Privacy Policy

MyFMS, located at Vlierweg 38a, 3991 BD Houten, is responsible for processing personal data within the MyFMS product as described in this privacy statement.
Version 1.5
September 5, 2024

Contact Details

www.myfms.com
Vlierweg 38a
3991 BD Houten
+31 30 635 5700

Personal Data We Process

Micpoint B.V. processes your personal data because you use our services and/or provide it to us. We process the following data:

• First and last name
• Address details
• Phone number
• Email address
• IP address
• Location data

Sensitive Personal Data We Process

Our website and/or service is not intended to collect data from visitors under the age of 16, unless they have permission from a parent or guardian. However, we cannot verify whether a visitor is older than 16.

We therefore advise parents to be involved in their children’s online activities to prevent data from being collected without parental consent.

If you believe that we have collected personal data from a minor without such consent, please contact us at info@micpoint.nl, and we will delete this information.

Purpose and Legal Basis for Processing Personal Data

MyFMS processes your personal data for the following purposes:

• Processing data for trip registration
• Processing data to follow up on alarm notifications
• Contacting you by phone or email when necessary to provide our services
• Sending newsletters and/or promotional materials
• Informing you about changes to our services and products

Automated Decision-Making

MyFMS does not make decisions based on automated processing that could have significant consequences for individuals.

These are decisions made by computer programs or systems without human intervention (for example, a Micpoint B.V. employee).

MyFMS uses the following systems:
MyFMS, for registering trips of individual users within an organization who are authorized to log in using their email address.

How long we retain personal data

MyFMS does not retain your personal data longer than strictly necessary to achieve the purposes for which it was collected. We apply the following retention periods for different categories of personal data:

First and Last Name
This data is necessary to identify a user in the system and to ensure reports contain the correct ownership details. The retention period is a maximum of 2 years following the termination of the contract.

Address
The address is only stored if the organization uses the “Time Management” module. It is used to determine whether a trip qualifies as commuting. The retention period is a maximum of 2 years following the termination of the contract.

Phone Number
Providing a phone number is optional. It is used only for the administrator’s convenience to contact the user (employee) if necessary. The retention period is a maximum of 2 years following the termination of the contract.

Email Address
The email address is required to verify the identity of the user when logging into the platform. The retention period is a maximum of 2 years following the termination of the contract.

IP Address
The IP address is stored for security purposes, specifically for IP whitelisting and to identify whether a user logs into an account from multiple devices. The retention period is a maximum of 6 months.

Location Data
Location data is required to generate trips based on coordinates and to demonstrate where a user has traveled. Trip records are retained for a maximum of 7 years, in accordance with the statutory retention period for tax-related trips.

Analytical Data
The analytical data is collected by Google Analytics and is retained for 26 months for the purpose of analysis and optimizing our website.

Cookies or Similar Technologies We Use

MyFMS uses only technical, functional, and analytical cookies that do not infringe on your privacy. A cookie is a small text file stored on your computer, tablet, or smartphone when you first visit this website.

The cookies we use are necessary for the proper functioning of the website and your user experience. They ensure the website works correctly and remember your preferences. We also use them to optimize our website.

You can opt out of cookies by configuring your internet browser to stop storing cookies. You can also delete previously stored data through your browser settings.

Accessing, Modifying, or Deleting Your Data

You have the right to access, correct, or delete your personal data. You can do this through your account settings.

You also have the right to withdraw your consent for data processing, object to the processing of your personal data, and request data portability. This means you can request that we send your personal data in a digital file to you or another organization of your choice.

To exercise these rights or if you have any questions about data processing, please send a request to info@micpoint.nl.

To verify your identity, we may ask you to provide a copy of your ID. Please black out your photo, MRZ (machine-readable zone), passport number, and citizen service number (BSN) to protect your privacy.

Micpoint B.V. will respond as soon as possible, and no later than four weeks. You also have the right to file a complaint with the Dutch Data Protection Authority via:
https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons

How We Protect Personal Data

MyFMS takes the protection of your data seriously and implements appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized changes.

If you believe your data is not properly secured or suspect misuse, please contact our support team at:
support@myfms.com

Privacy Officer Contact Details

Frank Leemkuil (Director) is the Privacy Officer of Micpoint B.V.
You can contact him at:
privacy@micpoint.nl

Sharing Personal Data with Third Parties

Micpoint B.V. shares personal data with third parties only when necessary to perform our agreement with you or to comply with legal obligations.