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Privacy Policy

Effective Date: Jan 01st, 2021

HYDRA BILLING SOLUTIONS LLC is committed to protecting your privacy. This privacy policy applies to those who visit hydra-billing.com as well as customers, excluding end users of our billing and OSS/BSS software and services which is owned and operated by HYDRA BILLING SOLUTIONS LLC ("HBS","We", "Us" or "Our"). This privacy policy describes how Hydra Billing Solutions collects, uses and shares the personal information you provide to us. It also describes the choices available to you regarding the use of, your access to, and how to update and correct your personal information. The use of information collected through our products and services shall be limited to the purpose of providing the products and services for which our customer has contracted with HBS. If there are any questions regarding this privacy policy, the practices of this website or your dealings with this website, you may contact us at info@hydra-billing.com.
What information do we collect?
This information about the processing of personal data by HBS applies to data received:
  • through electronic forms,
  • under contracts with clients (contact details only), and
  • by representatives of HBS in connection with purchases, sales or marketing activities.
This information does not apply to the processing of personal data of employees and job candidates, or any data entrusted for processing under a data processing agreement.
On what basis do we collect your information?
In most cases, we collect your information on the basis of your desire to avail a particular service from us. Therefore, our processing in many cases occurs on the basis of your consent or the need to perform a contract that we may have with you (also on behalf of your end users). However, in addition to collection on the basis of consent, there are other bases on which we may collect or process your information. These are as follows:
  • We collect and also store your personal data as part of our legal obligation for business accounting and tax purposes such as in relation to record-keeping, compliance, disputes, and filings.
  • We will occasionally send you product updates where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non- intrusive and is processed on the grounds of legitimate interests.
  • On the basis of your opt-in, we will send you updates related to events, webinars, blogs and other marketing and promotional activities where we have assessed that it is beneficial to you as a customer and in our interests.
Legal Basis, Purpose, and Period of Data Processing
Personal data are processed by HBS for the purposes specified below.
For each purpose, we have provided the relevant legal basis for data processing and criteria for determining the data processing period.

I.
PURPOSE: contract performance or order execution, LEGAL BASIS: Article 6.1.b) of GDPR
PROCESSING PERIOD: the period of performing the relevant obligations and the statutory period of limitation of claims.

In the case of a contract or order between you and HBS, the data provided by you will be processed for the purpose of performing that contract or executing that order and for settlement purposes.

In the case of electronic forms used to download/order a file (e.g. an e-book, demo, report, etc.), the provided data will be processed in order to deliver the ordered file and for related contact and settlement purposes.

In the case of electronic forms used to sign up for a conference, training or other event organised by HBS, the provided data will be processed in order to organise the event and for related contact and settlement purposes.

II.
PURPOSE: business contacts, LEGAL BASIS: Article 6.1.f) of GDPR
PROCESSING PERIOD: until your objection submitted under Article 21 of GDPR is granted

Contact data entered into any electronic form, made available under a contract or order, or made accessible otherwise to HBS, may be processed for business contact purposes.

On this basis, representatives of HBS may contact you to present an offering of HBS's products or services, invite you to a meeting or event organised by HBS or for other marketing purposes. You may occasionally receive information on the products, services or activities of HBS, as well as other information related to the HBS's business.

If you are a representative of a supplier or service provider, representatives of HBS may also contact you to request a business proposal, information or documents.

If this is the case, your data will be processed to pursue the legitimate interests of the controller, namely the marketing and sale of its products and services as well as building and maintaining of business relations.

You have the right to object to such processing of your personal data in accordance with the User Access and Choice section.

III.
PURPOSE: newsletter, LEGAL BASIS: Article 6.1.a) of GDPR
PROCESSING PERIOD: until you unsubscribe from the newsletter (withdraw consent)

If you give your consent to receiving a newsletter from HBS, your email address will be used to send you our newsletter. The newsletter will be sent to you with the frequency determined by the marketing department, so as to ensure you have access to up-to-date information on the offering and activities of HBS, and other information regarding the HBS's business.

Please note that, irrespective of your consent to receiving the newsletter, the controllers may have lawful basis to process your data for the purpose of business contacts in pursuance of their legitimate interests (in accordance with par. II).

IV.
PURPOSE: reply to your inquiry, LEGAL BASIS: Article 6.1.a) of GDPR
PROCESSING PERIOD: until you cancel your inquiry (withdraw consent)

If you fill out a contact form or submit an inquiry otherwise (for instance, by email, telephone or social networking site), then you consent to being contacted with regard to your request or inquiry. To withdraw consent, please contact us at info@hydra-billing.com. Your consent may be withdrawn at any time; its withdrawal will not, however, affect the lawfulness of data processing prior to the consent being withdrawn, but such withdrawal will result in a lack of reply to your inquiry.

V.
PURPOSE: organisation and promotion of events, LEGAL BASIS: Article 6.1.f) of GDPR
PROCESSING PERIOD: the period of performing the relevant obligations and the statutory period of limitation of claims, or until your objection submitted under Article 21 of GDPR is granted

In the case of signing up for a conference, training or any other event organised by HBS, the data provided may be transferred to other participants, speakers, hotels and other entities involved in the organisation of that event. Information on the speakers may also be made publicly available on the website, in the event app, and in promotional and conference materials.

If this is the case, your data will be processed to pursue the controller's legitimate interests, namely the performance of contracts and other obligations as well as event-based promotion.

You have the right to object to such processing of your personal data in accordance with the User Access and Choice section.

VI.
PURPOSE: performance of contracts or execution of orders between HBS and a third party, LEGAL BASIS: Article 6.1.f) of GDPR
PROCESSING PERIOD: the period of performing the relevant obligations and the statutory period of limitation of claims, or until your objection submitted under Article 21 of GDPR is granted

If you are indicated by your employer or other entity as a contact person, your data may be processed for the purpose of performing and settling a contract (or order) between HBS and your employer or such other entity. In this case, data processing will involve ongoing contacts related to the contract performance, preparation and retention of contract performance documents, as well as exercise and defence of any legal claims.

Your data will be processed to pursue the controller's legitimate interests, namely the safeguarding of rights, performance of contracts and receiving due compensation.

You have the right to object to such processing of your personal data in accordance with the User Access and Choice section.

VII.
PURPOSE: contacts with the media and media promotion of the activities, products and services of HBS, LEGAL BASIS: Article 6.1.a) of GDPR
PROCESSING PERIOD: until you express a wish to discontinue contacts (withdraw consent)

In the case of journalists, editors, reporters and other persons involved in journalism, personal data will be processed for the purpose of maintaining contacts between representatives of HBS and the media, and to promote the activities, services and products of HBS in the media. In particular, this may include informing the media of important events, activities, products and services, as well as achievements of HBS.

Contact with a representative of HBS will be treated as consent to such contacts. If you consent to such contacts, your consent is voluntary and may be withdrawn at any time. To that end, please contact us at info@hydra-billing.com. Withdrawal of your consent will not affect the lawfulness of data processing before its withdrawal.

VIII.
PURPOSE: fulfilment of the legal obligation to prepare and retain documents,
LEGAL BASIS: Article 6.1.c) of GDPR
PROCESSING PERIOD: the retention period for invoices, accounting records and documents confirming the conclusion and performance of contracts, arising from the controller's national laws.

If a contract is performed, order is executed or other service is provided to you, we will also process your personal data included in invoices, accounting records or other documents confirming the contract's conclusion and performance in order to draw up and retain the necessary documents as required by applicable laws. This applies in a situation where you are a party to the contract or order, where your employer or business partner is a party to the contract or order, or where any service (for instance hotel booking) has been provided to you.

IX.
PURPOSE: confirming the fulfilment of obligations, and exercise or defence of legal claims,
LEGAL BASIS: Art. 6.1.f) of GDPR
PROCESSING PERIOD: the period of performing the relevant obligations and the statutory period of limitation of claims

Data entered into any electronic form, made available under a contract or order, or made accessible otherwise to HBS may be processed for purposes related to retention of information or documents confirming the fulfilment of obligations by HBS and for the purpose of exercising or defending any legal claims by HBS. This applies in a situation where you are a party to the contract or order, where your employer or business partner is a party to the contract or order, or where HBS was required, on whatever basis, to perform a service for you or to exercise your rights.

If this is the case, your data will be processed to pursue the controller's legitimate interests, namely the safeguarding of rights, confirming the fulfilment of obligations and receiving due compensation.

You have the right to object to such processing of your personal data in accordance with the User Access and Choice section.
How do we protect your information?
We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information. We offer the use of a secure server. Personal data we collect is stored on infrastructure located in EU.
System Logs
Each visit of a User visiting HBS websites is automatically registered in the server in the so-called system logs. Data saved in this way includes, among other things, date, time of the visit and the IP address. Data from the system logs are used only for purposes of server administration and for managing statistics of website visits.
Do we use cookies and other tracking technologies?
HBS websites utilizes so-called cookies, or information saved by the servers on User devices. This information can be collected every time the device is connected to the server. HBS may use other similar technologies. Under our Privacy Policy, information about cookies can also refer to other similar technologies used within HBS websites. Cookies usually contains the name of the server it was sent from, the time of storing them on Users devices and a unique number. Cookies may be saved on the Users device, and then be used by external suppliers of tools for monitoring traffic and activity on the website, who cooperate with HBS.

Cookies are used by the majority of highly developed websites to help Users navigate their websites efficiently and perform certain functions, including:

  • creating individual content viewing statistics,
  • personalization of services provided within a website,
  • maintaining user session,
  • authentication of people using the service,
  • providing users with personalized advertising content.
Hydra Billing Solutions sites use the following types of cookies:

  • Essential Cookies, which use is essential for the running of our website services, for example to allow the use of sessions,
  • Functional Cookies, used to remember Users preferences on our websites. This can be anything from remembering Users mobile/classic view, last phrases typed by the User or Users preference on our website,
  • Analytical Performance Cookies, used to monitor the performance of our websites and how Users use it.
Cookies are not used for processing or storing personal details, they cannot be used for direct identification of a User, they do not change Users browser options or device configuration.

The User can independently determine and modify browser settings so that they will not accept cookies. If this option is selected many websites may not function properly or at all. It may be possible to set your browser to not accept cookies and ask for Users consent before each cookie used. This gives the User control over what is set on their device, however this has the drawback of slowing down the user's browsing experience.

In order to manage your cookies, please select your browser from the list below and follow the instructions for your browser and device.
No change in cookies configuration means they will be set by the User's devices, therefore HBS will keep information regarding User devices and gain access to this information.
User Access and Choice
Upon request HBS will provide you with information about whether we hold any of your personal information. You may access, correct, request deletion of your personal information, or withdraw provided consent by logging in to your account or by contacting us at info@hydra-billing.com.

Consequences of failure to provide data. In the case of electronic forms, the provision of data is voluntary. However, if you fail to provide data marked as obligatory (required) you will not be able to submit the form and, consequently, download a file, participate in an event or subscribe to the newsletter, as the case may be.

In the case of data collected by representatives of HBS in connection with purchases, sales or marketing activities, the provision of data is fully voluntary, but
if you fail to provide data we may not be able to contact you in the future.

In the case of persons who are party to a contract or order with HBS, the provision of data necessary to perform the contract and fulfil the relevant legal obligations is a prerequisite to its conclusion and performance.

Under the provisions of GDPR, you have the following rights as the data subject:
  1. right of access to data;
  2. right to rectification of data;
  3. right to erasure of data ('right to be forgotten');
  4. right to restriction of data processing;
  5. right to data portability;
  6. right to object (where the controller's legitimate interest is the basis for data processing);
  7. right to withdraw consent (where consent is the basis for data processing).
The exercise of these rights is subject to the conditions set out in GDPR. If your request is rejected, you will receive a reply with relevant reason for such decision.

In order to exercise your rights, please contact us at info@hydra-billing.com.

Please note that:
  • the right to erasure of data and the right to restriction of data processing will only apply in cases specifically mentioned in GDPR;
  • the right to data portability will only apply if the legal basis for processing is your consent or the performance of a contract;
  • the controller may refuse to erase your data despite receiving such a request if one of the exceptions listed in GDPR applies, for instance if the processing is required for compliance with a legal obligation or for the establishment, exercise or defence of legal claims;
  • in some cases, the controller may refuse to grant your objection to the processing of data based on the controller's legitimate interest, where there are compelling legitimate grounds for the processing which override your interests, rights and freedoms, or where there are grounds for the establishment, exercise or defence of legal claims; however, this right is not available to the controller when data is processed for direct marketing purposes (e.g. commercial communications).
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