Van Gils Management Services BV / VGMS is the provider of Tooltribes. The address is Bijsterveldenlaan 369, 5045 ZR Tilburg, Noord-Brabant, the Netherlands. Chamber of Commerce: 14072247. VAT: NL817998640B01.
Privacy questions can be sent to info@tooltribes.com. Support questions can be sent to support@tooltribes.com.
This statement applies to tooltribes.com, app.tooltribes.com, simplework.tooltribes.com, sub-environments under *.simplework.tooltribes.com and staging.tooltribes.com.
Staging.tooltribes.com is intended for testing, validation and internal development control and is not a public production environment.
Tooltribes targets business customers. When a customer is located outside the EEA or has users outside the EEA, additional documentation or review may be needed before processing or transfer takes place.
VGMS is controller for its own account, contract, support, security, payment, communication and website data.
For personal data and content that an organisation enters into modules or has users process, Tooltribes will usually act as processor on behalf of that organisation. In that case a data processing agreement may be required.
An organisation remains responsible for the lawfulness of its own data, users, roles, instructions, retention periods and use of modules.
Tooltribes may process name, email address, organisation, role or function, optional phone number, user activity, technical logs and module data.
Module data depends on how an organisation uses Tooltribes. It may include documents, assets, tasks, projects, workflows, forms, preferences, configurations and metadata.
Tooltribes processes data for registration, organisation management, user management, access control, support, security, logging, billing preparation, payment and module use.
Depending on the situation, the legal basis may include performance of an agreement, legitimate interest, legal obligation or consent where consent is required.
Tooltribes does not process data for sale to third parties and does not add marketing or analytics cookies without a new explicit decision.
Tooltribes is B2B-only as a contract model. Organisations manage their own users, roles and module content. Consumers cannot create organisations or be the contracting party.
When an organisation processes personal data or other content in modules, the organisation determines which data it enters or uploads. Tooltribes processes that data to deliver, secure and support the service.
For enterprise or international use, additional arrangements may be needed around subprocessors, regions, security, retention and data export.
Tooltribes uses suppliers and subprocessors for hosting, DNS/CDN, security, email handling, logging, support and payment processing. The specific suppliers may change when needed for security, delivery or improvement of the service.
Stripe may be used for payments after internal approval and quote approval. Tooltribes does not process card data directly; payment data is handled by Stripe when the payment step is offered. Stripe may also act as an independent controller for certain payment and compliance data.
Tooltribes aims for EEA-first processing where practically and contractually possible. When personal data is processed outside the EEA or is accessible from outside the EEA, Tooltribes uses appropriate safeguards such as adequacy decisions, standard contractual clauses or similar measures where required.
Customers outside the EEA may need additional information or agreements for local privacy, security or procurement requirements.
Tooltribes does not currently use analytics services. The website and app use only functional and necessary cookies needed for operation, security, session management, preferences or technical stability.
Marketing cookies, tracking cookies and analytics cookies are outside the current scope and will not be added without a new explicit decision.
Personal data, organisation data, user data, logs and module data are not kept longer than necessary for the purposes for which they were collected or processed.
A longer retention period may be required because of legal obligations, contractual obligations, security interests, administrative needs or dispute handling. Billing, contract and administrative records may be subject to statutory retention obligations.
Tooltribes takes appropriate technical and organisational measures to secure the environment. Access to the app and modules is role-based and organisation-based.
In case of a security incident or personal data breach, Tooltribes assesses the impact and informs relevant organisations, authorities or individuals where legally required.
Individuals can send privacy questions or requests about access, correction, deletion, restriction, portability or objection to info@tooltribes.com. In some cases a request practically runs through the organisation that invited or manages the user.
Individuals have the right to lodge a complaint with the Dutch Data Protection Authority or another competent supervisory authority.
Tooltribes may update this privacy statement when the service, law, processors or internal processes change. The latest version is available on this website.
