Privacy and cookie policy

This privacy and cookie statement was last amended on 14 December 2021.

Hoplr N.V. (hereinafter: Hoplr) offers a private local social neighbourhood network for your neighbourhood, with the aim of strengthening the social interaction and engagement between residents within a particular neighbourhood, and with only limited access to the platform restricted to the local neighbourhood that is relevant to you (the platform) via www.hoplr.com (the web application) or via the official Android and iOS applications (the mobile application). Your privacy is of great importance to Hoplr. We therefore comply with the relevant laws and regulations on privacy, including the General Data Protection Regulation (GDPR).

Our privacy and cookie statement in brief
When processing personal data, we comply with privacy legislation. This means that we:

• Clearly define our purposes before we process your personal data, via this privacy and cookie statement.
• Store as little personal data as possible and only the data that is necessary for our purposes.
• Explicitly ask for consent to process your personal data, should consent be required.
• Take the necessary security measures to protect your personal data. We also impose these obligations on parties that process personal data on our behalf.
• Respect your rights, such as the right to access, correct or delete your personal data processed by us.

This privacy and cookie statement applies to the processing of personal data for which Hoplr is the controller. This is the case for the data we collect from you when you visit our website, use our services as a public sector organisation, or use our platform as a neighbourhood resident. For these data processing activities, we are your point of contact.

In addition, we offer various participation options for public sector organisations, such as a poll, a participation project, a survey or referendum. These participation options are set up via our platform services.hoplr.com. By means of these participation options, we can carry out analyses on behalf of these organisations.

When you take part in one of these participation options, such as a survey, the organisation that asked us to set up the survey is the controller for the personal data processed on our platform through this survey. In that case, for questions about how your personal data is handled, we refer you to the relevant organisation.

For which purposes do we use your personal data?
In this privacy and cookie statement we explain what we at Hoplr do with information we learn about you. By visiting our websites www.hoplr.com, services.hoplr.com, blog.hoplr.com and help.hoplr.com, using our services as a public sector organisation or using our platform as a neighbourhood resident, we obtain various types of personal data from you. Below, we indicate for each purpose which data we obtain from you, for which purpose we process this data and how long the data is retained. If you have any questions or wish to know exactly what we keep about you, please contact us using the details at the bottom of this privacy and cookie statement.

1. Public sector organisations

Providing our services to public sector organisations
As a public sector organisation, you can use our services to focus on community work, neighbourhood-oriented communication and citizen participation. 

For this, we process the following personal data:

• User profile photo
• User first and last name
• User public name
• User job description
• User password
• Organisation name
• Organisation address
• (Business) email address
• (Business) telephone number
• First and last name of contact person 
• Invoicing details
• Payment details 
• Testimonials
• Photos of events 
• Content of messages or activities on the platform
• Any information you enter yourself as the content of your message

We process this personal data in order to perform the agreement we enter into with you. We retain this information for up to one year after the end of the agreement. This way, should you wish to return to us within a year after terminating the agreement, you do not have to provide your data again. We retain some data longer if we are legally obliged to do so (for example because of the tax retention obligation).

Requesting a demo
Via our website, as a public sector organisation you can request a demo to get acquainted with our services. 

For this, we process the following personal data:

• (Business) email address
• First and last name of contact person
• (Business) telephone number
• Organisation name
• Any information you enter yourself as the content of your message

We process this personal data in order to perform the agreement we enter into with you. We retain this information until the demo has taken place. When, on the basis of the demo, you decide that you wish to stay informed via our newsletter or to use our services, we retain the information for up to one year after the end of the agreement.

2. Neighbourhood residents

Requesting a Hoplr neighbourhood
Via our website, as a neighbourhood resident you can set up a Hoplr neighbourhood by submitting a request via the request form. 

For this, we process the following personal data:

• Neighbourhood name
• First and last name 
• Address details 
• Email address
• Telephone number
• Any information you enter yourself as the content of your motivation

We process this personal data in order to perform the agreement we enter into with you. We retain this information until your request has been processed.

Neighbourhood membership
As a neighbourhood resident, you can receive an invitation to become a member of a Hoplr neighbourhood. This is sent by Hoplr on behalf of the municipality or handed out by neighbourhood residents in their own neighbourhood. In order to use the platform, as a neighbourhood resident you must accept this invitation and register via the web application or mobile application with your address details and the code you received in the invitation, your first and last name together with your email address and a password of your choice, or your Facebook or Apple account. Read here why, after completing registration, your name and ONLY your street name (not your house number) are visible to other members of your own Hoplr neighbourhood (and not of other Hoplr neighbourhoods). If you want to know what these parties do with your personal data, please read the privacy statements of the relevant platforms.

For this, we process the following personal data:

• Address details
• Unique code received in the invitation
• First and last name
• Email address
• Telephone number
• Password of your choice 

We retain this information until 3 months after you terminate your membership. We then assume that you no longer wish to use our services. If you have not logged in to your account for one year, or you have been disconnected from a neighbourhood for one year, we ask permission to retain your data for one year longer, so that you can link the account to another neighbourhood at a later date. We retain this information so that you do not have to enter it again and again and so that we can contact you more easily if necessary.

Using the platform
After you have registered as a member of a neighbourhood and logged in to your account, you can use our platform via the web application or the mobile application. Within the platform you can complete your own profile. In addition, you can use the platform to, among other things, get to know your neighbours, borrow items from your neighbours or organise a neighbourhood activity.

For this, we process the following personal data:

• Account details
• First and last name
• Address details
• Hobbies
• Personal and professional interests
• Pets 
• Profession 
• Profile photo
• Date of birth
• Gender 
• Any information you enter yourself as the content of messages within the platform 

We process this personal data in order to perform the agreement we enter into with you. We retain this information until 3 months after you terminate your membership. We then assume that you no longer wish to use our services. If you have not logged in to your account for one year, or you have been disconnected from a neighbourhood for one year, we ask permission to retain your data for one year longer, so that you can link the account to another neighbourhood at a later date. We retain this information so that you do not have to enter it again and again and so that we can contact you more easily if necessary.

Downloading our application
In order to use our platform via the mobile application, you must download our application. You can do this via the App Store or via the Google Play Store. We have no influence over which personal data the relevant provider (Apple or Google) processes and for what purposes. We therefore advise you to read the relevant privacy and cookie statements of the relevant provider.

Sending notifications
When you use our platform within the mobile application, you can choose to allow us to send notifications. For example, you can receive a notification when a neighbourhood resident has posted a message in your Hoplr neighbourhood. This notification then appears on your device. 

For this, we process the following personal data:

• Unique user ID

We do this on the basis of your consent. We retain this information until you withdraw your consent. You can withdraw your consent at any time by adjusting your preferences in the settings within the platform.

3. General

Contact
You can contact us via various email addresses, for example to ask us for support.

For this, we process the following personal data:

• First and last name
• Email address
• Any information you enter yourself as the content of a message

We use this information to properly handle your request to contact you and to perform the agreement for this purpose with you. We retain this information until we are sure that you are satisfied with our response.

Experiences
On our website we publish experiences of neighbourhood residents with Hoplr's services.

For this, we process the following personal data:

• First name
• Hoplr neighbourhood
• Place of residence
• Imagery
• Content of the shared experience

We do this on the basis of your consent. We retain this information until you withdraw your consent. You can withdraw your consent at any time by contacting us using the contact details at the bottom of this privacy and cookie statement.

Applying for a job
Have you responded to one of our vacancies or sent in an open application? Then we process your personal data in order to handle your application, and in preparation for the possible conclusion of an employment contract (performance of the agreement).

For this, we process the following personal data:

• Name and address details
• Contact details (email address and telephone number)
• Curriculum Vitae
• Cover letter
• Salary indication
• References
• Any other information you include with your application 

We retain your application data for up to 6 weeks after the position has been filled. When we are unable to offer you a position at this time, we can – with your consent – retain the application data for one year longer. You can withdraw your consent at any time by sending us an email.

When can we share your personal data with third parties?
Hoplr only shares your personal data with third parties when this is permitted under current legislation. It may occur that we provide your personal data to third parties, because:

• we have engaged them to process certain data;
• this is necessary to perform the agreement with you;
• you give consent for this;
• we have a legitimate interest in this;
• we are legally obliged to do so (for example if the police require it in the case of a suspected crime).

The parties that process personal data on our behalf or on your behalf are:

• IT suppliers and service providers
• Cookie service providers

Partners
In order to provide our services, Hoplr may provide your personal data to parties established outside the European Economic Area (EEA). Hoplr only does this if there is an adequate level of protection for the processing of personal data. This means, for example, that we use a model agreement from the European Commission or make arrangements about the handling of personal data.

Social media buttons
On our website we refer with hyperlinks to social media platforms. If you want to know what the social media platforms do with your personal data, please read the relevant privacy statement:

• Twitter (privacy statement)
• Facebook (privacy statement)
• Instagram (privacy statement)

Cookies
On our website and within the platform we use cookies and similar techniques, such as pixels (hereinafter: cookies), of our own and of third parties. Cookies are small information files that, when visiting a website or using an application, can automatically be stored on or read from the device (such as PC, tablet or smartphone) of the website visitor or application user. This happens via the web browser on the device. We and third parties use cookies to:

• Enable functionalities of the website and the platform (technical and functional cookies)
• Analyse the use of the website and the platform and, on that basis, make the website more user-friendly (analytical cookies)
• Be able to show personalised advertisements (marketing cookies)

These cookies collect the following data from you:

• IP address
• Cookie ID
• Website and click behaviour
• Referrer URL

When you visit our website for the first time or use our mobile application for the first time, we show a notification with an explanation about cookies. In doing so, insofar as we are obliged to do so, we will ask for your agreement to the use of cookies.

In the table below you will find an overview of the cookies we use.

Enabling and disabling cookies
In your web browser you can set that the storage of cookies is only accepted when you agree to this. For more information on this, please consult the manual of your browser. Please note: many websites do not work optimally if cookies are disabled.

Deleting cookies
Most cookies have an expiry date. If an expiry date is set, the cookie is automatically deleted when the expiry date passes. You can also choose to delete the cookies manually, before the expiry date has passed. For this, please consult the manual of your browser.

Is your personal data secured?
We take appropriate technical and organisational measures with regard to the processing of personal data to be carried out, against loss or against any form of unlawful processing (such as unauthorised access, impairment, alteration or disclosure of the personal data).

What privacy rights do you have?
You have the following rights:

• Right of access: You have the right to view the personal data we process about you.
• Right to rectification: You have the right to correct or supplement the personal data we process about you, if it is incorrect or incomplete.
• Right to object: You can object to the processing of your personal data and to direct marketing.  
• Right to erasure: You can request us to delete your personal data.
• Right to withdraw your consent: if you have given us consent to process personal data, you can withdraw this consent at any time.
• Right to data portability: if it is technically possible, you have the right to have the personal data we process about you transferred to a third party.
• Right to restriction of processing: in some cases you can request us to restrict the processing of your personal data (whether or not temporarily).

When making your request, we may ask you to identify yourself. We request data for this in order to be sure that you are the right person to whom the personal data belongs.

In principle, we will comply with your request within one month. However, this period can be extended by two months for reasons related to the specific privacy rights or the complexity of the request. If we extend this period, we will inform you in good time.

If you wish to exercise one of your rights, you can make this known via privacy@hoplr.com.

Changes to this privacy and cookie statement
When our website changes, we must of course also amend the privacy and cookie statement. So always pay attention to the date above and check regularly whether there are new versions. We will do our best to communicate changes to you.

Asking questions or submitting a complaint
If you have questions, or wish to submit a complaint about the use of your personal data, you can contact us using the contact details at the bottom of this privacy and cookie statement. We handle every question and complaint internally and communicate this further with you. If you feel that we are not helping you in the right way, you have the right to submit a complaint to the supervisory authority. For Belgium this is the Data Protection Authority and for the Netherlands this is the Dutch Data Protection Authority.

Contact details
Hoplr NV
Waterhoenweg 3
B-9160 Lokeren
Belgium

Email address: privacy@hoplr.com

Company number: BE 0564 835 057