Proximus Webphone Privacy Policy
Current as of July, 2022.
The Privacy Policy describes how Webphone collects, uses, and discloses information and what choices you have regarding this information. The updates in this version of the Privacy Policy reflect changes in privacy laws. In addition, we have worked to make our privacy policy clearer and easier to understand by making the following adjustments:
Creating a Table of Contents for easy navigation
A series of examples in various sections to illustrate how Webphone policies can be implemented
When we refer to “Webphone,” we refer to the entity that acts as a controller or processor of your information (such as an employer).
Table of Contents
Applicability of the Policy
Collection of Data
Cookie Policy
Use of Data
Data Storage and Sharing
Age Restrictions
Your Rights
Data Protection Officer
Contact Webphone
Applicability of the Policy
This privacy policy applies to the Webphone mobile and web applications as well as other platform support (i.e. customer service requests, user conferences, etc). If you do not agree with these terms, please refrain from accessing or using Webphone and it's affiliate services.
This policy does not apply to any third-party applications that integrate with Webphone or any other external products and companies. In addition, a separate agreement governs the provision, access, and use of the services (the Customer Agreement) including the processing of messages, files, or other transmittable content. The organization (such as your employer) that has consented to this agreement controls their network of services (their "Workplace") and all related customer data. If you have questions about specific Webphone settings or practices, please contact the party that mandates control of your platform. If you’ve received an invitation to join Webphone but have not yet set up an account, all help questions can also be directed to the controlling party.
Collection of Data
Webphone can collect and obtain data, including personal information, while you are using it's application. We collect data in various ways:
Customer Data
Team and Account Information
Log Data
Device Data
Location Information
Cookie Information
Metadata of Services
Contact Details
Contact List and Phonebook
Images, photos, and files
Additional Information
Customer Data
Customers or persons granted access to Webphone by an existing entity (authorized users) routinely transmit customer data to Webphone regarding use of services.
Team and Account Information
To create or update a Webphone account, the inviting party must provide you with an email address, phone number, password, and domain.
Log Data
As with most websites and technology services, our servers automatically collect and record data into log files as soon as the platform is accessed. This includes the IP address, the address of the website visited prior to using Webphone, browser type and settings, the date and time of use, configuration data of the browser and plug-ins, language settings, and cookies.
Device Data
Webphone may collect information about the device on which the services are used, including the type of device, operating system, application identifiers, unique device names, and crash recovery information. The information collected depends on the type of device used and the device's settings.
Location Information
We receive information from you that help us determine your location. This can include a business address provided by your employer or an IP address. Webphone may also collect location information from equipment or hardware as long as this is previously consented upon.
Cookie Information
Webphone uses cookies and similar technologies to retain user information. Further details on our use of these technologies can be found in our Cookie Policy below.
Metadata of Services
When an authorized user interacts with Webphone services, metadata is generated providing additional information on the context of user behavior. For example, Webphone logs the teams, groups, people, features, content, and links that you interact with. It also records the shared file types and which third-party services (if applicable) are used.
Contact Details
In accordance with your employer's consent process, all contact information imported by an authorized user is collected.
Contact List and Phonebook
Webphone can access the phone´s phonebook and contact list, given that access is granted. Webphone synchronizes your contacts directory to enable calling phone contacts from within the app. Webphone is neither uploading any contacts or phonebook information to the server nor sharing them with any third party, and all contacts are accessed locally on the phone.
Images, photos, and files
Upon granting permission, you can share pictures, photos, and files from the mobile device with other users using Webphone. All content shared using the app is uploaded to our system with the purpose of making it available and viewable by the specific users with whom the content has been shared.
Nevertheless, be aware that the app does not prevent other users from making local copies of the files you have shared with them or sharing those files outside the app.
Additional Information
We receive other information when it is transmitted to our websites, such as when you participate in a focus group, competition, event, interact with our social media accounts, or otherwise communicate with Webphone. We collect personal information for a variety of reasons, such as:
Processing your order, including payment transactions
Providing you with our newsletter
Sending email marketing communications
Creating an account
Providing customer service
Collecting information during testing when a computer-based certification test is administered to you
Cookie Policy
At Webphone, we believe that transparency in the collection and use of data is most important. In this policy, we’ll let you know how and when we use cookies for these purposes.
What is a Cookie?
Cookies are small text files sent to your computer or mobile device. They are unique to your account or browser. Session cookies are only active as long as your browser is open and are automatically deleted when you close your browser. Persistent cookies are active until they have reached their expiration date or until they are deleted.
Does Webphone Use Cookies?
Yes. This includes cookies and similar technologies such as counting pixels and web beacons. We use both session cookies and persistent cookies by placing them in the domains operated by Webphone and any affiliates (together, the “sites”). We also use third-party cookies such as Google Analytics.
How Does Webphone Implement Cookies?
Some cookies are associated with your personal information so that your browser can retain login information and Webphone account settings. Other cookies are not linked to your account, but are clearly assignable and enable us to perform analyses and adjustments.
Cookies may be used so that we recognize you when you re-visit a website and to ensure that your experience is personalized, fully matching your desired preferences. Cookies also provide safer and faster interactions.
There are many categories of use for cookies:
Authentication: When you sign up for our services, cookies help us to show you the right information and customize your experience.
Safety: We use cookies to enable and support our security features and detect malicious activity.
Personal Settings, Functions, and Services: Cookies tell us which language you prefer and how you prefer to communicate. They also enable the delivery of features, insights, and custom content.
Performance, Analyses, and Investigations: With the help of cookies, we are able to continuously review the performance of our platform. We also use cookies to understand, optimize, and investigate services. For example, logs and records are created when you access our services through different devices, such as your work PC or mobile device.
Can I Disable the Use of Cookies?
Some users prefer not to allow cookies, which provides more autonomy in how browser settings are handled. In some browsers, you can set cookie management rules for each page, allowing precise control over your privacy and data. Basically, you can choose to allow cookies only on the sites that you trust.
Browser developers have their own help pages for managing cookies. Further information can be found using the following links:
Does Webphone Respond to Do-Not-Track Signals?
Our websites and services do not collect personally-identifiable information about your online activity or through third-party websites. For this reason, Do-Not-Track signals transmitted by web browsers do not apply to our websites.
Use of Data
Customer data will be used by Webphone in accordance with the conditions set in the Customer Agreement.
Webphone may use other information to proceed with lawful, legitimate interests in enhancing our platform and business model. More specifically, Webphone uses other information for the following reasons:
The Provision, Maintenance, and Protection of Our Services: This includes the use of information to prevent or address errors in the provision of services, to address security or technical issues, to monitor usage and trends, or other activities on request from authorized users.
In Accordance with Laws and Regulations.
For Communications Between Webphone and Users: If you contact us, we will use the provided data to respond to the request.
For Search, Learning, and Productivity Tools: We use some information to improve search functionality in determining ranking and relevance of content or channels. We also make suggestions for services based on historical usage, predictive modeling, and identifying organizational trends to customize and improve the overall user experience.
When Sending E-Mails and Other Materials: All marketing communications have an option for opt-out at any given time.
For Billing, Account Management and Administrative Matters: Webphone may need to contact you for billing or account management reasons. We use this information to maintain account details and to track bills or upcoming payments.
For Prevention of Security Problems and Abuse.
Data Storage and Sharing
This section reviews how Webphone discloses information. Customers set their own policies and procedures for disclosure, and Webphone has no control over these choices or those made by any third-parties. Data may be disclosed for the following purposes:
Customer Instructions: Webphone will only share and disclose data in accordance with the Customer Agreement and under any applicable legal procedures.
Customer Access: Owners, administrators, authorized users, customer representatives, and employees may edit or restrict access to certain information.
Third-Party Services and Partners: We may entrust external companies or persons as service providers with the processing of information.
Business Model Changes or Acquisitions: In connection with mergers, acquisitions, insolvency proceedings, liquidation proceedings, restructuring measures, disposal of Webphone’s assets or stock, financing, public offering of securities, and activities (such as due diligence), all other information may be shared and subject to standard confidentiality agreements.
Aggregated Data: We may use aggregated or identifiable information for any purpose. For example, you may pass aggregated or identifiable information to potential prospects or partners for business purposes.
Legal Requirements: If we receive a request for information, we may disclose it as long as we have reason to believe that the disclosure is consistent with all applicable laws and regulations.
Fraud Prevention and Security.
Note: Webphone may pass on other information to third-parties only if permission has been granted.
Age Restrictions
To the extent permitted by law, Webphone prohibits the use of our services to persons under the age of 16. If you believe that someone under this age limit has unlawfully used our platform and provided their personal information, please contact us. We will take the necessary actions to delete this information.
Your Rights
Individuals in certain countries, including the European Economic Area, have certain legal rights in relation to their personal data. Subject to any exceptions provided by law, you may have the right to request access to this information or request that it be updated, deleted or corrected. Typically, you can do this through the settings provided by your service account. If you cannot use these settings, please contact the appropriate managing party (such as an employer) for additional assistance.
The processing of your personal data is subject to the General Data Protection Regulation. Webphone relies on lawful, legitimate interests to process your data (as described above).
Data Protection Officer
Subject to applicable law, you may (i) restrict the use of Webphone’s information containing your personal information and (ii) file a complaint with your local data protection authority or the Data Protection Officer of Belgium. If you are a resident in the European Economic Area and you believe that we have retained your personal information under the General Data Protection Regulation (GDPR), you may contact our regulatory authority for any questions or complaints.
Contact Proximus
Please contact Proximus if you have questions about Webphone’s Privacy Policy or methods, or if you wish to exercise any of your legal rights. Write to privacy@proximus.com or to our postal mailing address:
Proximus bd du Roi Albert II 27 1030 Brussels BE
Proximus general legal information can be found under the following link.
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