Privacy Notice
1.
Who are we and what do we offer?
We are Zeno B.V. (Zeno). We provide an AI-driven (online) workspace designed specifically for legal workflows, whereby users are provided with support for their daily legal tasks through advanced artificial intelligence tools (the ''Platform'') and offer services that ensure a streamlined implementation of the Platform (“Support Services”). You can access our Platform via our Website: https://www.zeno.law (the use of the Platform, the Support Services and the Website together: our “Services“.).
2.
Personal Data and Controller
We process Personal Data. Personal Data means all information by which a person can be directly or indirectly identified. Under the General Data Protection Regulation (GDPR) we are the so-called Controller of your Personal Data. If you have questions about the processing of your Personal Data, you can always contact us through the contact details listed at the bottom of this Privacy Notice.
3.
What Personal Data do we process as Controller?
We will process your Personal Data if you create an account (User), when you represent one of our business relationships (Representatives), or when you are identifiable in one of our sources of information for our Platform (Sources). Zeno utilizes various Sources to provide its Services, including publicized court cases and legal journals. An up to date overview of the sources can be found here.
Note that information uploaded by or generated by Users in relation to our Services is outside the scope of this Privacy Notice, as it is not processed by Zeno as a Controller. We process such information only on behalf of our customers, under their control. Therefore, our customers act as the controller for this Personal Data. For information on how they process this Personal Data, please consult their privacy notices.
We may also process Personal Data in a general context, e.g. via our Website and social media accounts (General). We will also process your Personal Data if you apply for a job at Zeno (Applicants).
If you are a User, we may process the following Personal Data:
Personal Data
When you create an account:
Name;
Email address (provided by the organisation you belong to);
Which organization you belong to; and
Login credentials
When you access our Platform:
Login credentials;
Information that identifies you as a User, such as a session ID; and
Information on how you use your Services, such as: (i) the frequency and volume of your use of the Services, (ii) which functionalities you use and (iii) how you access these functionalities, including through click(streams).
Purpose(s)
We use this information to:
Enable you to use our Services;
Maintain the security of our Platform and prevent abuse; and
Inform you about maintenance and modifications of our Platform.
We use this information to:
Enable you to use our Services;
Improve our Services, for example by fixing errors and deciding which features to develop or update; and
Maintain the security of our platform and prevent abuse
Legal basis
We may process this data, because we need this Personal Data to perform our contract with you.
Additionally, we may process this Personal Data because we have a legitimate interest in providing our Services to you and your organization to the best we can, including securing our Platform and communicating with you about our Services.
We may process this data, because we need this Personal Data to perform our contract with you.
Additionally, we may process this Personal Data because we have a legitimate interest in providing our Services to you and your organization to the best we can, including securing our Platform and communicating with you about our Services.
The use of some information is based on your consent, see our cookie notice for more information.
If you are a Representative, we may process the following Personal Data:
Personal Data
When you communicate with us:
Contact details;
Contents of our communications;
Payment information:
Name, email address, invoicing details, bank details (account number, IBAN and BIC-code) and a VAT identification number.
Note that this information only qualifies as Personal Data if it relates to a person, for example when you are self-employed.
Purpose(s)
We use this information to:
Maintain the relationship with the organisation you represent.
We use this information to:
Send you invoices;
Process and administer payments;
Maintain our list of accounts receivable and outstanding invoices; and
Include in our administration on behalf of the tax authorities
Legal basis
We may process this data, because we need this Personal Data because we have a legitimate interest in maintaining a professional relationship with the organisation you represent.
We may process this data, because we need this Personal Data to perform our contract with you.
We are legally obligated, to share (some of) this data with the national tax authorities.
If you are identifiable in one of our Sources, we may process the following Personal Data:
Personal Data
When you are identifiable in a Source:
Information on you that is included in the Source, which may include your name, a description of you, and other information related to you — including a legal publication authored by you or a judgement that relates to you.
Purpose(s)
We use this information to:
Provide our Services; and
Improve our Services, for example by analysing source data and adjusting our algorithms and features based on those insights.
Legal basis
We may process this Personal Data because we and our customers have a legitimate interest in providing such information our Services to you and your organisation for legal research through the provision of our Services and in ensuring correct copyright attribution and source referencing.
Personal Data we may process if you are an Applicant:
Personal Data
Contact details:
First and surname;
Email address;
Address; and
Telephone number
Application information:
Information provided by the Applicant, among others: Personal Data included in the Curriculum Vitae and motivation letter, qualifications, photo, gener and day of birth.
Information retained during application process:
Notes from interviews.
Application information:
Information in public profiles, such as LinkedIn and other social networks (where applicable).
Purpose(s)
We use this information to:
Contact the Applicant about the application.
We use this information to:
Assess whether the Applicant suits the job and Zeno; and
Determine which Applicant is the most suitable candidate.
We use this information to:
Assess whether the Applicant suits the job and Zeno; and
Determine which Applicant is the most suitable candidate.
We use this information to:
Assess whether the Applicant suits the job and Zeno; and
Determine which Applicant is the most suitable candidate..
Legal basis
We may process this data, because we need this Personal Data because we have a legitimate interest in processing this data. We need the data to get (and keep) in touch with the Applicant and to process and review the application.
We may process this data, because we need this Personal Data because we have a legitimate interest in processing this data and because the Applicant provides this data itself and voluntarily. We need the data to get (and keep) in touch with the Applicant and to process and review the application.
We may process this data, because we need this Personal Data because we have a legitimate interest in processing this data to get (and keep) in touch with the Applicant and to process and review the application.
We may process this Personal Data, because we have a legitimate interest in processing this data. We need the Personal Data to process and assess the application.
We only process information that is relevant for the application and the Applicant gets the opportunity to react to our findings.
Personal Data we may process in general:
Personal Data
If you visit our Website:
Information on your device type, browser type, session date and time, IP address, and browser type.
Visit our social media pages:
Information of visitors who leave a comment or otherwise post something on our social media pages, including the Personal Data within these comments and/or posts.
If you contact us:
Your name;
Contact details; and
The content of the correspondence.
If you subscribe to our newsletter:
Name, surname; and
Email address.
Purpose(s)
We use this information to:
Communicate in the same language of the browser;
Adapt our Website to the used device;
Enable you to use our Website; and
Improve our Services.
We use this information to:
Contact the visitors in reply of their post and/or comment via our social media pages; and
Process the feedback left on our social media pages.
We use this information to:
Answer your questions and/or handle any complaints;
Support you in using our Services; and
Improve our Services as a result of questions and feedback from you.
We use this information to:
Send you our newsletter and keep you informed on all our (future) Services.
Legal basis
We may process this data because we have a legitimate interest to do so, i.e. to provide you with a good functioning Website and improve our Services for our customers.
We may process this Personal Data, because we have a legitimate interest to process this data and because the visitors voluntarily made public such information.
Our social media pages are also controlled by the social medium itself. Please check their own privacy notices, to see how each social medium handles Personal Data:
LinkedIn: Privacy Notice
We may process this data, because we have a legitimate interest to contact and assist you based on your comment or question and to improve our Services as a result of the questions and feedback we receive.
We may process this data, if you gave us your consent to do so (by subscribing through our Website).
In every newsletter there is a link through which you can unsubscribe.
4.
Mandatory information
When you engage our Services, it may be legally or contractually required that you provide us with certain Personal Data, as indicated with a (*). For example, we may need information regarding your contact details so that we can contact you. Where you do not provide us with such information, this will usually imply that we will not be able to provide you with specific Services or perform part of our agreement with you.
5.
Cookies
We may use functional, tracking and/or analytical cookies or similar technologies on our Website. A cookie is a simple small text file that can be stored in your device when visiting the Website. This text file identifies your browser and/or device. When visiting our Website again, the cookie ensures that your browser/device is recognized.
6.
How long do we keep the Personal Data?
We will not process or store any Personal Data that we do not need. We store Personal Data for as long as we need it for the above purposes, unless we are legally obligated to retain the Personal Data for a longer period. In this respect, we apply the following retention periods:
Personal Data of Users | We retain the Personal Data for 30 days after the User’s account has been deleted.
Personal Data of Representatives | We retain the Personal Data for 5 years after our professional relationship with the organisation you represent has ended.
Newsletters | We retain the Personal Data used for sending newsletters until you unsubscribe from our newsletter.
Personal Data in our correspondence | We retain the Personal Data as long as necessary to handle your message/question/complaint and for a period of 2 years thereafter.
Personal Data in our records for the (tax) authorities | We retain the Personal Data for seven (7) years, unless we are legally obliged to retain the data for a longer period.
Personal data of Applicants | We retain the Personal Data for a maximum of 1 year after the application process, unless the Applicant has given us permission to store the Personal Data for (up to) 2 years.
After expiry of the aforementioned retention period(s), we may process and retain certain Personal Data to comply with legal retention obligations and/or for fraud/misuse investigations or to substantiate a (judicial) claim. In such events, we will retain the Personal Data separately and only use such Personal Data for the aforementioned purposes.
7.
Do we share your Personal Data with others?
Processors
We work with third parties who process personal data on our behalf (Processors). By doing so, we continue to uphold responsibility for ensuring protection of your Personal Data during such processing. These Processors may only use or disclose the data collected and processed by us within the scope of our instructions to them and under no circumstances for other purposes. We enter into a data processing agreement with all of our Processors.
For instance, we use Processors for:
email management and communication;
data storage; and
sending newsletters.
Controllers
We might also share your personal data with third parties who use it for their own purposes. Once they have your Personal Data, it is their responsibility to protect it. To know how these parties handle personal data, you can check their privacy notices.
We share Personal Data with:
Tax authorities: We are legally obliged to include (some of) the Personal Data in our financial administration, which has to be shared with the national tax authority.
Suppliers: Which may include insurers, attorneys and other professional service providers.
Apart from the above, we will only share Personal Data with third parties if the law obliges us to, if you give your permission or if this is necessary in special situations such as:
The protection of our own interests or those of third parties;
Dealing with a legal case; or
8.
Export of Personal Data outside the European Union
We may transmit Personal Data to parties outside the European Union, if one of our Processors or Controllers is established outside the European Union. Personal Data will only be transferred to countries and/or parties that provide an adequate level of protection in accordance with the European standards, or if we have contractual safeguards in place. You may contact us if you wish to receive more information or a copy of the safeguards we take in this scope.
9.
Third party websites
You may find advertising or other (hyper)links on our Website that link to the websites, products and services of partners, suppliers, advertisers, sponsors, licensors or other third parties. We do not control the content or the links that appear on these websites and we are not responsible for the practices employed by websites linked to or from our Website. In addition, these websites, products, and services, including their content and links, may be constantly changing. These websites, products and services may have their own privacy notices, user terms, and customer service policies. Browsing and interaction on any other website, including websites that are linked to or from our Website, are subject to the terms and policies of that website.
10.
Changes to the Privacy Notice
The Privacy Notice may be changed from time to time. Please check our Privacy Notice frequently. The new Privacy Notice will be effective immediately upon posting on our Website. If we change our Privacy Notice significantly, then we will state so on our Website together with the revised Privacy Notice.
11.
Your rights as a data subject and our contact data
You have the right to:
Access: you can ask us to provide access to, and a copy of, your personal data along with additional relevant details.
Data portability: you can ask us to give you your personal data in a format that you can easily use elsewhere.
Rectification: you can ask us to rectify any inaccuracies or complete any incompleteness in your personal data.
Restrict processing: you can ask us to stop using your personal data, but still keep it stored.
Erasure: you can ask us to erase your personal data, a right often referred to as "the right to be forgotten".
Withdraw consent: you can ask us to stop using your personal data for the purpose we requested your consent for. This does not impact the legality of any prior or other uses of your data.
Object: You can ask us to stop using your personal data for things like direct marketing or for our own business needs.
You are always entitles to file a complaint with a data protection supervisory authority if you believe that we are not processing your personal data in accordance with the GDPR. In the Netherlands, the supervisory for data protection is:
If you have questions or concerns about this Privacy Notice or your privacy, you can contact us at support@zeno.law
