Our Privacy Notice
Purpose
TheyDo respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we process your personal data on our website where you are a client, end user of our platform, supplier of services or a visitor on our website. This privacy notice also tells you about your privacy rights pursuant to the EU General Data Protection Regulation (EU GDPR) and our commitment with international data protection laws such as the California Consumer Privacy Act, collectively known as “Data Protection Laws” in this notice.
We follow the EU GDPR as our benchmark for data protection ensuring all personal data is handled securely and transparently.
Controller for personal data
When you engage with us directly as a Client, supplier or website visitor, we act as the Controller. This means that we determine the purposes and means of processing your personal data and are responsible for ensuring that it is handled in accordance with applicable Data Protection Laws.
Processor for personal data
When we process personal data on behalf of our Clients, we act as a Processor. In this role, we only process personal data in accordance with our Clients’ instructions and the terms of our contractual agreements.
Scope
This privacy notice applies to the processing of personal data by us in connection with:
Client: Where we provide our services or products to you.
Suppliers: For the provision of products and services to us by suppliers or service providers.
Website visitors: Anyone browsing our website or interacting with our content online; and
End User: Where you use our platform to perform services and where we act as the Processor.
Types of personal data
Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed. This is known as anonymised data. Anonymised data falls outside the scope of Data Protection Laws.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together:
Identity Data includes first name, last name, username or similar identifier and title.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details. We may also use third party payment intermediaries to facilitate transactions, if this is the case we only see limited financial data (not bank account or payment card details).
Transaction Data includes details about payments to and from you and other transaction details for the provision of services.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website or platform.
Profile Data includes your username and password, searches made by you, your ratings and comments, preferences, feedback and survey responses.
Usage Data includes information about how you use our website and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Depending on your relationship with us we may process the categories of data above and categories of specific personal data that is specific to you. Please see below in the Processing Table on how we may process your personal data depending on our relationship with you and our lawful basis for doing so.
Lawful bases: How we use your personal data
We will only use your personal data when the law allows us to. We will use your personal data in the following circumstances:
Performance of a contract: Where we need to perform the contract, we are about to enter into or have entered into with you. For example, when you sign up to our services.
Legal obligation: Where we need to comply with a legal obligation. For example, for accounting or legal purposes.
Legitimate interests: Where it is necessary for our legitimate interests or those of a third party and your interests and fundamental rights do not override those interests.
Consent: We do not generally rely on consent as a legal basis for processing your personal data. Where we do rely on consent you have the right to withdraw consent at any time. Please contact us to withdraw consent. Please also see Marketing communications.
Vital interests: Where is it necessary to protect your vital interests in case of emergencies.
Public obligation: Where we need to comply with a public obligation, for example in the matters of public health or public interests.
How we collect your personal data
Directly from you: You give us your personal data in your direct interactions with us. Such personal data includes Identity Data, Contact Data, Financial Data, Profile Data, Usage Data, Technical Data, Marketing and Communications Data (i) by filling in forms on our website (ii) by leaving ratings and comments; or (iii) by corresponding with us by email, post or by telephone.
Third-party sources: We receive Identity Data and Contact Data about you from third parties when:
Other parties send us your personal data to enable the provision of our services to you.
You provide your personal data to a third party for the purpose of sharing it with us.
We may also obtain information about you from third parties, including from vendors and service providers who may collect information on our behalf such as:
Companies who support our website and services.
Our payment Processors, who collect payment information e.g., bank account, credit or debit card information, billing address to process your payment to fulfill your orders and provide you with products or services you have requested in order to perform our contract with you.
When you visit our website, open or click on emails we send you or interact with our services or advertisements we or third parties we work with may automatically collect certain information using online tracking technologies such as pixels, web beacons, software developer kits, third-party libraries and cookies.
Processing Tables
The processing tables explain why we process personal data and the lawful basis for doing so. Depending on your relationship with us, you may need to refer to different tables relevant to your specific interactions or services.
Client: Processing Information
When you are our Client, we may act as a Processor in delivering our services. However, for certain activities such as managing Client relationships or handling billing queries, we act as a Controller. When you use our platform directly to access services, we act as a Processor. Further details can be found in the table below (End User).
The table below denotes when we act as a Controller for Client data processing.
| Processing activities | Categories of personal data | Lawful basis |
|---|---|---|
| To contract with you to sign you up to our products/ services | Identity Data, Contact Data | Performance of a contract |
| To respond to any enquires | Identity Data, Contact Data | Performance of a contract with you Necessary for our legitimate interests |
| To process and deliver our products/services to you including manage payments, fees and charges and collect and recover money owed to us | Identity Data, Contact Data, Financial Data, Transaction Data | Performance of a contract with you Necessary for our legitimate interests i.e., to recover debts due to us |
| Register you for our newsletters and marketing communications | Identity Data, Contact Data | Consent (Opt-in) or Soft Opt-in (depending on which country you are located |
| To post testimonials on our website that may contain personal information. | Identity Data | Consent - Prior to posting a testimonial we will obtain your consent to use your name and the content of the testimonial. If you wish to update or delete your testimonial, please contact us and include your name, testimonial location and contact information |
| To administer and protect our business and our platform/ login portal and dashboard including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data | Identity Data, Contact Data Technical Data, Profile Data and Usuage Data | Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise Necessary to comply with a legal obligation |
End User Processing Information
Where you are an End User of our platform, we act as the Processor and our Client is the Controller. For example, this applies if you are an employee authorised to use the platform by your employer as our Client. In this case, the Client as Controller determines the purpose and means of processing
| Processing activities | Types of personal data | Lawful basis |
|---|---|---|
| Setting up End User accounts | Profile information like your name, email address and profile photo | Determined by the Client as Controller |
| Processing content you provide through the Services | Challenges, notes, tags, files | Challenges, notes, tags, files |
| Processing responses to questionnaires, surveys or requests for feedback | Identity Data, Contact Data and Opinion Data | Determined by the Client as Controller |
| Processing how we manage the platform so we can carry out the services | Identity Data, Contact Data, Usage Data, | Determined by the Client as Controller |
| Providing you with support services as an End User To contact you by email, telephone calls, online videocalls, online chat, or other equivalent forms of electronic communication such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services including the security updates, when necessary or reasonable for their implementation. | Identity Data, Contact Data | Determined by the Client as Controller |
Supplier: Processing Information
This is where you are a supplier of products and services to us for example when we process your data to manage our supplier relationship and fulfill contractual obligation.
| Processing activities | Categories of personal data | Lawful basis |
|---|---|---|
| For you to provide services and products to us | Identity Data, Contact Data | Performance of a contract |
| Manage payments, fees and charges we owe you | Identity Data, Contact Data, Financial Data, Transaction Data | Performance of a contract with you |
| To engage with you as a Client for product/service support | Identity Data, Contact Data | Performance of a contract Necessary for our legitimate interests so that we are able to get in touch with our queries, issues and concerns. |
Website visitor: Processing Information
This is where you are a website visitor on our website regardless as to whether you will be taking up our products or services.
| Processing activities | Categories of personal data | Lawful basis |
|---|---|---|
| When you contact us via our website, forms and other links on our website | Identity Data, Contact Data | Necessary for our legitimate interests where we need to be able to respond to you |
| To manage our relationship with you which will include notifying you about changes to our terms or privacy notice | Identity Data, Contact Data (where you have provided that data to us) | Necessary for our legitimate interests i.e., to keep our records updated and to study how visitors use our products/services |
| To administer and protect our business and our website including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data | Identity Data, Contact Data Technical Data | Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Identity Data Contact Data, Profile Data, Usage Data, Marketing and Communications Data, Technical Data | Necessary for our legitimate interests i.e., to study how Clients use our products/services, to develop them, to grow our business and to inform our marketing strategy |
| To use data analytics to improve our website, products/services, marketing, Client relationships and experiences | Technical Data, Usage Data | Necessary for our legitimate interests to define types of Clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy Note: Where applicable consent will be used for data analytics obtained through cookies or similar technologies. See our cookies notice |
| Use of non-essential cookies (where the jurisdiction applies and consent is required) | Technical Data | Consent |
Use of Artificial Intelligence
We use artificial intelligence (AI) tools to enhance our services and provide you with a better experience. These tools assist us in improving efficiency, identifying trends and tailoring our offerings to your needs. However, please note that our use of AI is limited to supporting and streamlining our processes and it does not involve making decisions about you. All decisions related to your interactions with us are made by our team, ensuring a personal and thoughtful approach. We are committed to transparency and safeguarding your privacy as we continue to leverage technology responsibly for your benefit.
Cookies and similar technologies
We may gather information and statistics collectively about visitors to our website or via our platform used by our End User. Analysis of this information demonstrates the most frequently used sections of the website/platform and assists us in continually improving our service. Please refer to our cookies notice for more information on how we set cookies.
Providing personal data
Where we need to collect personal data by law or under the terms of a contract and you do not provide that information when requested we may not be able to perform the contract we have or are trying to enter into with you for example to provide you with our services. In this case we may have to cancel our service, but we will notify you if this is the case at the time.
Marketing communications
As the Client, we may send you marketing communication to your professional email address. You have the right to object to processing of your personal data for direct marketing purposes. You can unsubscribe from receiving marketing communications from us by using the unsubscribe methods contained in communications we send to you or by contacting us. See Contact us.
Where you opt out of receiving marketing communications this will not apply to personal data provided to us as a result of registering for or using our service, your service experience or other interactions with this website.
How We Disclose Personal Information
In certain circumstances, we may disclose your personal information to third parties for contract fulfilment purposes, legitimate purposes and other reasons subject to this Notice.
Such circumstances where we disclose information may include:
Internally: Your personal data will be used by our employees and contractors who are working on providing our services to you on a need-to-know basis.
With our affiliates: For example, within our corporate group in our legitimate interests to run a successful business.
Our service partners: With vendors or other third parties who perform services on our behalf (for example; IT management, Client/End User support and cloud storage providers.
Marketing partners: With business and marketing partners to provide services and advertise to you. Our business and marketing partners will use your information in accordance with their own privacy notices. We will firstly obtain your consent to share your contact details with third parties for marketing purposes.
Legal advisors: To enforce any applicable terms of service and to protect or defend the Services, our rights and the rights of our users or others.
Professional advisers: This would include bankers, auditors and insurers who provide consultancy, banking, insurance and accounting services.
Payment Service Intermediaries: These providers help facilitate payment to us.
Advertising networks and analytics service providers: This is to support and display ads on our website and other social media tools.
Business transactions (M&A): This is in connection with a business transaction such as a merger or acquisition. Where this is the case, your personal data shall continue to be processed in accordance with this privacy notice.
International transfers
Our headquarters are in the EU. We may transfer and process your personal data outside of the European Union (EU) to countries where data protection laws are less stringent than those in the EU. When we transfer your personal data outside of the EU, we only do so to entities that offer our users the same level of data protection as that afforded by Data Protection Laws.
We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information; or
We will use specific contracts approved for use in the EU which give personal information the same protection it has in the EU. For example, the use of Article 46 EU GDPR safeguard mechanisms to transfer personal data endorsed by the European Commission.
For other countries we will use local law guidance to ensure personal data is transferred securely where there is a requirement in law to do so.
To find out more about the transfer mechanism used please contact us.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Data Subject Rights (Where we act as Controller)
Where we act as a Controller and under certain circumstances, you have rights under Data Protection Laws. Not all rights are absolute so not all rights are given to you. You can:
Request access to your personal data: This is known as a "subject access request" and enables you to receive a copy of the personal data we hold about you.
Request correction of your personal data: This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal data: This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you at the time of your request.
Object to processing of your personal data: This is where we are processing your personal data based on a legitimate interest or those of a third party and you may challenge this. However, we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to any legal claims. See also Marketing communications.
Request restriction of processing your personal information: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the information's accuracy (b) where our use of the information is unlawful but you do not want us to erase it (c) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims or (d) you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it.
Request transfer of your personal information (“data portability”): This is where in some circumstances we will provide to you or a third party you have chosen your personal data in a structured, commonly used, machine-readable format.
Right to withdraw consent: This is where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. Depending on the processing activity, we may not be able to provide certain services to you if you withdraw your consent. We will advise you if this is the case at the time you withdraw your consent.
Automated decision making: This is where decisions are made about you by automated means. We do not carry out automated decision making.
Carrying out your data subject rights
You will not have to pay a fee to access your personal data or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information or to exercise any of your other rights. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We will try to respond to all legitimate requests within the timeframe under applicable Data Protection Laws (so it may vary depending on your location). Where it takes us longer than the period allowed to respond to your request for example it is particularly complex or you have made a number of requests we will notify you and keep you updated.
If you wish to exercise any of the rights set out above, please contact us.
Data Subject Rights (where we act as Processor)
Where we act as a Processor, you should first direct any data subject rights requests to our Client, who is the Controller. We may support the Client, as Controller, in responding to and fulfilling those requests, but please contact the Client/Controller in the first instance.
Keeping personal information accurate and current
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. Please contact us if you wish to update your personal data.
Concerns and complaints
We would appreciate the opportunity to address your concerns directly in the first instance. Please see the Contact Us section for how to reach us. If your issue remains unresolved, you have the right to lodge a complaint at any time with your local data protection supervisory authority in the EEA.
You may also raise your complaint with the authority in the country where you live, work, or where you believe a breach of data protection laws has occurred
Changes to our privacy notice
This privacy notice may be changed from time to time in response to legal, technical or business developments. We will take appropriate measures to inform you when we update our privacy notice. We will obtain your consent to any material privacy notice changes if and where this is required by applicable Data Protection Laws.
Contact us
If you would like more information about the way we manage personal information that we hold about you please contact us at:
Email address: support@theydo.com
Postal Address: TheyDo B.V.
Joris Andringastraat 32-2
1055 VZ Amsterdam,
Netherlands
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This version was last updated in September 2025.