Privacy Notice | EasyNamics

Learn more about our commitment to privacy protection

We understand the importance of your personal information and how it’s used, and we want you to trust that ERPnamics handles your data with care. This Privacy Notice explains what personal information we collect, why we collect it, and how we use it.

Our Privacy Notice applies to all ERPnamics operations. We are fully committed to safeguarding your data and will only process it in compliance with applicable privacy laws.

You have the right to object to certain uses of your personal data, including for direct marketing. Learn more about your rights and how to exercise them below.

1. Responsible ERPnamics S.L

ERPnamics S.L. and its affiliated entities ("ERPnamics", "we", "us", "our", or the "Company") are responsible for processing your Personal Information as outlined in this Privacy Notice, unless stated otherwise, and act as the controller of such data.

This Privacy Notice does not apply if we process Personal Information as a service provider or processor on behalf of our clients or partners

2. What Personal Information Do We Collect?

This Privacy Notice applies to the processing of Personal Information by EasyNamics in connection with:

Partner services: The provision of products and services to current and prospective EasyNamics partners.
Supplier services: The supply of products or services to EasyNamics by third-party vendors or contractors.
Visitor services: Providing facilities such as meeting rooms, WiFi, and related resources to visitors at EasyNamics offices.
Recruitment activities: Handling Personal Information of candidates applying to EasyNamics, whether directly or via recruitment agencies.
Use of our website: Collecting Personal Information when visitors interact with the EasyNamics website (e.g., signing up for newsletters, blog posts, or events).
Use of electronic platforms: Processing data through EasyNamics' platforms, portals, or agreed electronic services.

Situations and Categories of Personal Information

If you express an interest in obtaining additional information about our services; request customer support; use our “Contact Us” or similar features; register to use our websites or to receive communications; sign up for an event, webinar, or Academy; participate in promotional activities; use our products and services; download certain content; are employed by a customer, or are a customer of an existing Pax8 customer and/or partner of our products and services where your information has been shared with us:
- Contact information, such as your name, job title, company name, address, phone number, email address, username, and password, as well as other information you have voluntarily chosen to share.
If you sign up as a partner:
- Your contact information, payment and billing information, and professional information, including your job title, email address, phone number, and address.
If you attend an event:
- Your contact information, job title, company name, business email, telephone number, location, dietary preferences, and emergency contact information.
If you apply for a job:
- Certain identifiers and professional or employment-related information collected from your job applications on our Careers page. For more details, refer to the Pax8 Applicant Privacy Notice.
If you interact with our websites or emails:
- Information about your device and usage of our websites or emails (such as Internet Protocol (IP) addresses or other identifiers), which may qualify as Personal Information. This is collected using cookies, web beacons, or similar technologies. For further details, see Section 3 below.
If you use and interact with our products and services:
- Information about your device and usage of our services through log files and other technologies. Some of this information may qualify as Personal Information (including Usage Data). Refer to Section 3 below for more information.
If you communicate with us via a phone call:
- Information such as your name, voice, and any other Personal Information you voluntarily share.
If you visit our offices:
- Name, email address, phone number, company name, time and date of arrival, as well as image or video footage (e.g., CCTV footage).
If you voluntarily submit certain information to us, such as filling out a survey, responding to a questionnaire, or participating in other forms of research:
- Information you provide as part of that request. This may include Personal Information and special categories of Personal Information, depending on what you voluntarily choose to share.
If you are a supplier or service provider to Pax8 (or work for a supplier or service provider):
- Contact information, payment, and billing information.

Personal Information We Collect Directly

If you share any Personal Information about others with EasyNamics, our service providers, or affiliates, you confirm that you have the authority to do so and, where required, have obtained the necessary consent. You also acknowledge that this information may be used in line with this Privacy Notice. If you believe your Personal Information has been shared improperly or wish to exercise your data rights, please contact us using the details provided in Section 12.

Personal Information We Collect from Other Sources

We gather additional information about you from external sources, such as business partners who share or sell Personal Information or publicly available sources, and we may combine this data with the information you provide directly to us.

Advertising: We collect Personal Information for tailored advertising purposes, including identifiers, professional details, commercial information, social profiles, and usage patterns. This data is sourced from third-party providers to refine records, identify new customers, and create targeted campaigns that align with your interests.

Additional Sources

We also collect Personal Information from:

Colleagues within your organization who share your details with your consent.
Automated technologies, such as cookies and server logs, capturing technical data like IP addresses and browsing activity.
Public databases, credit agencies, fraud prevention entities, and social media platforms. We integrate this data with your own to enrich our services while treating the combined information as Personal Information under this policy.

Automated Technologies and Interactions

While using our website, we may automatically collect technical data about your device and usage patterns via cookies or similar technologies. This includes device type, browsing actions, and IP addresses. For further details, please refer to our Cookie Policy.

3. What Device and Usage Data Do We Process?

At ERPnamics, we use standard tools, such as cookies, web beacons, pixels, and other technologies, to collect information that may include Personal Data as you navigate our websites, interact with our services, or engage with our emails.

Device and Usage Data

We collect certain device details when users visit our websites. This may include identifiers, commercial details, and internet activity information such as IP addresses, device and application IDs, browser types, integrations, plugins, mobile carriers, and system configurations. Data on pages visited, files accessed, search terms, referring websites, advertisements, operating systems, language preferences, and timestamps may also be collected. This data supports the purposes outlined in Section 4 of this Privacy Notice.

Additionally, as part of using our products and services, we collect Usage Data. This may include identifiers (such as user ID, email, and organization ID), commercial information, and internet activity data like IP addresses, browsing behavior, device details, and user actions. We utilize this data to deliver and enhance services, identify customer needs, and support internal analytics. While Usage Data is generally anonymized, it may occasionally be linked to individuals for security or service purposes.

Cookies, Web Beacons, and Other Tracking Technologies

ERPnamics employs cookies, pixels, and tags to understand how users interact with our websites and emails. Cookies placed on your device may track browsing behavior and help personalize your experience. We use both session-based cookies, which expire after a single session, and persistent cookies, which remain on your device for extended periods.

Web beacons and pixels allow us to monitor interactions, such as when you click links in marketing emails. These technologies help us optimize our websites and campaigns. For detailed information on cookie management, refer to the "Cookie Preferences" link on our website or review Section 9 for guidance on unsubscribing from emails.

Below, we outline the categories of cookies used and provide options for managing your data collection preferences.

Type of Cookies in EasyNamics

Strictly Necessary Cookies

Strictly necessary cookies are essential for basic website functionality. Examples include session cookies needed to transmit the website, authentication cookies, and security cookies. If you choose to log in to EasyNamics, we may place a cookie on your browser to uniquely identify you during your session and process transactions securely.

Because strictly necessary cookies are essential to operate the website, there is no option to opt out of these cookies.

Performance Cookies

These cookies help us measure and improve the performance of our website by tracking visits and traffic sources. They allow us to see which pages are the most and least popular and how visitors move around the site. All information collected is aggregated and anonymous.

We need your consent to use performance cookies. To manage your cookie preferences, click the “Cookie Preferences” link in the footer of the page. Learn how to control performance cookies via your browser settings.

Functional Cookies

Functional cookies enhance website functions, performance, and services. They can analyze site traffic, support market research, and display personalized content or advertising. These cookies may also improve user experience and provide more relevant communications.

We need your consent to use functional cookies. To manage your cookie preferences, click the “Cookie Preferences” link in the footer of the page. Learn how to control functional cookies via your browser settings.

Targeting or Advertising Cookies

Advertising cookies track user activity across websites to understand interests and deliver relevant marketing. EasyNamics may use its own or third-party cookies to show ads for our products and analyze ad performance. These cookies may collect information such as browser type and IP address. Third-party advertising networks may track online activities over time and across different websites, using technologies like cookies and web beacons.

We need your consent to use targeting and advertising cookies. To manage your cookie preferences, click the “Cookie Preferences” link in the footer of the page. Learn how to control targeting cookies via your browser settings.

Advertising, Analytics Services, and Online Tracking

At ERPnamics, we may collect Personal Information through web forms, event attendance, or tracking technologies such as cookies. This information is used to send newsletters or emails you have consented to receive, seek further communication permissions, or analyze and enhance our website and services. While we do not sell Personal Information, we may share anonymized, aggregated data with third-party partners to improve their services. Additionally, information may be shared during the sale of all or part of our business operations.

ERPnamics may transfer Personal Information within our organization or to approved vendors or consultants located in other countries. Before such transfers occur, we ensure adequate protections are in place, in compliance with applicable data protection laws and ERPnamics' internal policies.

4. Purpose, Description, and Legal Basis for Processing Personal Information

Providing our websites (including our social media pages):
- We process your Personal Information to operate and administer our websites and to provide you with the content you access and request.
- Legal Basis: Our legitimate interest in providing online content to our customers and prospective customers regarding our service offering and related information.
Improving our websites:
- We process your Personal Information to analyze overall trends and help us improve the user experience on our websites.
- Legal Basis: Our legitimate interest in providing a relevant and well-functioning website for the benefit of our website visitors.
Promoting the security of our websites:
- We process your Personal Information by tracking the use of our websites and verifying and investigating activity.
- Legal Basis: Our legitimate interest in promoting the safety and security of our websites and in protecting our rights and the rights of others.
Displaying personalized advertisements and content:
- We process your Personal Information to conduct market research, advertise to you, provide personalized information about us on and off our websites, and provide other personalized content based on your activities and interests.
- Legal Basis: Our legitimate interest in advertising our products and services or, where necessary, based on your prior consent. Refer to Section 3 for controlling this processing.
Registering visitors:
- We process your Personal Information, including registration information and associated non-disclosure information, for security reasons.
- Legal Basis: Our legitimate interest in protecting our offices, staff, visitors, and confidential information against unauthorized access.
Managing event registrations and attendance:
- We process your Personal Information to plan and host events or webinars for which you have registered or that you attend, including sending related communications.
- Legal Basis: Performance of a contract or your explicit consent.
Ensuring safety and security of employees, events, and premises:
- We process your Personal Information in response to credible threats to our employees, events, or premises.
- Legal Basis: Our legitimate interest in protecting our employees, events, and premises.
Sending communications:
- We process your Personal Information to send you marketing information, product recommendations, and other communications about us, our affiliates, and partners.
- Legal Basis: Our legitimate interest in conducting direct marketing or your prior consent. See Section 9.3 for controlling this processing.
Recording phone calls:
- We may record calls (in accordance with applicable laws) for customer satisfaction, staff training, and quality review purposes.
- Legal Basis: Consent or legitimate interest in maintaining the quality of phone interactions.
Handling contact and user support requests:
- We process your Personal Information when you contact us via email, chatbot, ticket system, or other means.
- Legal Basis: Necessary for the performance of a contract or our legitimate interest in fulfilling requests.
Providing our services:
- We process your Personal Information to perform our contract for the provision of services and satisfy applicable terms of use.
- Legal Basis: Performance of a contract or legitimate interest in service administration.
Developing and optimizing services:
- We process your Personal Information to improve and optimize the performance of our services.
- Legal Basis: Legitimate interest in service development and meeting customer expectations.
Providing personalized interactions:
- We process your Personal Information to customize interactions.
- Legal Basis: Legitimate interest in offering premium service experiences.
Managing customer and user accounts:
- We process Personal Information for billing, correspondence, customer relationship management, and debt recovery.
- Legal Basis: Performance of a contract or legitimate interest in account management.
Assessing Pax8 Partner Agreement applications:
- We process your Personal Information to facilitate sending out Partner Agreements.
- Legal Basis: Necessary for contract performance.
Sharing Personal Information with Service Providers:
- We share information with Service Providers when managing products or services and relationships.
- Legal Basis: Performance of a contract.
Maintaining security:
- We process Personal Information to detect and prevent fraud, cybercrime, and suspicious activity affecting Pax8.
- Legal Basis: Legitimate interest in security.
Financial reporting:
- We process your Personal Information for financial reporting purposes.
- Legal Basis: Legitimate interest in fulfilling reporting obligations.
Business purposes, analytics, and fraud prevention:
- We use your Personal Information for data analytics, audits, fraud prevention, and business expansion.
- Legal Basis: Legitimate interest.
Market research and statistics development:
- We process your data to improve service levels, benchmark our market fit, and refine product offerings.
- Legal Basis: Legitimate interest.
Managing webinars, contests, and promotions:
- We process your data if you register for any of these activities.
- Legal Basis: Consent, contract performance, or legitimate interest in providing these services.
Managing payments:
- We process your financial information to verify and collect payments.
- Legal Basis: Performance of a contract.
Providing insight and analysis to partners:
- We use your Personal Information to benefit business partners, improve products, or assess business operations.
- Legal Basis: Legitimate interest.
Complying with legal obligations:
- We process your Personal Information when cooperating with public authorities, courts, or regulators as required.
- Legal Basis: Legal obligations or legitimate interest in protecting rights and responding to lawful requests.

5. How We Share Information

We may share your Personal Information with:

Service Providers: Third-party IT and administrative providers, including those managing CRM and software solutions essential for our operations.
ERPnamics Affiliates: Our internal teams and entities.
Event Sponsors and Partners: Organizations involved in events we organize or support.
Customers: As required for business operations.
Promotion Sponsors: In conjunction with promotions or offers.
Third-Party Processors: For analytics, marketing, communication, or service enhancement.
Professional Advisors: Legal, banking, auditing, and insurance consultants.
Business Transfers: Entities involved in potential mergers, sales, or acquisitions.
Public Authorities: When legally required.

6. International Transfers of Personal Information

Your Personal Information may be collected, transferred, and stored by ERPnamics in countries outside your jurisdiction, including locations that may not meet the same data protection standards as your region.

We ensure that such transfers comply with applicable regulations by implementing appropriate safeguards, such as contractual clauses approved by relevant authorities. Where required, we will seek your consent before transferring your data internationally. ERPnamics is committed to ensuring adequate protection for your information in all such cases.

7. Children

Our services and websites are not intended for children. ERPnamics does not knowingly collect Personal Information from children under 13 years old. For individuals aged 13-18, we only process Personal Information with the consent of a parent or guardian, through a separate agreement, or when the interaction is unsolicited or incidental. If you believe we have unintentionally collected data from a minor without appropriate consent, please contact us via the details in Section 12, and we will promptly remove the information from our systems.

8. How long do we keep your Personal Information?

ERPnamics retains your Personal Information for a duration aligned with the purpose for which it was collected (see Section 4 above) or as required to meet legal obligations. The retention period depends on factors such as the nature and sensitivity of the data, the potential risks of unauthorized use or disclosure, and legal requirements (e.g., statutes of limitation).

Once the applicable retention period expires, your data will be deleted. If technical constraints prevent complete deletion, measures will be taken to restrict its use.

For details on retention periods, contact us using the information in Section 12.

9. Your Rights Relating to Your Personal Information

Your Rights

You may have certain rights relating to your personal information, subject to local data protection laws. Depending on the applicable laws, these rights may include the right to:

Access your personal information held by ERPnamics.
Know more about how we process your personal information.
Rectify inaccurate personal information and, taking into account the purpose of processing, ensure it is complete.
Erase or delete your personal information.
Restrict our processing of your personal information.
Transfer your personal information to another controller, to the extent possible.
Object to any processing of your personal information.
Opt out of certain disclosures of your personal information to third parties.
Opt out of the sharing of your personal information for delivering advertisements on non-ERPnamics websites, applications, and services.
If you’re under the age of 16, or such other applicable age of consent for privacy purposes in relevant jurisdictions, opt into certain disclosures of your personal information to third parties.
Not be subject to a decision based solely on automated processing, including profiling, which produces legal effects (“Automated Decision-Making”).
Withdraw your consent at any time (to the extent we base processing on consent), without affecting the lawfulness of the processing based on such consent before its withdrawal.
Not be discriminated against for exercising your rights as described above.

Where we process your personal information for direct marketing purposes or share it with third parties for their direct marketing purposes, you can exercise your right to object at any time to such processing without having to provide any specific reason for such objection.

How to Exercise Your Rights

To exercise your rights, please contact us by using the information provided in Section 12 below. Your personal information may be processed in responding to these rights. We strive to respond to all legitimate requests within one month unless otherwise required by law, and we will contact you if we need additional information from you to honor your request or verify your identity. Occasionally, it may take us longer than a month, taking into account the complexity and number of requests we receive.

Some registered users may update their user settings, profiles, organization settings, and other information by logging into their ERPnamics accounts and editing their settings or profiles.

To update your billing information, discontinue your account, or request the return or deletion of your personal information and other information associated with your account, please contact us using the information in Section 12 below.

Your Preferences for Email Marketing Communications

If we process your personal data to send you marketing communications, you may manage your receipt of marketing and non-transactional communications from ERPnamics by clicking on the “unsubscribe” link located at the bottom of ERPnamics marketing emails or by contacting us directly.

Please note that opting out of marketing communications does not opt you out of receiving important business communications related to your current relationship with us, such as communications about your subscriptions, service announcements, or security information.

Your Preferences for Telemarketing Communications

If you want your phone number to be added to our internal Do-Not-Call telemarketing register, please contact us using the information in Section 12 below. Please include your first name, last name, company, and the phone number you wish to add to our Do-Not-Call register.

Alternatively, you can always let us know during a telemarketing call that you do not want to be contacted again for marketing purposes.

10. How We Secure Your Personal Information

At ERPnamics, we take appropriate precautions, including organizational, technical, and physical measures, to help safeguard against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, the personal information we process or use.

While we follow generally accepted standards to protect personal information, no method of storage or transmission is 100% secure. Therefore, we cannot guarantee absolute security. You are solely responsible for protecting your password, limiting access to your devices, and signing out of websites after your sessions.

If you have any questions about the security of our websites or systems, please contact us using the information provided in Section 12 below.

11. Changes to This Privacy Notice

At ERPnamics, we will update this Privacy Notice from time to time to reflect changes in our practices, technologies, legal requirements, and other relevant factors. When we do so, we will update the “effective date” at the top of the notice. If a material update is made, we may provide you with notice prior to the update taking effect. This could include posting a notice on our website, contacting you directly, or, where required under applicable law and feasible, seeking your consent to these changes.

We encourage you to periodically review this Privacy Notice to stay informed about our practices regarding the collection, processing, and sharing of your personal information.

12. Contacting Us

ERPnamics has appointed a Data Protection Officer. To exercise your rights regarding your personal information or if you have any questions regarding this Privacy Notice or our privacy practices, please contact us using one of the following methods:

Email: privacy@erpnamics.com
Website: Contact us via the contact form available on our website.

When you contact us, please indicate in which country and/or state you reside.

We are committed to working with you to resolve any complaint or concern about privacy fairly. However, if you believe that we have not been able to assist with your complaint or concern, and you are located in the European Economic Area or the United Kingdom, you have the right to lodge a complaint with the competent supervisory authority. If you work or reside in a country that is a member of the European Union or the EEA, you may find the contact details for your appropriate data protection authority on the following website: [Insert link to EU data protection authority directory].