Privacy statement

This Privacy Statement Is Going Out Of Ecom

For the rest of this Privacy Statement, we will call ourselves “Ecom”, “we” and “us”.

Why A Privacy Statement?

This Privacy Statement is addressed to everyone (customer or not) who shares any personal information with us (hereinafter: “you”, “u”, and “yours”). We want to tell you in plain language why we need certain information from you and what we do with your personal information. Not only because we are legally obliged to do so, but above all because we believe transparency and privacy are important.

It goes without saying that we strive to comply as far as possible with the data protection rules laid down in European and Belgian legislation. That is why we always try to give you the opportunity to consult this privacy statement before you share your personal data with us. This way, you will always know exactly what to expect and you will be able to make an informed decision.

To get a complete picture of how we handle your personal information, you can also read our Cookie Policy and our Security page.

What Does Ecom Know About You And What Happens With That Information?

Before we tell you what personal information we collect about you, and for what reasons, we would like to point out that there is an important difference between this information:

(1) persons visiting the website for the first time, and
(2) returning visitors to the website.

The First Visit Website?

Then we probably don’t know you (yet). As long as you do not leave any personal information with us via the website (e.g. via web forms, web chat, etc.), it will remain so. So you always decide what Ecom knows about you.

Please note: this does not necessarily mean that we have never collected personal information about you. It is possible that you have already shared certain personal information with us via other means (e.g. e-mail, social media, mail, etc.).

Have you never shared your contact information with Ecom and yet received marketing communications (e.g. via e-mail, telephone, post, etc.)? That is possible. Within the limits of what is permitted by law, Ecom uses publicly available contact details (e.g. in the KBO) to contact potentially interested companies. You can let us know at any time that you are not interested. We will make a note of this and then leave you alone for good.

Are You A Returning Visitor to the Website?

Whether we recognize you when you visit our website for the second or third time… depends on your previous visits to the website.

If you have never shared personal information with us (for example, through web forms, web chat, etc.) during your visits to the Website, we don’t know who you are. So you always decide what Ecom knows about you.

If you have already left your personal information on our website, we can – thanks to cookies – recognise you as a ‘returning visitor’ (unless you have not accepted our tracking cookies). You can read how long we keep track of these cookies in our Cookie Policy.

If we notice that you return regularly (show genuine interest in our services) and have left your number with us in the past, we may call you to see what keeps you from trying Ecom. Of course, unless you are registered on the Call me no more list. Also during this call, you choose entirely yourself what you do or do not want to share with us.

Your Privacy Profile And Privacy Practices

What information we collect about you and what we do with that information depends on two things:

(1) the relationship you have with us (your ‘privacy profile’); and
(2) The actions you take yourself and with which you disclose certain personal information (your “privacy actions”).

In order to get a complete picture of what Ecom knows about you and what happens to that information, you combine your privacy profile with the specific privacy actions you have taken.

Privacy Profiles

Active Customer

I pay my bills to Ecom.

What does Ecom know about me?

If you have an active Ecom account, we collect at least the following personal information:

  • Name
  • First name
  • Function
  • Home address
  • Company address
  • Invoicing address
  • email address
  • Telephone number (fixed/gsm)
  • Company name
  • Information about the use you make of our tool and our mobile app (e.g. heatmaps, time of logging in and out, modules/functionalities you use the most and the least, etc.).
  • The login details linked to your user profile (don’t worry, they are always encrypted)
  • IP address and associated geographic location data (country and region, but not exact address)
    Communication preference
  • Any other personal data transmitted voluntarily to Ecom (e.g. during correspondence with Ecom)
    What Ecom Does With Your Information

As a direct customer, we need your personal data in the first place in order to create your personal account on our platform. In addition, we need your data to enable our employees to answer your questions in a targeted and fast manner. Of course, we also use your data to draw up and send your invoices correctly, as well as to follow up any payment problems.

We monitor your use of our tool and app. We do this primarily to optimize our tool. In most cases, we only use this data on an aggregated and anonymous basis for usage research and statistical analysis. Occasionally we may take a closer look at your usage on an individual level. We only do this to better support you as a customer. For example, we can check whether you are using the tool sufficiently and therefore whether you are getting the most out of it.

Your account remains personal and confidential under all circumstances. As long as you do not share your username and password with anyone, only you have access to your Ecom account. We keep your login details in a safe place and always apply encryption (hashing).

In the first few months as an Ecom customer, we will regularly send you useful e-mails. This way, you will quickly learn how to use our tool correctly. As long as you are an Ecom customer, you will also receive our product updates. So you’ll always be up to date with the latest changes to our tool and app, for example when we launch a new feature. As a customer, you will also receive our monthly newsletter in which we mention the most relevant tips, blogs and news. Finally, we would also like to invite you as a customer to our events. You will receive all this information and marketing communication by e-mail. You can change your e-mail preferences at any time and unsubscribe from one or more of these mailing lists.

Ex Client

I used to be a customer, but not anymore.

If you are no longer a customer of ours, we will automatically remove all your contact details from our marketing database to ensure that you no longer receive marketing emails from us. Of course, you are free to subscribe to certain marketing communications (e.g. around future events).


In addition, thirty days after your account has been deactivated, we will automatically remove all of your personal information from our customer database. However, we do retain certain general company data and record the reason why you are no longer a customer. This allows us to better serve you if you have certain questions or become a customer again in the future. Of course, we are also legally obliged to keep track of all invoices we have made for you in the past. Finally, we also keep certain anonymous data, which we use for user research and statistical analysis.

Privacy Actions

Web Chat

I am using the chat function on the website

What does Ecom know about me?

How much we know about you depends on what you’ve already shared with us during your previous visits to the website (e.g. when you’ve already filled out a certain form on the website). So a lot depends on whether you are visiting our website for the first time or whether you are a returning visitor. It is always up to you what Ecom knows about you.

During a chat we may collect and process the following personal data about you:

  • E-mail address
  • Any other personal information that you have voluntarily provided to us (e.g. during a chat with one of our employees)
What Ecom Does with Your Information

When you visit our website, a chat window always opens. This makes it easy for you to ask all your pressing questions about Ecom to one of our – extremely helpful – employees. If you have never left any personal information, we don’t know who you are. In that case, you can choose whether you tell us who we have the honour to be with.
If you have already shared personal information with us in some way, we may use cookies to recognise who you are (unless you have not accepted our tracking cookies). In particular, we will see your email address in our chat window. This can help us to help you more quickly and answer your questions in a more targeted way.

E-Mail

I sent an e-mail to Ecom

What does Ecom know about me?

When you contact us by e-mail (e.g. with a specific question), we only receive your e-mail address. For the rest, you always decide what personal information you share with Ecom.

What Ecom Does With Your Information

When you send us an e-mail (e.g. to sales or support) it is also logical that we send you a reply. In that case we will not keep your data in our marketing database. So you don’t have to worry about marketing emails or sales calls. Unless, of course, you have just emailed us to start commercial conversations.

Free 15-day trial version

I had/have done a free trial

What Does The Ecom Know About Me?

If you have created a free trial account, we will collect at least the following information:

  • Name
  • First name
  • Function
  • Company address
  • E-mail address
  • Telephone number (fixed/gsm)
  • Company name
    Information concerning the use you make of our websites (e.g. heatmaps, surfing behaviour, browser type, web pages visited, etc.).
  • Information regarding your use of our tool and our mobile app (e.g. heatmaps, time of logging in and out, modules/functionalities you use most and least, etc.).
  • The login details linked to your user profile (don’t worry, they are always encrypted)
  • IP address and associated geographic location data (country and region, but no exact address)
  • Communication preference
  • Any other personal information that you have voluntarily provided to us (e.g. during a chat with one of our employees)
What Ecom Does with Your Information

Anyone who creates a free trial account must always provide certain personal information. We use this information primarily to complete your registration.

During your trial period, we may call or email you to guide you through your first Ecom experience. In this way, we ensure that you have a clear idea of what the tool can do and help you assess whether an Ecom license would add value to your business. Even if you do not switch to a paying account after the trial period, we will still keep your personal data for a period of two years. This way we can prevent abuse of the free 15-day trial period by people who use a free trial subscription several times in a row. If you have indicated by phone that you might be interested in our tool in the future, we can call you again at a later time.

Furthermore, we can send you marketing emails as you have already used our (free) tool in the past. Of course, you always have the possibility to unsubscribe from these mails. After the period of two years, we will remove all personal information we keep about you and we will also stop sending you marketing emails.

Does Ecom share my personal data with other parties?

Your personal data will only be processed for our internal business purposes. However, we may use external parties for this purpose. These external parties may only process your personal data according to very clear instructions.

Specifically, we use the following categories of data processors:

Companies that we have engaged for marketing purposes:

We may disclose potential contact details to outgoing marketing agencies. They may call these prospective customers when we have established that they have shown a genuine interest in our services in the past and have not in any way opposed such calls (for example, during an initial telephone call). As always, the prospect may indicate on the telephone that they are not interested and do not wish to be called after all. This will then be noted as such.

Is the prospect not (yet) sure whether Ecom is something for him/her or is he/she too busy? Then it is possible that he or she will be called back at a later time. In any case, contact details of prospects will not be retained for longer than two years.

  • Companies we have engaged for ICT technical support, database management, software integration and hosting purposes (e.g. hosting partners, cloud partners, data centres, software suppliers, external IT consultants, etc.);
  • Companies we have engaged for communication purposes (e.g. live chat on the website);
  • Companies that we have engaged for analytical purposes;
  • Companies we have engaged for recruitment purposes (e.g. Applicant Tracking System or external recruitment agency);
  • Companies we have engaged for payment purposes.

We fully rely on an external payment provider to process the payments of your Ecom invoices. They process your bank details solely for the purpose of correctly processing the requested payments. The necessary security measures are provided via SSL encryption. We do not have access to your bank details in any way.

In addition, we use an external party for the collection of unpaid invoices. In this context, personal data of the defaulter may be passed on.

In order to guarantee optimum protection of your personal data, we have made the necessary contractual arrangements with all these external parties to ensure that they have taken the necessary technical and organisational measures and that they only use this personal data for Ecom purposes (and not for their own purposes).

Furthermore, your personal data will never be sold, passed on or communicated to third parties who wish to use them for their own purposes. Of course, unless this is necessary for the execution of the agreement or if you have given us your explicit consent in advance. However, we would like to point out to you that personal data may be collected by social networks when you use a social plug-in on our website (e.g. a Facebook like button).

Finally, it is possible that we may disclose your personal information:

  • To the competent authorities:
    (1) when we are legally obliged to do so or in the context of legal or future legal proceedings, and
    (2) to safeguard and defend our rights;
    When (substantially) all of our assets are acquired by a third party, in which case your personal information – which Ecom has collected – will be one of the transferred assets.

Will My Personal Data be passed on to parties outside the European Economic Area?

We only transfer your personal data to parties outside the European Economic Area under one of the following conditions:

  • According to the European Commission, the country of destination offers an adequate level of protection (for companies based in the United States, it is always verified that they are certified under the EU-US Privacy Shield);
  • The country of destination does not in itself offer an adequate level of protection, but Ecom will make the necessary contractual arrangements with the party concerned, taking into account the standard provisions imposed by the data protection authority in Belgium.

How Do I Know If Ecom Stores My Personal Information Safely?

We have taken all reasonable technological and organizational precautions to minimize any risk of unauthorized access, loss, misuse or alteration of your personal information.

Want to Know More About Our Information Security Policy?

Please visit the Security page on our website.

However, it is important to know that it is impossible to guarantee an infallible level of security. No method of transmission or transmission and electronic storage of data over the Internet is 100% secure.
The security of your (demo) account also depends on the extent to which you are able to keep your personal login details secret.

In any case, our employees will never ask you to provide your login details. If you decide to provide your login details to a third party, this third party will have access to the personal details on your account and we can no longer guarantee the security of your details.

If you determine that a third party has unauthorized access to your account, we recommend that you change your password immediately and contact us.

How Long Does Ecom Keep My Personal Data?

Unless the law requires or justifies a longer retention period, we will never retain your personal data longer than is necessary to achieve the purposes described by Privacy Profile and Privacy Policy in this Privacy Statement.

What are My Privacy Rights and How Can I Exercise them?

If your personal data are processed by Ecom, you have the following rights vis-à-vis us:

  • Right of access to the personal information we hold about you;
    We are always prepared to provide you with a clear and comprehensive overview of the personal information we have collected about you to date.
  • Right to correct, supplement or update your personal information;
    Are you a user of our tool and/or app? Then we would like to point out that you are primarily responsible for making the necessary changes to your personal user account.
  • Right to delete your personal data (the ‘right to be forgotten’)
    If you delete or arrange for the deletion of certain necessary personal data, it is possible that certain services may no longer be accessible or can be provided. It is possible that a legal obligation or the execution of our agreement with you does not allow us to remove certain personal data. For example, we are legally obliged to keep invoices for a period of seven years (and sometimes longer).
  • Right to limit the processing of your personal data;
    It may happen that we are temporarily no longer allowed to use your data, but are also not (yet) able to remove them. This may happen, for example, if you object to the processing of your personal data on the grounds of our legitimate interest as a company. As long as we cannot demonstrate that our interests outweigh your individual interests, we may not use your data.
    You have the right to withdraw your consent;
    If we process your personal data on the basis of your consent, you may withdraw your consent at any time at a later date.
  • Right to transfer your personal data;
    You have the right to obtain your personal data in a structured, common and machine-readable form. In addition, you have the right to ask us to transfer your personal data to another service provider, unless this is technically impossible.
  • Right of objection/reaction against the processing of your personal data.
    You have at all times the possibility to object to the processing of your personal data for our direct marketing purposes (e.g. by changing your communication preferences), if these are based on our legitimate interest as a company.

You can exercise your privacy rights free of charge by contacting us at contact@ecomapp.be or by filling in our web form. We will reply as soon as possible and at the latest one month after receipt of your request.

Would you like to exercise your right of access, right of correction, right of removal or right of transfer? Then we are obliged to verify your identity first. Of course we do not want to release any personal information without being sure that it is you. That is why we ask you at least to provide us with a copy of the front of your identity card. If we have reason to doubt your identity, we may ask for additional information to confirm it.

Can This Privacy Statement Be Changed In The Future?

We may update this Privacy Statement at a later date. We will do so every time something (thoroughly) changes in the way we handle your personal data. In that case, we will post a new version of the Privacy Statement on the website. It is therefore recommended that you regularly visit our website and consult our Privacy Statement.

Not Satisfied With How We Handle Your Personal Information?

If you have any comments or complaints about the way in which we handle your personal data, we ask you to report them to us first. This can be done by sending an e-mail with your complaint to contact@ecomapp.be. In this way we can reach a solution in mutual consultation.

Are you still not satisfied after this report? You have the right to submit a complaint to the competent supervisory body.

Still Have Questions After Reading This Privacy Statement?

Send an email to contact@ecomapp.be, we will gladly take the time to answer your privacy questions.