This privacy notice provides you with details of how we collect and process your personal data through your use of our site https://www.ocai-online.com including any information you may provide through our site when you purchase a product or service, sign up to our newsletter, or score either the free OCAI One survey or the paid OCAI at the request of your employer, contractor, consultant, or someone else.
By providing us with your data, you warrant to us that you are over 13 years of age.
OCAI Online, belonging to the company registered as Kikker Groep, owned by Marcel Lamers and Marcella Bremer, is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
Full name of legal entity: Kikker Groep V.O.F.
Email address: email us here.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Dutch supervisory authority for data protection issues (https://autoriteitpersoonsgegevens.nl/en/node/1930). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us.
2. What data do we collect about you
Personal data means any information capable of identifying an individual. It does not include anonymized data.
We may process certain types of personal data about you as follows:
- Identity Data may include your first name, last name and username.
- Contact Data may include your billing address, delivery address, email address and/or telephone number.
- Transaction Data may include details about payments between us and other details of purchases made by you.
- Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.
- Profile Data may include your username and password, purchases or orders, your feedback and your OCAI survey responses.
- Usage Data may include information about how you use our website, products, and services.
- Marketing and Communications Data may include your preferences in receiving marketing communications from us and your communication preferences.
We may also process Aggregated Data from your personal data but this data does not reveal your identity and as such in itself is not personal data. An example of this is where we review your Usage Data to work out the percentage of website users using a specific feature of our site. If we link the Aggregated Data with your personal data so that you can be identified from it, then it is treated as personal data.
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offenses.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
3. How we collect your personal data
We collect data about you through a variety of different methods including:
Direct interactions: You may provide data by filling in forms on our site (or otherwise) or by communicating with us by post, phone, email or otherwise, including when you:
- order our products or services;
- create an account on our site;
- subscribe to our service or publications;
- request resources or marketing be sent to you;
- do the OCAI survey; or
- give us feedback.
Automated technologies or interactions: As you use our site, we may automatically collect Technical Data about your equipment, browsing actions and usage patterns. We collect this data by using cookies, server logs and similar technologies. We may also receive Technical Data about you if you visit other websites that use our cookies.
Third parties: We may receive personal data about you from various third parties as set out below:
Technical Data from the following parties: Sucuri, and KnownHost (outside the EU but GDPR compliant), as well as HockeyStack (hosted in Germany and GDPR compliant).
Analytics providers such as Google (with offices inside and outside the EU).
Contact and Transaction Data from providers of payment and delivery services such as the online payment intermediaries PayPal and Stripe (all with offices inside and outside the EU), and the email delivery service Mautic (self hosted in the Netherlands).
4. How we use your personal data
We will only use your personal data when legally permitted. The most common uses of your personal data are:
- Where we need to perform the contract between us.
- Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us or by following the UNSUBSCRIBE link at the bottom of all our emailings.
Purposes for processing your personal data
Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.
We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.
We specify the Purpose/Activity, in the next line(s) the Type of data, in the last line the Lawful basis for processing:
To register you as a new customer
Performance of a contract with you
To enable your access to the validated Organizational Culture Assessment Instrument (scores are stored with personal data) as a respondent
Performance of a contract with you or your employer, contractor, consultant or other party who asked you to do the OCAI survey
To process and deliver your order including: manage payments, fees, charge, and collect and recover money owed to us
(d) Marketing and Communications
Performance of a contract with you, and/or Necessary for our legitimate interests to recover debts owed to us
(d) Marketing and Communications
Performance of a contract with you, and/or Necessary to comply with a legal obligation, and/or Necessary for our legitimate interests to keep our records updated and to study how customers use our products/services
To administer and protect our business and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise, and/or Necessary to comply with a legal obligation
To deliver relevant content to you and measure and understand the effectiveness of our communications
(e) Marketing and Communications
Necessary for our legitimate interests to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
Necessary for our legitimate interests to define types of customers for our products and services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you
Necessary for our legitimate interests to develop our products/services and grow our business
Data collection when you do the OCAI survey
OCAI online is committed to protecting the privacy and security of your visits to this website. Personal information will be treated confidentially. OCAI online will not sell personal information to third parties.
OCAI online will use your data to calculate your culture profile. More specifically:
- If you do the free OCAI One trial assessment we will need your name and email address to register your user account, store your results and send your assessment results.
- For statistical purposes, you are asked to give additional information (such as job level or industry group). These data serve research purposes, for instance to calculate an average culture profile for various industry groups.
- The email address that "free OCAI One users" submit to receive future information and updates on organizational culture will only be used for the services as agreed.
- To participate in the assessment for teams and organizations (OCAI-Pro or OCAI-Enterprise) we will need your email address if you are a respondent. We'll collect your address and financial information if you are the buyer.
- All respondents of OCAI online surveys (also Enterprise and Pro accounts) have to enter a valid email address. This is necessary to store your OCAI scores, to receive your individual profile, and to secure that the database entries remain valid and reliable.
- The privacy of all participants is guaranteed. The employer nor the third party (e.g. external consultant) nor anyone else can access your personal details and culture profile. Only you can do so. It is prohibited for individuals to publish their personal profile on a public website. The OCAI should be used ethically to ensure both organizations and individuals are protected. The results of the OCAI are generated on a collective level, for instance by location or department, and not by individual. You receive your personal profile as a confirmation that your scores were stored in the database, and to be able to work with your personal profile if desired.
Note: all personal data linked to OCAI scores, such as email address, name and username, are automatically anonymized 6 months after the last activity on our website, though not in the case of any product/service purchase.
You will receive marketing communications from us if you have used the free OCAI One survey and thus:
(i)requested information from us or purchased goods or services from us; or
(ii)ticked the box at the point of entry of your details for us to send you marketing communications; and
(iii)in each case, you have not opted out of receiving that marketing.
We will not share your personal data with any third party for marketing purposes.
OCAI Pro and Enterprise respondents will not receive any marketing messages or be added to a mailing list.
You can ask us to stop sending you marketing messages at any time by following the UNSUBSCRIBE link at the bottom of all our emailings.
Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us.
If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:
- Service providers who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities based in the Netherlands and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
- Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
- Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
Please email us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to the processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
You can read more about these rights in English at:
Dutch speakers, please read more at https://autoriteitpersoonsgegevens.nl/nl
If you wish to exercise any of the rights set out above, please email us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Third-party links
This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Latest revision: June 30, 2021