Privacy Statement

1. PERSONAL DATA AND PURPOSES

In this paragraph we describe the categories of personal data that we receive and our goals for processing this data.

Providing a software subscription and invoicing

Engage provides subscriptions to organisations that are used by employees of those organisations. For this purpose, we use the business contact details of the persons involved to make arrangements for our services and for invoicing. Engage also offers subscriptions for students. In that case, the personal data consists of the student’s contact details, limited to the email address linked to the school’s internet domain.

Use of Subscriptions

To use the Engage platform, we process users’ first names, surnames, business email addresses and passwords, as well as data about their use of the platform. We create the user account for the first user; for other users, this is done by the customer’s administrator.

Training courses, conferences, meetings

Engage provides training courses for customers and organises user conferences and meetings. For inviting participants, organising events and sending follow-up materials, we use names, business email addresses and roles within the organisation of participant(s).

Customer relationship

In addition to the business personal data required for assigning and using the subscriptions, we also process personal data for managing business relationships. This includes the contact details of decision-makers and other employees of the company, such as IT staff, management and compliance staff. This personal data includes name, business email address and business telephone number of the people involved.

Newsletters

We use the names and business email addresses of customers and prospects to send our newsletters. Visitors to the website and users of the platform can choose to receive marketing information from us. When sending newsletters, we use an email service that allows us to see whether they are opened, so that we can gain insights into the extent to which the emails are read and appeal to the interests of the recipients in terms of content.

2.  COOKIES 

Engage only uses functional cookies.

3. LEGAL BASIS

• For entering into, using and invoicing a subscription, we process personal data for the purpose of performing the agreement entered into between the organisation and Engage.
• For training courses, conferences and meetings, we process personal data on the basis of registration, whereby the participant gives consent for the processing of personal data.
• For maintaining a customer relationship, we process business personal data based on our legitimate interest.
• For sending newsletters, we rely on the agreement entered into between the organisation and Engage. In the case of marketing-oriented newsletters, we rely on the consent given for this purpose. Our newsletters always contain an opt-out link.
• When monitoring the use of the Engage platform and the opening of newsletters, we rely on our legitimate interest in gaining insight into the use of the Engage platform and interest in the newsletters. We use this data to further improve our platform and the content of the newsletters.
• We also process personal data to comply with legal guidelines, including tax legislation.

4. SHARING PERSONAL DATA

 We only share data with our suppliers and external parties when necessary to provide our services. 

5.DURATION OF USE 

In the event of the departure of an employee from the organisation that has a subscription to the Engage platform, the administrator of the organisation must delete the relevant account. If the organisation as a whole cancels its subscription to the Engage platform, Engage will delete the personal data within five years of that termination.

With regard to the processing of personal data for the management of the business relationship, this information will be processed for as long as Engage believes there is a legitimate interest in doing so.

Details of our retention periods are included in our Data Retention Policy, which can be requested via office@engageprocess.com.

6.  INTERNATIONAL DATA TRANSFER 

All personal data is processed and stored within the European Union

7.  SECURITY 

Engage takes the protection of personal data seriously and takes appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. If you have any questions about the use or possible misuse of your data, please contact office@engageprocess.com.

Engage uses an information security management system and is currently in the process of obtaining certification based on the ISO 27001 standard.

The Chief Technology Officer (CTO) of Engage Process is responsible for security and fulfils the role of Data Protection Officer (DPO). The CTO is supported by an Information Security Officer (ISO) and an Application Security Manager (ASM).

In the event of a (potential) data breach or other compromising situation, the CTO and his team will immediately investigate the situation, make corrections and implement improvements to prevent a recurrence.

8.  AUTOMATED DECISION-MAKING 

Engage does not make decisions based on automated processing without the involvement of an employee on matters that can have (significant) consequences for individuals.

10. CONTACT 

If you have any questions or comments about this privacy statement, please contact us at office@engageprocess.com.

11. CHANGES TO OUR PRIVACY STATEMENT 

 This privacy statement may change over time. We therefore recommend that you read this privacy statement regularly. In the event of significant changes, we will communicate this via a newsletter. 

© 2026 Engage Process.