PRIVACY STATEMENT ZEN SOFTWARE

This privacy statement relates to the processing of personal data by ZEN Software in connection with the performance of its obligations arising from agreements with customers, and to the processing of personal data via the websites agileanalytics.cloud and agileanalytics.nl, the application at www.prod.agileanalytics.cloud and the sub-domains of these websites. ZEN Software is committed to protecting your privacy and will ensure that your personal data are treated confidentially. In this privacy statement you can therefore find information on whether, how and why your personal data are collected and used.

Your personal data will be processed in accordance with the applicable privacy regulations and will only be used in the manner described in this statement.

Controller and communication
ZEN Software is always the data controller within the meaning of the General Data Protection Regulation (hereinafter "GDPR")

Information we collect
If you contact us directly, we may receive additional information about you such as:

  • your name;
  • email address;
  • phone number;
  • the contents of the message and/or attachments you may send us;
  • and any other information you may choose to provide.

When you register for an account, we may ask for your contact information, including items such as:

  • name;
  • company name;
  • address;
  • email address;
  • and telephone number.

Website chat
On agileanalytics.cloud and agileanalytics.nl you can chat with us. When you send a message, we process:

  • the messages you write and the answers you receive;
  • the page you started the chat on, the website that referred you and any campaign (UTM) codes in the link;
  • your browser type;
  • the contact details you choose to give: name, e-mail address, company and team size.

Your messages are answered first by an AI assistant: Claude, provided by Anthropic. To write an answer, the conversation is sent to Anthropic, which processes it on our behalf and does not use it to train its models. Our team sees a summary of each conversation in Slack. When you ask for a person, or the assistant cannot help you, the whole conversation is shared there, and a colleague answers you in the chat from Slack. If you leave your e-mail address, we save you as a contact in our CRM (HubSpot) with a transcript of the conversation, so we can follow up. If a colleague answers after you have left the website, we send the answer to that address with a link to continue the conversation.

We use this information to answer your questions and to follow up on what you asked for, such as a demo, a trial or an offer. We do this with your consent, which you give by sending your first message after reading the notice in the chat, and, where you ask for a demo or an offer, to take steps at your request before entering into an agreement. Please don't share sensitive personal data in the chat.

The chat sets no cookies. Once you have sent your first message, it keeps an identifier of the conversation in your browser's local storage, so you see the conversation again when you reload the page. Ending the conversation in the chat or clearing your browser's site data removes it.

Conversations without an e-mail address are deleted 30 days after the last message, conversations with an e-mail address after 90 days. The contact and transcript in HubSpot are kept for as long as they are needed for the follow-up, and deleted when you ask us to. You can withdraw your consent at any time and ask us to delete your conversations: see "What are your rights?" below.

Agile Analytics app for Slack When your organisation adds the Agile Analytics app to a Slack workspace, we process the following on behalf of your organisation:

  • the workspace's id and name, and the token Slack gives the app;
  • the people of the workspace: their Slack user id, name, e-mail address, profile photo and presence;
  • kudos: the message, who gave them, who received them, the channel name and the time.

The app reads other messages only in the channels it was invited to, and only to spot kudos and follow-up questions. It does not store them.

When you ask the app a question, by mentioning it, in a direct message, with /agile or from its Home tab, the question is sent to Claude, provided by Anthropic, together with up to 20 earlier messages of the thread and the Agile Analytics data needed for the answer. Each request carries the data of one organisation only. Anthropic processes it on our behalf and does not use it to train its models. Anthropic's processing may take place outside the European Union, including the United States. We do not store questions or answers. Charts drawn for an answer are deleted after 30 days, and Anthropic deletes the request within 30 days.

We use this information to show kudos and answers with the right names and photos, to match Slack people to their Agile Analytics account by e-mail address, and to answer questions about your organisation's engineering data. We do this to perform the agreement with your organisation.

When the app is removed from the workspace, or its token is revoked, we delete the token at once and the app no longer reads or posts there. The people and kudos already imported stay part of your organisation's Agile Analytics data until your organisation deletes them or asks us to: mail support@agileanalytics.cloud. Your Slack data is never used to train AI models.

For what purposes are personal data processed?
ZEN Software processes personal data for the following purposes:

  • To execute the agreement to be concluded or that has been concluded with you;
  • to communicate with you about the agreement to be concluded or that has been concluded with you;
  • provide, operate, and maintain our website;
  • improve, personalize, and expand our website;
  • understand and analyze how you use our website;
  • develop new products, services, features, and functionality;
  • communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes;
  • send you emails;
  • find and prevent fraud.

On what basis are personal data processed?
ZEN Software is not allowed to request or use your personal data without a legal ground.
ZEN Software bases the processing of your personal data on the following legal grounds:

  • for the execution of the agreement;
  • if there is a legal obligation;
  • if you have given your explicit permission for the processing of your personal details.

If ZEN Software processes your personal data for a purpose other than that for which the personal data was collected, ZEN Soft will notify you and seek your consent where required by law.

Log Files
Agile Analytics follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services' analytics.

The information collected by log files include:

  • internet protocol (IP) addresses;
  • browser type;
  • Internet Service Provider (ISP);
  • date and time stamp;
  • referring/exit pages;
  • and possibly the number of clicks.

These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users' movement on the website, and gathering demographic information.

Who has access to the personal data?

In principle ZEN Software will not share your personal data with third parties. Your personal data will only be shared with third parties as far as this is necessary and always within the framework of the above-mentioned purposes.

Third parties to whom ZEN Software provides your personal details are also responsible for the processing of those details and for compliance with privacy legislation. If a third party processes your personal data as a processor on behalf of ZEN Software, ZEN Software will conclude a processor's agreement with that third party that meets the requirements of the AVG.

ZEN Software uses the following processors, among others:

  • Google Cloud (hosting of the websites' backend, the application and their data, in the European Union);
  • Anthropic (the AI assistant in the website chat and the AI features of the application);
  • Slack (communication within our team, including website chat conversations and their summaries);
  • HubSpot (our CRM, in the European Union).

Anthropic and Slack may process personal data in the United States. For such transfers we rely on the safeguards these providers offer, such as the European Commission's standard contractual clauses.

Under certain circumstances ZEN Software may be required by law to hand over your personal data to, for example, government agencies. ZEN Software will only hand over personal data if it is legally obliged to do so. It is not always permitted for ZEN Software to inform you of such an eventuality.

How long will personal details be kept?

ZEN Software Business Support does not keep your personal details for longer than is necessary. The retention period depends on the purpose for which the personal details are used. After your personal details are no longer necessary they will be removed.

  • Personal data that are necessary to meet the fiscal safekeeping obligation of ZEN Software Business Support are kept for the applicable legal term of the safekeeping obligation.
  • Other personal information - such as your name and address and contact details - are kept for five years from the end of the (last) agreement concluded with you. ZEN Software Business Support will keep in your file the agreement(s) concluded with you and the general terms and conditions.

Cookie statement

Cookies are small, simple text files that your computer receives when you visit our website. Cookies are used on almost all websites. The use of cookies is very important for the service of the website. The cookies can be accepted or refused.

Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on Agile Analytics, which are sent directly to users' browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.

Note that Agile Analytics has no access to or control over these cookies that are used by third-party advertisers.

What are your rights?

When you have provided personal data to ZEN Software you have several rights that you can exercise. Amongst others you have the right to inspect the personal data ZEN Software holds on you, to correct personal information that is incorrect and you can request that your data be deleted. You can also request ZEN Software to transfer your personal data to you or another party or to restrict the processing of personal data. In addition you have the right to withdraw any permission you may have given for (parts of the above) processing of personal data.

To have your chat conversations deleted, send us the e-mail address you used in the chat, or the date and page of the conversation.

To exercise your rights, you can send an e-mail to privacy@zensoftware.nl at any time. Within one month after your request, you will hear whether ZEN Software can comply with your request and in what way. In addition, you have at any time the right to lodge a complaint with the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

Changing the privacy statement

It is possible that this privacy statement needs to be updated. The changes will be announced on this page. ZEN Software therefore advises you to consult this privacy statement regularly.

Questions

If you have any questions about the processing of your personal data by ZEN Software or about this privacy statement, please contact us via privacy@zensoftware.nl.

Our contact details are: ZEN Software B.V.
Oosterweezenstraat 6-E
1823 CN, Alkmaar
privacy@zensoftware.nl