Privacy Policy - Dime.Scheduler

At Dime Software, protecting your privacy is very important to us. The purpose of this privacy policy is to make Dime Software safe and appropriate for everyone. Our Privacy Policy applies to your use of Dime Software's website, services and products, and describes the kind of information we process, why and how it is processed.

We are a Belgian company (Dime Software BV, Schaliënhoevedreef 20T, 2800 Mechelen). We provide own developed and third-party software to resellers & end-customers.

Our website address is: www.dimescheduler.com.

Contact forms

Dime Software collects both "personal data" and "non-personal data" about you and will process this data for the duration of the services:

Customers information: identification and contact data such as name, contact details, e-mail address.
Organization information such as name, address, VAT or Enterprise code, IP addresses.
Subscribers information: identification and contact data (name, address, email address & country).
IT information such as IP addresses, usage data, cookies data, online navigation data, location data, browser data.

At any time, ask us change or remove it. You may decline to provide personal data, however, some of the personal data we ask you to provide, for example, email address, is mandatory to deliver you the requested services.

Cookies

See our cookie policy when accessing our website.

The Dime.Scheduler mobile app is a business application. Accounts are not created in the app: they are provisioned for you by the organization you work for, or by the Dime.Scheduler partner that manages your environment. That organization decides which data is loaded into the app and is the controller of that data. Where a Dime.Scheduler partner manages your environment, that partner acts as the processor and Dime Software acts as a subprocessor, engaged by the partner and acting on its instructions.

What the app processes

Account data: your e-mail address, your password (stored only in hashed form), your resource number and the roles assigned to you.
Planning data: the appointments assigned to you, together with the customer, contact and site details attached to them, such as name, address, e-mail address and phone number.
Location data, only if enabled. See below.
Diagnostic data: if the app crashes or hits an error, a report is sent to Sentry containing the error, your device model, operating system version and app version.

Location tracking

The app can record your location in the background, including when the app is closed. This is off by default. It is switched on only when your organization enables it and you grant the location permission, and it runs only during the days and hours configured in the app. You can turn it off at any time in the app settings, or withdraw the permission in your device settings.

When it is on, your coordinates are sent to the Dime.Scheduler back end so that your planner can see where resources are. Location data is used for planning and dispatching only. We do not use it for advertising, profiling or automated decision making, and we never sell it.

Where the data goes

The app connects to the back end that your organization uses. That is either a Dime Software hosted environment, or an environment your own organization hosts. When your organization hosts it, the planning and location data never reaches Dime Software at all, and requests to access or delete it must go to your organization.

The app also stores data on your device so it can work offline: your session token, your settings and a cache of your schedule. Signing out erases your session and the cached schedule. Location records held on the device are removed automatically once they pass the periods set out below, and uninstalling the app removes everything that is left.

We do not keep personal data indefinitely. We keep each category of data only for as long as it is needed for the purpose it was collected for, after which it is deleted or irreversibly anonymized. The periods below apply unless a longer period is required of us by law.

Mobile app and service data

Account data: kept for as long as your account is active. It is deleted within 90 days after your organization removes your account or ends its subscription.
Planning and appointment data: kept for as long as your organization retains it. Your organization sets this period, because it is the controller of that data.
Location data on our servers: kept for 12 months, then deleted.
Location data on your device: kept for a maximum of 7 days, and the app's local tracking log for a maximum of 14 days. Both are removed automatically, and immediately when you sign out.
Cached schedule data on your device: erased when you sign out of the app.
Crash and error reports: kept for a maximum of 90 days by Sentry, then deleted automatically.

Website and marketing data

Contact data you submit through our website forms: kept for 24 months after your last interaction with us, unless you are an active customer or you ask us to remove it sooner.
Newsletter subscriptions: kept until you unsubscribe, and removed from Mailerlite within 30 days of unsubscribing.
Support correspondence: kept for 24 months after the request is closed.
Invoicing and accounting records: kept for 7 years, as Belgian bookkeeping and tax law requires.
Cookies and analytics data: kept for the periods set out in our cookie policy.

You can ask us to delete the personal data we hold about you at any time, free of charge. You do not need an active account to make a request.

Send us a deletion request

Send an e-mail to [email protected] with the subject "Data deletion request" and include:

your full name;
the e-mail address you use to sign in to the app, or the address you contacted us with;
the name of your organization, if you use the app for work;
whether you want your account and all associated data deleted, or only part of it, such as your location history.

We confirm receipt within 5 working days and complete the request within 30 days, in line with Article 12 of the GDPR. We may first ask you to confirm your identity, so that we do not delete someone else's data on request.

If you use the app for work

App accounts are created by the organization you work for, not by you, and that organization is the controller of the data in them. You can therefore also ask your own administrator to delete your account directly. If you send the request to us instead, and the data belongs to your employer's environment, we will forward your request to them without delay and support them in carrying it out. If your organization hosts Dime.Scheduler itself, we hold no copy of that data and only they can delete it.

Deleting data from your device

Signing out of the app erases the stored session and the cached schedule from your device. Location records on the device are deleted automatically after the periods listed above. To remove everything held locally at once, uninstall the app.

What we delete, and what we keep

Once we accept a request, we delete your account and the personal data linked to it from our production systems, and we instruct our processors to do the same. Backups are overwritten on a rolling cycle, and any remaining copies are removed within 90 days. We keep only what we are legally obliged to keep, such as invoicing and accounting records, which must be retained for 7 years under Belgian law. That data is placed beyond further use and is not processed for any other purpose.

If you have an account on this site or have left personal data in our contact / training registration form, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you, as set out under how to request deletion of your data. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

If you have any questions about your personal data stored in our internal systems, or you suspect abuse of your personal data please send an e-mail to [email protected].

How we protect your data

Dime Software takes reasonable precautions, technical and organizational security measures to ensure a level of security appropriate to the risk, follows industry best practices in order to protect your personal data from any unauthorized or unlawful breach of security that leads to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of or access to personal data and to preserve the security and confidentiality of the data.

However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such precautions. By using our service, you acknowledge that you understand and agree to assume these risks. The customer is responsible for reviewing the information made available by Dime Software relating to its data security and making an independent determination as to whether the services meet customer's requirements and legal obligations under data protection laws. Also, the customer is responsible for its secure use of the services, including securing its account authentication credentials, protecting the security of personal data when in transit to and from the services and taking any appropriate steps to securely encrypt or backup any personal data uploaded to the services.

Protecting Subscriber's lists and data

We reserve the right to monitor your lists, content and response data from time to time to make sure they comply with our TOS, we will never share, sell or rent your customer data to anyone for any reason.

Links to other websites

As part of the service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This privacy policy applies solely to information collected by us through the service. Therefore, this privacy policy does not apply to your use of a third-party website accessed by selecting a link via our service. To the extent that you access or use the service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

What data breach procedures we have in place

A personal data breach can be defined as "a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data". Personal data breaches can include:

Access by an unauthorized third party;
Deliberate or accidental action (or inaction) by a controller or processor;
Sending personal data to an unintended recipient;
Lost or stolen computing devices containing personal data;
Unauthorized alteration of personal data; and
Loss of availability of personal data.

Dime Software has created a procedure that applies in the event of a personal data breach under Article 33 - "Notification of a personal data breach to the supervisory authority" - and Article 34 of the GDPR - "Communication of a personal data breach to the data subject".

Where data is stored

Data collected through this website is processed by trusted EU-based providers under GDPR-compliant terms.

Your data, your rights

Who we are

What personal data we collect and why