1. Responsible Party

Responsible for data processing:

2. Special Feature: Self-Hosted Systems

At Knowhere Consulting S.L., we operate all our IT systems ourselves, including our ERP system, email marketing, and web analytics. This independence ensures that your personal data is stored and processed solely on our own, securely managed servers. This minimizes the risk of unauthorized third-party access and ensures the highest security standards.

Web analytics with Matomo:

• We use Matomo, an open-source web analytics tool that we host on our own servers. This means that all web tracking data remains entirely under our control and is not shared with third parties.
• The data collected by Matomo helps us understand user behavior on our website and optimize our offerings accordingly. This data is collected anonymously and cannot be used to identify individuals.

ERP and Email Marketing:

• Our ERP system is also self-hosted and operated exclusively by us. Email marketing is fully handled through our ERP system without any third-party access to your data.

3. Data Processing Principles

Your personal data is processed according to the following principles:

• Lawfulness, fairness, and transparency: We process your data lawfully, fairly, and transparently.
• Purpose limitation: We collect your data for specified, explicit, and legitimate purposes and do not process it in a way incompatible with those purposes.
• Data minimization: We only process the data necessary for the relevant purposes.
• Storage limitation: We retain your data only as long as necessary for the processing purposes.
• Integrity and confidentiality: We ensure appropriate security of your data through technical and organizational measures.

4. Collection and Processing of Personal Data

We collect and process your personal data in the following cases:

• Contact form and email inquiries: If you contact us via the contact form on our website or by email, we process the data you provide (e.g., name, email address, phone number) to handle your inquiry.
• Contract processing: When you order our products or services, we process your personal data (e.g., name, address, payment information) to fulfill the contract.
• Newsletter: If you sign up for our newsletter, we process your email address and, if applicable, your name to send you the newsletter. You can unsubscribe from the newsletter at any time by clicking the corresponding link in the email or contacting us.
• Web analytics: We use the self-hosted Matomo system for web analytics to collect statistical data and understand website usage. All data is collected anonymously and stored exclusively on our servers.

5. Legal Basis for Processing

The processing of your data is based on the following legal grounds:

• Consent: Where you have given your consent to the processing of your data (e.g., for sending newsletters), the legal basis is Article 6(1)(a) GDPR.
• Contract performance: For the performance of a contract or pre-contractual measures (e.g., processing your orders), the legal basis is Article 6(1)(b) GDPR.
• Legal obligation: Where we process your data to comply with legal obligations, this is based on Article 6(1)(c) GDPR.
• Legitimate interest: In certain cases, we process your data to protect our legitimate interests, provided your interests do not override ours (e.g., web analytics with Matomo). In these cases, we rely on Article 6(1)(f) GDPR.

6. Transfer of Data to Third Parties

We only transfer your personal data to third parties if it is necessary for contract fulfillment (e.g., to payment service providers), you have given your consent, or we are legally obliged to do so.

Since we host and operate all systems ourselves, there is no transfer of your data to external service providers not under our direct control. Data is only transferred to third countries (outside the EU/EEA) if adequate guarantees are in place, such as EU Standard Contractual Clauses.

7. Data Retention

We store your personal data only as long as necessary for the respective processing purposes. Once the processing purpose has ceased or statutory retention periods have expired, the data will be deleted.

8. Your Rights

You have the right to:

• Request information about your stored data, Art. 15 GDPR.
• Request the correction of inaccurate data, Art. 16 GDPR.
• Request the deletion of your data, Art. 17 GDPR.
• Request the restriction of the processing of your data, Art. 18 GDPR.
• Object to the processing of your data, Art. 21 GDPR.
• Withdraw your consent at any time, Art. 7(3) GDPR.
• Request data portability, Art. 20 GDPR.

To exercise your rights, please send an email to look@knowhere-consulting.eu. You also have the right to lodge a complaint with the relevant supervisory authority, particularly the Spanish Data Protection Agency (Agencia Española de Protección de Datos, AEPD).