Personal Data | Otexio

This privacy policy applies to any processing of personal data concerning you carried out by OTEXIO, a simplified joint-stock company with capital of 100,800 euros, registered in the Lyon Trade and Companies Register under number 957 519 820, whose registered office is located at 8, avenue Karl Marx in VAULX-EN-VELIN (69120) (hereinafter referred to as "OTEXIO").

This privacy policy applies to all collections and processing of personal data concerning you, whether you are a customer of OTEXIO or a prospect.

Preliminary Information

The collection and processing of your personal data by OTEXIO are subject to Law No. 78-17 of January 6, 1978, on Information Technology, Files, and Freedoms, and to European Regulation No. 2016/679 of April 27, 2016, on the protection of individuals with regard to the processing of personal data and on the free movement of such data ("GDPR").

OTEXIO acts as the data controller within the meaning of the GDPR (Article 4 §7 GDPR).

OTEXIO can be contacted at the following addresses for any questions regarding the processing of your personal data and the exercise of your rights concerning your data:

By email: contact@otexio.com / OR Via the contact form
By postal mail addressed to: OTEXIO 8, avenue Karl Marx 69120 VAULX-EN-VELIN

Collection of Your Personal Data

"Personal data" is defined as "any information relating to an identified or identifiable natural person." An "identifiable natural person" is someone who can be identified, directly or indirectly, in particular by reference to an identifier, such as a name, identification number, location data, online identifier, or one or more specific factors relating to their physical, physiological, genetic, mental, economic, cultural, or social identity.

The personal data described below may be collected alongside your company's identification data, which is not considered personal data as long as it only identifies a legal entity.

Category of Data Subjects	Collected Data	Retention Period
Prospects	Newsletter Subscription: Email address	3 years from the end of the commercial relationship
	Contact Request (via online form): Title, Last name, First name, Company affiliation, Postal code, City, Email, Phone, any personal data that may be provided in the message sent to OTEXIO	3 years from the last contact from the prospect
	Quote Request: Title, Last name, First name, Company affiliation, Postal code, City, Email, Phone, any personal data provided in the quote request	3 years from the last contact from the prospect. If the prospect becomes an OTEXIO client: 3 years from the end of the contractual relationship
Clients	Personal data provided when placing an online order: Email address, Social denomination (optional), SIRET number, Country, Full name for shipping and/or billing, Complete postal address (for shipping and/or billing)	3 years from the end of the contractual relationship (except where legal obligations require the retention of accounting records and supporting documents for 10 years)
Clients	Bank details (online payment by credit card)	Deleted once the transaction is complete, i.e., as soon as the full payment of the order is confirmed (except the retention of the credit card number and expiration date for proof purposes for 13 months – Article L.133-24 of the Monetary and Financial Code)
All Website Users	Information stored on the device (cookies and other trackers)	13 months

If you do not provide the required data concerning you, OTEXIO will be unable to respond to your request, validate and fulfill your order, provide the requested products and services, or execute the contract that binds you to OTEXIO.

No "sensitive" personal information or data is required by OTEXIO as part of your contractual or commercial relationship.

Any additional information not directly necessary for the execution of your contractual or commercial relationship with OTEXIO may only be collected if you have expressly consented to the collection and processing of such information, or if OTEXIO has a legitimate interest in this collection. The reasons for any additional data collection concerning you will be clearly communicated to you in advance.

Use of Your Data by OTEXIO and Legal Bases for Processing

Processing Purposes	Sub-purposes	Legal Bases for Processing
Management of commercial relationships with prospects	Commercial prospecting / emailing	Consent
	Management of Internet users' requests transmitted via the online contact form	Pre-contractual measures
	Management of online quote requests	Pre-contractual measures
Customer file management	Validation and creation of customer file (in-house)	Contract performance
Monitoring contractual and commercial relations with customers	Online order validation
	Order management and fulfillment
	Product delivery management
	Online payment management and validation
	Customer invoice editing
	Customer contact
	Customer complaints management
Accounting management	Internal accounting	Legal obligation
Accounting management	Keeping and managing customer invoices	Contract performance
Management of any disputes (all categories of people)	Litigation management (pre-litigation / litigation)	Legitimate interest of the company in establishing proof of a right or contract
Managing requests for personal data	Handling requests relating to the exercise of your rights with regard to your personal data	Legal obligation
Cession, transfert, partage de fichiers	Communication and transfer of personal data to any OTEXIO suppliers, service providers and/or subcontractors	Contract performance
Management of website access and use	Contact / Response to a request for information sent via the online contact form	Pre-contractual measures
	Management of website access and use	Contract performance Legitimate interest
	Website operation and optimization
	Accessing and viewing the products and services offered on the website
	Verification, identification and authentication of data entered on the website

Any other processing purposes will be systematically and communicated to you in advance by OTEXIO.

Sharing Your Data with Third Parties

Authorized personnel within OTEXIO may access your data, but only to the extent necessary for their roles and functions.

When processing your data, OTEXIO may share it with the following entities and/or subcontractors:

Technical providers and/or OTEXIO subcontractors who need access to certain data to fulfill the contract binding you to OTEXIO.
Legal advisors

Each recipient of your data is committed to maintaining strict confidentiality and agrees to process it solely for the purposes of their role.

Your data may be shared with the above-mentioned recipients in the following situations:

When you post content in open comment areas on the OTEXIO website.
When OTEXIO utilizes service providers for user support, payment processing, or advertising. These providers have limited access to your data as required to perform their services and are contractually bound to use it in compliance with applicable data protection regulations.
To ensure OTEXIO’s compliance with legal and regulatory obligations.
When required by law, OTEXIO may share your data to respond to claims or comply with administrative and judicial proceedings.
If OTEXIO is involved in a merger, acquisition, asset transfer, or insolvency procedure, it may transfer or share part or all of its assets, including personal data. In such cases, you will be informed prior to any transfer of your data to a third party.

Transfer of Your Data Outside the European Union

In processing your personal data, OTEXIO may transfer some or all of your data to certain service providers or subcontractors located outside the European Union.

In such cases, OTEXIO takes appropriate measures to ensure that such transfers are governed by adequate protection levels in the relevant country, ensuring the security and confidentiality of your data. This includes obtaining commitments from the receiving entities to adhere to the European Commission’s standard contractual clauses or through other mechanisms recognized by current laws and regulations.

As part of your rights, if your data has been transferred outside the European Union, you may request a copy of the applicable contractual clauses and information about the destination of your data.

Your Rights (Learn More)

In accordance with the Data Protection Act and the GDPR, you have the following rights:

Right of access to your data (Article 15 GDPR) (Learn more).
Right to rectification (Article 16 GDPR), including the updating and completion of your data (Learn more).
Right to block or delete your personal data (Article 17 GDPR) when it is inaccurate, incomplete, ambiguous, outdated, or when its collection, use, disclosure, or retention is prohibited (Learn more).
Right to withdraw your consent at any time (Article 13-2c GDPR), without affecting the lawfulness of data processing based on your consent prior to withdrawal.
Right to restrict processing of your data under specific conditions (Article 18 GDPR) (Learn more).
Right to object to the processing of your data (Article 21 GDPR) (Learn more).
Right to data portability for data provided to OTEXIO, when subject to automated processing based on your consent or a contract (Article 20 GDPR) (Learn more).
Right not to be subject to a decision based solely on automated processing that could affect you legally or significantly (Article 22 GDPR).
Right to determine the fate of your data after your death and to designate if OTEXIO should or should not communicate your data to a designated third party. If you pass away without specifying, OTEXIO commits to destroying your data unless required by law for probative or legal obligations.
Right to know the location of data recipients when data is transferred outside the European Union and to obtain a copy of the standard contractual clause governing this transfer.
Right to lodge a complaint with a supervisory authority, particularly the National Commission on Informatics and Liberty (CNIL) (https://www.cnil.fr/fr/plaintes).

You may exercise these rights under current legal conditions by contacting OTEXIO via email (contact@otexio.com), the contact form, or postal mail (8, avenue Karl Marx – 69120 VAULX-EN-VELIN), and attaching a copy of your identity document.

OTEXIO commits to informing you of measures taken in response to your request within one (1) month of receiving it, with a possible extension of up to two (2) months in case of complexity or multiple requests.

Security and Confidentiality Measures

OTEXIO implements organizational, technical, software, and physical security measures to protect your personal data against any alteration, destruction, or unauthorized access.

OTEXIO takes all necessary precautions, considering the nature of your data and the risks associated with its processing, to maintain data security, prevent alteration, damage, or unauthorized third-party access.

In any event, any breach of your personal data that could pose a high risk to your rights and freedoms will be promptly notified to you in compliance with applicable legal and regulatory requirements.

Changes to the Privacy Policy

OTEXIO reserves the right to make any changes, corrections, and/or adjustments to this privacy policy at any time to comply with legal and regulatory requirements regarding personal data protection and to maintain full transparency on the use of your personal data.

In any event, OTEXIO commits to informing you of any new version of this privacy policy as soon as possible so that you can be aware of any modifications, corrections, or adjustments made.