can, however, subscribe and unsubscribe at any given time.
Product related communication
We offer the possibility to subscribe to a mailing list for those interested in deals, complementing services and promotions. Your email address is not automatically added to this list so we only send these emails with your consent. You can subscribe unsubscribe from this list at any given time.
Internally we use various tools to communicate and keep track of our progress for certain projects. We try to use email as much as possible when sharing personal information internally, however, this may not always be the case.
We use Slack in order to communicate in an efficient way between the offices that we have. There are cases where personal information is shared internally with the use of this tool. Also, integrations with other data sources are used within Slack. The only integration that involves personal information is the one referenced to in point 2.1. Customer Service, stating we keep a log of all incoming calls.
We use Toggl for hour registration, this allows us to keep track of the time employees spend on different tasks. By using this tool, we get to learn what are we able to do in what time, allowing us to make better informed decisions on project planning. Because some of the projects are customer specific the following data is stored in Toggl:
It could happen that you encounter an error when browsing our websites. When this happens, an automated report is sent to an external tool to help our developers in fixing the error. These reports may contain your IP address and email address, which help in establishing a connection between the report and error message.
For exmaple, when a failed log in attempt is detected, a report is created to aid our developers in tracing the source of the problem.
In case there is suspicion or evidence of fraud or abuse, we may be required to disclose personal data to the relevant authorities.
We make use of various tracking pixels to help improve the user experience of our websites or to aid us in our marketing activities.
On our websites we use the following pixels:
On all of our websites we use Google Analytics to track the duration of a visit, the physical location of a visitor and which page(s) a visitor has checked. It basically tells us what’s happening on our website.
Google Analytics is installed on the following pages:
On some of our pages we use Google Adwords Conversion Tracking. This helps us measure the performance of our advertisements when someone enters a search query on Google and clicks on one of our ads. This way we can determine the success of our advertising efforts.
The Google Adwords conversion pixel is installed on the following pages:
On some of our pages we use the Google Remarketing pixel. This enables us to show you personalised ads on websites that are part of the Google Adwords network. We generally use this to remind you of our services from time to time.
The Google remarketing pixel is installed on the following pages:
On some of our pages we use the Bing Ads pixel. This helps us measure the performance of our advertisements when someone enters a search query on Bing or Yahoo and clicks on one of our ads. This pixel also allows us to show you personalised ads on the Bing and Yahoo advertising network based on the pages you visited on our website.
The Bing Ads pixel is installed on the following pages:
On some of our pages we use the Facebook Advertising pixel to reach new potential customers through advertisements. With this pixel we can measure the performance of our ads. We also use this pixel to show you personalised ads on Facebook itself.
The Facebook Advertising pixel is installed on the following pages:
In some cases we may share personal data for commercial purposes if we have the explicit consent to do so. You can subscribe and unsubscribe at any given time.
We work with the following third parties:
When you give us your consent, we may provide your first name, last name and email address to the parties listed above, so they can match it with their own data. We do this so we can reach people with our advertisements on these platforms that are most similar to our customer base. The data that we provide is encrypted before being processed.
We employ several security measures to minimize the risk of abuse and unauthorized access to personal data. We comply with current best practices and security standards and our compliance is frequently evaluated.