privacy policy

version: 201906

Cropland Seeds takes data privacy seriously.  This Privacy Policy explains who we are, how we collect, share and user Personal Data, and how you can exercise your Data Subject Rights.

About Cropland Seeds

Cropland Seeds is an online data science toolkit and training platform (the “Services”) operated by Cropland BVBA, a company with registered offices at 2600 Berchem, Willem van Laarstraat 86 box 002 (hereinafter referred to as "Cropland", "we" or "us”).

The Services enable our Members to, among other things, consolidate data sources, run data science analytics, visualise and distribute reports.  We also provide other related services, such as hands-on data science training.  You can find our more on our Services on the website www.croplandseeds.be.

Definitions

In this Privacy Policy, the following terms have the following meanings:

  • “Member” means any person or entity that is registered with us to use the Services.

  • "Contact" is a natural person for which a Member has collected Personal Data.  In other words, a Contact is anyone that is part of the data set that Members analyse, using the Services.  For example, if you are a Member, a customer natural person for which you are analysing data would be considered a Contact.

  • “Visitor” means any person who visits any of our Websites.

  • "Website(s)" means any website(s) we own and operate (such as www.croplandseeds.be) or any web pages, interactive features, applications, widgets, blogs, social networks, social network "tabs," or other online, mobile, or wireless offerings that post a link to this Privacy Policy.

  • "Personal Data" means any information that identifies or can be used to identify a Member, a Contact, or a Visitor, directly or indirectly.  Examples of Personal Data include, but are not limited to, first and last name, date of birth, email address, gender, occupation, or other demographic information.

  • "you" and "your" means, depending on the context, either a Member, a Contact, or a Visitor. 

This Privacy Policy (hereinafter referred to as "Privacy Policy") applies inter alia to (i) the contractual services to our Members, (ii) visiting our offices and (iii) all (commercial) relationships between CROPLAND and its customers, prospects and business partners.

Privacy for Members

This section applies to the Personal Data we collect and process from a Member or potential Member through the provision of the Services. If you are not a Member, the Visitors or Contacts section of this policy may be more applicable to you and your data. In this section, "you" and "your" refer to Members and potential Members.

 Information We Collect

The Personal Data that we may collect broadly falls into the following categories:

(i) Information you provide to us: in the course of engaging with our Services, you may provide Personal Data about you and your Contacts. Personal Data is often, but not exclusively, provided to us when you sign up for and use the Services, consult with our customer service team, send us an email, integrate the Services with another website or service (for example, when you choose to connect your CRM account with Cropland Seeds), or communicate with us in any other way.

We will let you know prior to collection whether the provision of Personal Data we are collecting is compulsory or if it may be provided on a voluntary basis and the consequences, if any, of not providing the information. By giving us this information, you agree to this information being collected, used and disclosed as described in our General Terms and Conditions and in this Privacy Policy.

This information may include:

  • Registration information: you need a Cropland Seeds account to use the Services as a Member. When you register for an account, you will be asked to provide certain basic information, such as your name, email address, username, password, company name, occupation, location, and phone number (for example, if you are using two-factor authentication).

  • Billing and communications information: if you purchase our Services, you may also need to provide us with payment and billing information, such as your credit card details, purchase order number and billing address. Cropland will also maintain a record of your billing transactions and purchases, and any communications and responses.

 (ii) Information we collect automatically: when you use the Services, we may automatically collect certain information about your device and usage of the Services. We use cookies and other tracking technologies to collect some of this information. Our use of cookies and other tracking technologies is discussed more below, and in more detail in our Cookie Statement.

This information may include:

  • Device information: we collect information about the device and applications you use to access the Services, such as your IP address, your operating system, your browser ID, and other information about your system and connection.

  • Log data: our web servers keep log files that record data each time a device accesses those servers and those log files contain data about the nature of each access, including originating IP addresses. We may also access metadata and other information associated with files that you upload into our Services.

  • Product usage data: we collect usage data about you whenever you interact with our Services, which may include the dates and times you access the Services and your browsing activities (such as what portions of the Services are used). We also collect information regarding the performance of the Services, including metrics related to the bandwith consumed, the speed of analysis, the processing capacity and the storage used through the Services. This information allows us to improve the content and operation of the Services, and facilitate research and analysis of the Services.

Use of Personal Data

We may use the Personal Data we collect through the Services or other sources for a range of reasons, including:

  • To bill and collect money owed to us by you. This includes sending you emails, invoices, receipts, notices of delinquency, and alerting you if we need a different credit card number. We use third parties for secure credit card transaction processing, and those third parties collect billing information to process your orders and credit card payments. To learn more about the steps we take to safeguard that data, see the "Our Security" section of this Privacy Policy.

  • To send you system alert messages. For example, we may inform you about temporary or permanent changes to our Services, such as planned outages, or send you account, security or compliance notifications, such as new features, version updates, releases, abuse warnings, and changes to this Privacy Policy.

  • To communicate with you about your account and provide customer support. For example, if you would like to get support on using our Services.

  • To enforce compliance with our General Terms and Conditions and applicable law, and to protect the rights and safety of our Members and third parties, as well as our own. This may include developing tools and algorithms that help us prevent violations.

  • To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.

  • To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.

  • To prosecute and defend a court, arbitration, or similar legal proceeding.

  • To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

  • Other purposes. To carry out other legitimate business purposes, as well as other lawful purposes about which we will notify you.

 Cookies and Tracking Technologies

We and our partners may use various technologies to collect and store information when you use our Services, and this may include using cookies and similar tracking technologies, such as pixels. For example, we use software that reports heatmaps in our Websites.

Our use of cookies and other tracking technologies is discussed in more detail in our Cookie Statement.

Data Protection Rights

You and your Contacts may have the following data protection rights:

  • To access, correct, update or request deletion of Personal Data. Cropland takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete and up to date. As a Member, you can manage many of your individual account and profile settings within the account pages provided through the Cropland Seeds platform, or you may contact us directly by emailing us at info@croplandseeds.be. You can also manage information about your Contacts within the database manager provided through the Cropland Seeds platform to assist you with responding to requests to access, correct, update or delete information that you receive from your Contacts.

  • In addition, individuals who are residents of the EEA can object to processing of their Personal Data, ask to restrict processing of their Personal Data or request portability of their Personal Data. You can exercise these rights by contacting us at info@croplandseeds.be.

  • Similarly, if Personal Data is collected or processed on the basis of consent, the data subject can withdraw their consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent. If you receive these requests from Contacts, it is your responsibility to manage your Personal Data and act as required by the GDPR.

  • The right to complain to a data protection authority about the collection and use of Personal Data. For more information, please contact your local data protection authority.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection law. We may ask you to verify your identity in order to help us respond efficiently to your request. If we receive a request from one of your Contacts, we will either direct the Contact to reach out to you, or, if appropriate, we may respond directly to their request.

Privacy for Contacts

Our Services are intended for use by our Members. As a result, for much of the Personal Data we collect and process about Contacts through the Services, we act as a processor on behalf of our Members. Cropland is not responsible for the privacy or security practices of our Members, which may differ from those set forth in this Privacy Policy. Please check with individual Members about the policies they have in place. For purposes of this section, "you" and "your" refer to Contacts.

Information We Collect

The Personal Data that we may collect or receive about you broadly falls into the following category:

(i) Information we receive about Contacts from our Members: a Member may provide Personal Data about you to us through the Services. For example, when a Member uploads their customer data base or integrates the Services with another website or service (for example, when a Member chooses to connect their online CRM account with Cropland Seeds), they may provide us with certain contact information or other Personal Data about you such as your name, email address, address or telephone number.

Use of Personal Data

We may use the Personal Data we collect or receive about you for our legitimate business interests, including:

  • To support and service the Member when they need technical assistance using our Services.  For example, sometimes we are asked to provide data science support and programming services on the Cropland Seeds account of our Members.

  • To enforce compliance with our General Terms and Conditions and applicable law. This may include developing tools and algorithms that help us prevent violations.

  • To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.

  • To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.

  • To prosecute and defend a court, arbitration, or similar legal proceeding.

  • To respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

  • Other purposes. To carry out other legitimate business purposes, as well as other lawful purposes.

Legal Basis for Processing

We process Personal Data about you as a data controller as described in this section, where such processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. Our legitimate interests typically include: improving, maintaining, providing, and enhancing our technology, products and services; and ensuring the security of the Services and our Website.

Data Protection Rights

You may have the following data protection rights:

  • To access, correct, update or request deletion of your Personal Data.  You may contact us directly at any time about accessing, correcting, updating or deleting your Personal Data, or altering your data, by submitting a request to us at info@croplandseeds.be. We will consider your request in accordance with applicable laws.

  • In addition, if you are a resident of the EEA, you can object to processing of your Personal Data, ask us to restrict processing of your Personal Data or request portability of your Personal Data. Again, you can exercise these rights by emailing us at info@croplandseeds.be.

  • You have the right to complain to a data protection authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA are available here.

As described above, for much of the Personal Data we collect and process about Contacts through the Services, we act as a processor on behalf of our Members. In such cases, if you are a Contact and want to exercise any data protection rights that may be available to you under applicable law or have questions or concerns about how your Personal Data is handled by Cropland as a processor on behalf of our individual Members, you should contact the relevant Member that is using the Cropland Services, and refer to their separate privacy policies.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. We may ask you to verify your identity in order to help us respond efficiently to your request.

Privacy for Visitors

This section applies to Personal Data that we collect and process through our Websites and in the usual course of our business, such as in connection with our recruitment, events, sales and marketing activities. In this section "you" and "your" refers to Visitors.

Information We Collect

(i) Information you provide to us on the Websites or otherwise: certain parts of our Websites may ask you to provide Personal Data voluntarily. For example, we may ask you to provide certain Personal Data (such as your name, contact details, company name, profile information) in order to sign up for a demo or paid Cropland Seeds account, apply for a job with Cropland, or otherwise submit inquiries to us. We may also collect Personal Data, such as your contact and job details and feedback, when you attend our events, take part in surveys, or through other business or marketing interactions we may have with you. You may choose to provide additional information when you communicate with us or otherwise interact with us, and we will keep copies of any such communications for our records.

The Personal Data that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your Personal Data. We will also let you know prior to collection whether the provision of the Personal Data we are collecting is compulsory or may be provided on a voluntary basis and the consequences, if any, of not providing the information.

(ii) Information we collect automatically through the Websites: when you visit our Websites, we may also collect certain information automatically from your device. In some countries, including countries in the European Economic Area, this information may be considered Personal Data under applicable data protection laws.

Specifically, the information we collect automatically may include your IP address, your operating system, your browser ID, your browsing activity, and other information about your system and connection and how you interact with our Websites and other websites. We may collect this information as a part of log files as well as through the use of cookies or other tracking technologies. Our use of cookies and other tracking technologies is discussed more below, and in more detail in our Cookie Statement.

Use of Personal Data

We may use the information we collect through our Websites for a range of reasons, including:

  • To provide, operate, optimize, and maintain our Websites.

  • To send you information for marketing purposes, in accordance with your marketing preferences.

  • For recruitment purposes if you have applied for a role with Cropland.

  • To respond to your online inquiries and requests, and to provide you with information and access to resources or services that you have requested from us.

  • To manage our Websites and system administration and security.

  • To improve the navigation and content of our Websites.

  • To identify any server problems or other IT or network issues.

  • To process transactions and to set up online accounts.

  • To compile aggregated statistics about site usage and to better understand the preferences of our Visitors.

  • To carry out research and development to improve our products and services.

  • To customize content and layout of the Websites.

  • To carry out other legitimate business purposes, as well as other lawful purposes.

Public Information and Third-Party Websites

  • Blog. We have public blogs on our Websites. Any information you include in a comment on our blog may be read, collected, and used by anyone. If your Personal Data appears on our blogs and you want it removed, contact us at info@croplandseeds.be. If we are unable to remove your information, we will tell you why.

  • Social media platforms and widgets. Our Websites include social media features, such as the Facebook Like button. These features may collect information about your IP address and which page you are visiting on our Website, and they may set a cookie to make sure the feature functions properly. Social media features and widgets are either hosted by a third party or hosted directly on our Website. We also maintain presences on social media platforms, including Facebook, Twitter, and Instagram. Any information, communications, or materials you submit to us via a social media platform is done at your own risk without any expectation of privacy. We cannot control the actions of other users of these platforms or the actions of the platforms themselves. Your interactions with those features and platforms are governed by the privacy policies of the companies that provide them.

  • Links to third-party websites. Our Websites include links to other websites, whose privacy practices may be different from ours. If you submit Personal Data to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the Privacy Policy of any website you visit.

  • Contests and sweepstakes. We may, from time to time, offer surveys, contests, sweepstakes, or other promotions on our Websites or through social media (collectively, "Promotions"). Participation in our Promotions is completely voluntary. Information requested for entry may include Personal Data such as your name, address, date of birth, phone number, email address, username, and similar details. We use the information you provide to administer our Promotions. We may also, unless prohibited by the Promotion’s rules or law, use the information provided to communicate with you, or other people you select, about our Services. We may share this information with our affiliates and other organizations or service providers in line with this Privacy Policy and the rules posted for our Promotions.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and use Personal Data about you, including to serve interest-based advertising. For further information about the types of cookies and tracking technologies we use, why, and how you can control them, please see our Cookie Statement.

Data Protection Rights

You have the following data protection rights:

  • To access, correct, update, or request deletion of your Personal Data. Cropland takes reasonable steps to ensure that the data we collect is reliable for its intended use, accurate, complete, and up to date. You may contact us directly at any time about accessing, correcting, updating, or deleting your Personal Data, or altering your data or marketing preferences by emailing us at info@croplandseeds.be. We will consider your request in accordance with applicable laws.

  • In addition, if you are a resident of the EEA, you can object to processing of your Personal Data, ask us to restrict processing of your Personal Data or request portability of your Personal Data. Again, you can exercise these rights by emailing us at info@croplandseeds.be.

  • Similarly, if we have collected and processed your Personal Data with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Data conducted in reliance on lawful processing grounds other than consent.

  • You have the right to complain to a data protection authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA are available here.

 We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. We may ask you to verify your identity in order to help us respond efficiently to your request.

General Information

How We Share Information

We may share and disclose your Personal Data to the following types of third parties for the purposes described in this Privacy Policy (for purposes of this section, "you" and "your" refer to Members, Contacts, and Visitors unless otherwise indicated):

(i) Our service providers: we share your information with our third-party service providers, who help us provide and support our Services and other business-related functions.For example, the Cropland Seeds data science platform is hosted by a third-party service provider; and, for complying with our obligations to our technology partner(s), we will need to provide minimal Personal Data such as first name, last name, company name and email address.

(ii) Any competent law enforcement body, regulatory body, government agency, court or other third party where we believe disclosure is necessary (a) as a matter of applicable law or regulation, (b) to exercise, establish, or defend our legal rights, or (c) to protect your vital interests or those of any other person.

(iii) A potential buyer (and its agents and advisors) in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.

 Legal Basis for Processing Personal Data (EEA Persons Only)

If you are from the European Economic Area, our legal basis for collecting and using the Personal Data described above will depend on the Personal Data concerned and the specific context in which we collect it.

However, we will normally collect and use Personal Data from you where the processing is in our legitimate interests and not overridden by your data-protection interests or fundamental rights and freedoms. Typically, our legitimate interests include improving, maintaining, providing, and enhancing our technology, products, and services; ensuring the security of the Services and our Websites; and for our marketing activities.

If you are a Member, we may need the Personal Data to perform a contract with you. In some limited cases, we may also have a legal obligation to collect Personal Data from you.

If we ask you to provide Personal Data to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your Personal Data is mandatory or not, as well as of the possible consequences if you do not provide your Personal Data.

Where required by law, we will collect Personal Data only where we have your consent to do so.

If you have questions about or need further information concerning the legal basis on which we collect and use your Personal Data, please contact us at info@croplandseeds.be.

Your Choices and Opt-Outs

Members and Visitors who have opted in to our marketing emails can opt out of receiving marketing emails from us at any time by clicking the "unsubscribe" link at the bottom of our marketing messages.

Also, all opt-out requests can be made by emailing us at info@croplandseeds.be. Please note that some communications (such as service messages, account notifications, billing information) are considered transactional and necessary for account management, and Members cannot opt out of these messages unless you cancel your Cropland Seeds account.

Our Security

We take appropriate and reasonable technical and organizational measures to protect Personal Data from loss, misuse, unauthorized access, disclosure, alteration, and destruction, taking into account the risks involved in the processing and the nature of the Personal Data.

Notwithstanding our security policy, the controls it carries out and the actions it carries out in this context, an infallible level of safety cannot be guaranteed. No method of transfer or transfer via the internet nor any method of electronic storage is 100% secure, so we cannot guarantee absolute security in this context.

We do everything we can to protect the safety and confidentiality of your Personal Data. We use appropriate technical and organizational measures in such a way that the processing meets the requirements of the GDPR and guarantees the protection of your rights.

For further information about our security practices, please see our Security page here. If you have any questions about the security of your Personal Data, you may contact us at info@croplandseeds.be.

Cropland Seeds accounts require a username and password to log in. Members must keep their username and password secure, and never disclose it to a third party. Because the information in a Member’s Cropland Seeds account is so sensitive, account passwords are hashed, which means we cannot see a Member’s password. We cannot resend forgotten passwords either. We will only provide Members with instructions on how to reset them.

International Transfers

We operate in Belgium. Our servers and offices are located in Europe, so your information may be transferred to, stored, or processed in Europe only.

Members located in Switzerland and the EU are subject to our Data Processing Agreement, as described in our General Terms and Conditions.

Retention of Data

We retain Personal Data where we have an ongoing legitimate business or legal need to do so. Our retention periods will vary depending on the type of data involved, but, generally, we'll refer to these criteria in order to determine retention period:

  • Whether we have a legal or contractual need to retain the data.

  • Whether the data is necessary to provide our Services.

  • Whether our Members have the ability to access and delete the data within their Cropland Seeds accounts.

  • Whether our Members would reasonably expect that we would retain the data until they remove it or until their Cropland Seeds accounts are closed or terminated.

Your personal data will not be stored any longer than is necessary to achieve the purposes described in this Privacy Policy. Cropland will certainly keep your Personal Data for as long as it is legally obliged to do so, such as in the following cases:

  • Financial and accounting data: 10 years after January 1 of the year after the annual accounts were closed (Article 6 § 4 Annual Accounts Act);

  • Contact details: 5 years after the end of the service between Cropland and its Member.

At the end of this retention period, we will delete all Personal Data of the Member, unless Cropland is legally obliged, for example on the basis of the aforementioned statutory retention periods, to retain this personal data for longer.

When we have no ongoing legitimate business need to process your Personal Data, we will either delete or anonymize it or, if this is not possible (for example, because your Personal Data has been stored in backup archives), then we will securely store your Personal Date and isolate it from any further processing until deletion is possible.

Changes to this Policy

We may change this Privacy Policy at any time and from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the top of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Websites. We encourage you to review this Privacy Policy often to stay informed of changes that may affect you. Our electronically or otherwise properly stored copies of this Privacy Policy are each deemed to be the true, complete, valid, authentic, and enforceable copy of the version of this Privacy Policy that was in effect on each respective date you visited the Website.

Questions & Concerns

If you have any questions or comments, or if you have a concern about the way in which we have handled any privacy matter, please send us a message at info@croplandseeds.be. You may also contact us by postal mail:

Cropland BVBA, Willem Van Laarstraat 86 bus 002, 2600 Berchem (Belgium).