Cookie Policy

Effective Date: 01-Nov-2023

At ACCESS A SEAT, we're proud to introduce our Hot desk Booking Application, designed with your employees in mind, prioritizing data privacy and security. Our goal is to empower your employees, making it easy for them to match their schedules to the office spaces they need, all while giving you full control over the process of locating, booking, and monitoring office space usage.

ACCESA ("we," "us," or "our") is committed to protecting the privacy and security of your personal data, as well as your rights and freedoms of data subjects, according to the European General Data Protection Regulation (GDPR). The core principles of personal data processing: lawfulness, transparency, purpose limitation, data minimization, accuracy, storage limitation, confidentiality, integrity, and accountability, underlie our business activities.

Why Your Privacy Matters to Us

We value your privacy and want you to feel confident when using our application. This Privacy Policy is here to help you understand how we collect, use, and protect your data.

Data Controller

We are ACCESA IT SYSTEMS, a leading tech company that fosters an environment where our teams and partners thrive and have an impact in the community. We provide a various range of services for our clients like Cloud Solutions, Process Automation Platforms & AI Custom Software Development Operations & Support.

Contact Details

Visiting Address: Constanta 12, Platinia Office, 400158 Cluj-Napoca, Romania

Phone: +47 22 83 39 50

Email: hello@accesa.eu

Website: https://discover.accesa.eu/

If you have any questions, concerns, comments, or requests regarding this Privacy Policy or our data practices, please contact us to dpo@accesa.eu.

What Cookie Policy Covers

This Cookie Policy explains how we collect, use, disclose, and protect personal data obtained through our website, particularly concerning the use of cookies and tracking technologies.

Cookie Policy Link to Our Privacy Policy

Our Cookie Policy outlines how we use cookies and similar technologies on our website to enhance your browsing experience. For comprehensive information regarding the processing of personal data and your privacy rights as a website user, please refer to our Privacy Policy. If you have any questions or concerns about your personal data or privacy, the Privacy Policy provides detailed insights into how we are handling and protecting your personal data, including explanations about key legal and technical terms on data protection.

We Use Cookies and Related Technologies to:

Monitor the technical status of our website and make our website operational.
Store users’ preferences
Provide online services to our webpage users.
Gather analytics data about users’ behavior.
Improve and customize the experience for our users.
Perform marketing and advertising communication.

How Do We Collect Your Data through Cookies?

Purpose

Details on the Purpose

Legal Base

Data Processed

Website Security

We process data to protect our website, prevent unauthorized access, and stop fraud.

Legitimate Interest

IP addresses, device info, browser info, website usage data, clickstream data, and session info.

Cookies and

Tracking Technologies

We collect data about your browsing activities, preferences, and interactions through cookies and similar technologies.

Consent

(Unless strictly necessary)

IP address, device information, browser information, website usage data.

Cookie Consent Recording

We request and record your consent for non-essential cookies and manage cookie preferences to comply with legal requirements.

Legal Obligation

Legitimate Interest

Recording of your consent for non-essential cookies, cookie preferences, device and browser info, IP address.

Storing Users Preferences

We use cookies and related technologies to store users' preferences.

Legitimate Interest

IP address, device information, browser information, website usage data.

Data Retention Execution

We process data to meet legal obligations, like record-keeping requirements, data retention and erasure requirements

Legal Obligation

Erasure of data collected after retention period has expired.

Website Analytics

and Performance

We use data for website analysis to enhance performance and user experience.

Consent

Legitimate Interest

Website usage data, clickstream data, session info, device info, browser info, anonymized data, preferences.

Research and Development

We process data to improve website features

Consent

Website usage data, user feedback, survey responses

Location-based Interactions

We collect geolocation data with your consent to enhance your website experience.

Consent

Geographic Position

Customizing User Experience

We personalize your website experience based on your preferences.

Consent

Website usage data, page views, clickstream data, session info, device info, browser info.

Personalized Marketing and Advertising

We collect data for personalized marketing communications and targeted advertising based on your website preferences and behavior.

Consent

IP address, device information, browser information, website usage data, demographic information, visitor interactions.

Social Media Integration[OP1]

The purpose is to enable easy engagement with social media content with consent.

Consent

Information shared through social media integration, like profile info and social media posts.

Conversion tracking and remarketing[OP2]

Tracking actions and behavior for remarketing or targeted advertising purposes.

Consent

IP address, device information, browser information, website usage data, conversion data, interaction data.

Lead generation and marketing analytics[OP3]

Generating leads, assessing marketing effectiveness, measuring campaign performance.

Consent

Website form data, contact information, interaction data, marketing analytics data and demographic information.

Displaying content from external platforms[OP4]

This service allows viewing content from external platforms.

Consent

Web traffic data may be collected even when Users do not use it.

Monitoring and auditing

We use cookies and related technologies to monitor the technical status of our website and ensure its operation, internal or external audits, compliance assessments, adherence to security standards.

Legitimate interest

IP address, device information, browser information, website usage data. Identifying info, documentation, audit logs, records, compliance data.

Responding to

Legal Requests

We process data to respond to legal requests, such as court orders or law enforcement inquiries.

Legal Obligation

All personal data collected through cookies.

Categories of Personal Data Processed when you visit our website may include the following types of data, collected by ourselves or through third parties:

Technical Information

We collect data about device, browser, and internet connection details when you access our website.

Website Usage

We track your actions on our site, like page visits and link clicks, to improve and personalize your experience.

Cookies Data

We collect info like your IP address, browser type, and how you browse.

Opt-In Data

We request permission for non-essential cookies, storing your preferences for personalized site use.

Geographic Position

With consent, we collect approximate location (country and city) for location-based services and site enhancement.

Other necessary data

Depending on interactions, we may process additional data like service logs, activity history, performance metrics, feature usage statistics, contact details, incident reports, and more for service provisioning and support.

Data fromThird party Services

We may use third-party tools like Google Analytics, Vimeo, LinkedIn, Instagram, and YouTube for website enhancement, user behavior analysis, and service improvement. These tools collect and process personal data, detailed in the "Third Party Services" section.

We do not collect financial, social security numbers, or sensitive personal data on our site. We only gather what's necessary for the purposes outlined in this Cookie Policy and our [Privacy Policy]. [OP5] Data processing is based on consent, legitimate interests, and legal obligations.

You have the right to withdraw your consent in certain situations, as outlined in the "Your Rights" section, should you ever wish to do so.

Providing Personal Data

You're not obliged to provide personal data. Most data collection relies on voluntary sharing and consent. Some essential cookie data may be collected automatically for security during site visits. Using the site without providing certain data may limit personalization, resulting in more generic content.

By default, the browsing experience of our website visitors is NOT tracked by our website. You may, though, choose to consent to our processing of personal data collected during your browsing experience on our website to allow us to improve your visiting experience.

If you enable the Do Not Track option (see below the explanation) in your web browser, we will respect your choice and your browsing experience on our website will not be tracked.

If you have not enabled the Do Not Track option, we will show you a cookie banner for you to make your choice and install a consent cookie to keep track of your choice. If you consent to the processing of your personal data by using cookies, then our website is activated and some relevant cookies loaded (i.e., essential, and non-essential ones, as described below under section “Cookies we use on our website”. You can always decide to withdraw your consent or consent again at any time.

The cookie consent expires after a maximum 12 months . Then, if your Do Not Track option is not enabled, you will be shown the cookie banner again to renew your choice. In case you have disabled all cookies, you will be shown the cookie banner at each visit to our website.

If you don’t make a choice in the banner, no cookies will be deployed (either essential or non-essential), but the banner will re-appear every time you visit our website. If you wish to consent to (or withdraw your consent from) please express your option to manage your consent regarding cookies.

About Cookies

Cookies are small text files that websites place on your device as you are browsing. They are processed and stored by your web browser. By themselves, cookies are harmless and serve crucial functions for websites. Cookies can also generally be easily viewed and deleted.

Our website collects some Personal Data from its Users (Visitors). When you visit our website, it may store or retrieve information on your browser, mostly in the form of cookies.

This information might be about you, your preferences, or your device and is mainly used to make the site work as you expect it to. The information does not usually directly identify you, but it can give you a more personalized web experience.

Because we respect your right to privacy, you can choose not to allow some types of cookies. However, blocking some types of cookies may impact your experience of the site and the services we are able to offer.

Types of cookies based on their purpose, duration, and source.

Data Collection and Sources

When you visit and use our website, we collect certain data to enhance your experience and provide you with the right content.

We collect data automatically during your visit through cookies and similar technologies, such as your IP address, browser type, device information, and website usage patterns.

Data Linkage. The data collected through cookies is not always directly linked to your identity. It is usually collected and processed in an anonymous and aggregated form to analyze website performance, user behavior, and improve our services.

However, the data collected through cookies and similar technologies may be linked to your identity when you provide personal information through forms on our website. This linkage enables us to tailor your experience, provide relevant content, and improve our services.

Removing Cookies from Your Device

You can delete all cookies that are already on your device by clearing the browsing history of your browser. This will remove all cookies from all websites you have visited. Be aware though that you may also lose some saved information (e.g., saved login details, site preferences).

Managing Site-Specific Cookies

Necessary cookies are required for providing the website service and cannot be disabled. However, you have the option to manage settings related to all other types of cookies by clicking cookie management on our webpage. For more detailed control over site-specific cookies, check the privacy and cookie settings in your preferred browser.

Blocking Cookies

You can set most modern browsers to prevent any cookies from being placed on your device, but you may then have to manually adjust some preferences every time you visit a site/page. Some services and functionalities may not work properly at all (e.g., profile logging-in).

Managing Our Cookies

You can manage your preferences concerning cookies from our website by clicking the [cookie management option[OP1] ].

Based on your consent and provided preferences, we use statistical and marketing cookies from Matomo Analytics and Wix.com to enhance our website functionality, analyze user behavior, and improve our services.

These cookies help us understand how our website is used and provide you with tailored content and marketing communication.

In simple terms:

Statistical Cookies (First Party) come from our website directly. These cookies track your website usage and help us improve our site. Data collected includes page visits and duration, typically retained for up to 12 months[OP1] .
Marketing Cookies (First Party) also come from our website. These cookies understand your interests based on your site interactions, allowing us to show relevant ads. Data collected includes website interactions and is typically retained for up to 12 months[OP2] .

Our trusted partners assist us in managing these cookies.

Wix.com Inc. (Our Website Provider). Handles various website aspects securely and complies with privacy regulations. Your data is hosted and processed securely, and Wix.com complies with privacy regulations to safeguard your information. To understand how Wix.com handles your data and their commitment to your privacy, please review Privacy & Security | Site Compliance | Wix.com. Wix.com Inc. is located in USA and participant entity to the EU-US Data Privacy Framework (https://www.dataprivacyframework.gov/s/participant-search) and Israel one of the countries that the EU considers to have an adequate level of data protection.
Matomo Analytics is an open-source web analytics platform, to collect and analyze data about our website's usage. Matomo Analytics is provided by InnoCraft Ltd, located in New Zealand while 100% of the data collected and backups are securely stored in Europe. Although New Zealand is outside Europe Economic Area (“EEA”), is one of the countries that the EU considers to have an adequate level of data protection.

For more information about Matomo Analytics' privacy practices, please review Matomo's Privacy Policy on their website: Privacy Policy - Analytics Platform - Matomo.

Profiling: We may use profiling techniques in the following contexts:

Personalization of User Experience to customize your website experience based on your preferences and past interactions. This allows us to provide you with content and features that are most relevant to you.
Personalized Marketing Communication involves analyzing your data to deliver targeted ads and marketing messages that align with your interests and behavior.
Website Analytics and Performance to track user behavior, such as page views and clickstream data, to understand how users interact with the site. This data is used to improve website performance, enhance user experience, and optimize content placement.
Cookies and Tracking Technologies are used to collect data on user behavior, preferences, and interactions with our website. This data is valuable for understanding user preferences, providing personalized experiences, and improving website functionality.
Security Profiling based on monitoring and auditing involves tracking user activities, access logs, and compliance data to ensure adherence to security standards and regulations. This is done to maintain the security and integrity of the website, protect against unauthorized access, and demonstrate compliance with legal requirements.

Automated Decision-Making: We do not engage in automated decision-making processes that produce significant legal effects or similarly significant consequences for individuals based solely on automated processing.

In summary, the profiling activities described above are implemented with the intention of enhancing your user experience and improving website performance. We value your privacy and offer options for consent and control over your data preferences. If you have any questions or concerns about our profiling practices, please don't hesitate to contact us using the information provided in our "Contact Us" section.

We may need to transfer your data to countries outside the European Economic Area (EEA) or places with different data protection rules. We take steps to protect your data, including:

Adequacy Decisions: If the European Commission says a country has good data protection, we can send data there without extra safeguards, including EU-US Data Privacy
EU-US Data Privacy Framework: The European Commission has approved data transfers from the European Economic Area (EEA) to the United States under the EU-US Data Privacy Framework. Under this framework, your personal data may be transferred to participating U.S. companies without the need for additional safeguards.
Standard Contractual Clauses: We might use these approved contracts to ensure your data is safe when it goes outside the EEA.

The information about the transfers can be obtained through the “Contact Us” section in this Privacy Policy.

We are committed to transparency and ensuring that your data subject rights are accessible and cost-free:

Right to Withdraw Your Consent

You can withdraw your consent for the processing of your Personal Data at any time.

Right to Be Informed

You have the right to be informed about how your Personal Data is collected and processed. This includes knowing the purposes, who is processing your data, and how long will be kept.

Right to Object to Processing

When we process your Personal Data based on public or legitimate interest, you can object to it.

Right to Access Your Data

You can find out if we process your Personal Data, get details about the processing, and a copy of your Personal Data.

Right to Rectify Your Data

You have the right to ensure that your Personal Data is accurate and to request corrections if necessary.

Right to Restrict the Processing of Your Data

You have the right, under certain circumstances, to restrict the processing of your Personal Data. In this case, we will not process the Personal Data for any purpose other than storing it.

Right to have Your Data Erased or otherwise removed

You have the right, under certain circumstances, to obtain the erasure of your Personal Data.

Right to Portability of Your Data

You can receive your Personal Data in a structured, machine-readable format and, if possible, have it sent to another controller. This right applies when your Personal Data is processed automatically, based on your consent, a contract, or pre-contractual obligations.

Right Not to Be Subject to Profiling and Automated Decision-Making

You have the right not to be subjected to solely automated decision-making processes, including profiling, that significantly affect you. This means that important decisions, such as those related to your rights, benefits, or legal matters, should not be made solely by automated systems without human intervention. This right safeguards against unfair or discriminatory automated decisions.

Right to Lodge a complaint

You have the right to bring a claim before the Romanian Supervisory Authority (National Authority for the Supervision of Personal Data Processing - https://www.dataprotection.ro/) or directly to the court.

Limitations or Exceptions to Data Subject Rights:

While we respect your rights, legal or legitimate reasons may prevent us from fulfilling some requests. For instance, if it conflicts with our legal obligations or others' rights. We'll explain why if we can't fulfil your request.

Withdrawing Your Consent

You can withdraw your cookies consent at any time. To do so you can Opt-Out for non-essential cookies, by adjusting your settings in your device or browser. Essential cookies for security will still be active.

If you withdraw consent for non-essential cookies, some website features and personalized content may not be available to you. This may affect your overall user experience on our website.

Withdrawing consent does not affect the lawfulness of any processing that occurred before your withdrawal. We are committed to respecting your choices and privacy preferences.

To request any action regarding your rights, contact us by email at dpo@accesa.eu or by postal mail to our head office. Our Data Protection Officer (DPO) will assist you and respond as soon as possible, not later than three months.

We may update this Cookie Policy from time to time to reflect changes in our privacy practices or legal obligations. We will post the revised version on our website and update the "Effective Date" at the top of this policy. We encourage you to check our Cookie Policy periodically for the latest information on our privacy practices.

We are committed to keeping you informed about our data practices and any updates to our privacy policy. You can access the history of previous versions of this privacy policy by visiting the "Cookie Policy History" section on our website. This section provides a record of all previous versions, allowing you to review any changes made over time.