Privacy policy

In brief

• Data hosted in France (Scaleway), with no transfer outside the EU.
• Your activity in the FoxPlan application, and the visits to this website you make through a link in a FoxPlan email, may be linked to your name in our customer relationship tool. You can object at any time.
• No resale and no marketing use of personal data.
• Data used only to operate and improve the FoxPlan service.
• Retention limited to what is necessary (account, logs, support).
• Full compliance with the GDPR (EU 2016/679) and the French CNIL.
• Contact: dpo@fox-plan.com

1. Purpose of the policy

This privacy policy describes how FoxPlan collects, uses and protects the personal data of the users of its website and services.

Its purpose is to ensure transparency in our processing activities and to guarantee compliance with the General Data Protection Regulation (GDPR — EU 2016/679) and the amended French Data Protection Act.

2. Interpretation and definitions

In this privacy policy, “we”, “us” and “our” refer to FoxPlan SAS, 4 Place Maurice Berteaux, 78400 Chatou, France. The company acts as the data controller under the GDPR.

“Personal data” means any information relating to an identified or identifiable individual, such as your name, email address or usage data.

3. Collecting and using personal data

We collect only the data necessary to provide and maintain the service:

• Email address.
• First and last name.
• Organization, where applicable.
• Usage data — collected automatically through use of the website (IP address, browser type, access times, pages visited, session duration). It helps us improve reliability and performance.
• Activity in the FoxPlan application — screens and modules used, number and duration of sessions, date of the last visit — linked to your user account.
• Visits to this website made through a link in an email sent by FoxPlan — pages viewed, duration, entry page — linked to the recipient of that email.

4. Cookies and tracking technologies

This website uses essential cookies, a cookieless audience measurement tool and — only with your consent — CRM cookies. No advertising or marketing cookie is set without consent.

You can change your choices at any time through the “Manage cookies” link in the footer. Details are given in our cookie policy.

• Essential cookies — required for the site to work, including your consent choice. Always active.
• Audience measurement — FoxPlan’s own first-party tool, without cookies, without identifiers stored on your device and without cross-site tracking. Your IP address is used only transiently, to derive an approximate location (DB-IP database) and a hashed visitor identifier; it is never stored. The data is kept for 25 months and hosted by FoxPlan in the European Union (Scaleway). It falls under the CNIL exemption and is therefore active for all visitors. One exception: a link in an email sent by FoxPlan carries a reference to its recipient (the fx_r parameter). It is sent with the first page viewed, then removed from the address bar, and nothing is written to your device; that visit is then linked to the recipient’s contact record (see section 5).
• Marketing / CRM — HubSpot, which relates visits to CRM contacts. Loaded only after your consent.

5. Use of your personal data

We use personal data strictly for the following purposes:

• To provide and maintain the service.
• To manage your account and authentication.
• To provide support and respond to your requests.
• To notify you about service updates or incidents.
• To improve system performance through aggregated analytics.
• To manage our relationship with customers and prospects (CRM): follow how customer organizations adopt FoxPlan, offer proactive support, and know which pages of this website a contact visited after one of our emails. Legal basis: FoxPlan’s legitimate interest. You can object at any time — in the application, from your profile (“Do not link my activity in FoxPlan to my name”); for emails and website visits, through the unsubscribe link of our emails or by writing to dpo@fox-plan.com.

6. Retention and storage

We never sell or rent personal data. Retention periods are limited to what is necessary:

• Account data — for the life of the account plus 5 years (legal archiving).
• Support requests — 3 years after the last contact.
• Usage logs — 90 days.
• Audience measurement data — 25 months, without cookies or stored IP addresses.
• Activity linked to a contact (application and website) — 25 months, like audience measurement data.
• Consent cookie — 13 months.

7. Transfer of data

All data is hosted in France on servers operated by Scaleway SAS. We do not transfer data outside the European Economic Area. Where an external service requires such a transfer, EU standard contractual clauses are applied to ensure an equivalent level of protection.

8. Processors and service providers

FoxPlan uses technical service providers for certain operations (hosting, backup, support, messaging). These providers act only on FoxPlan instructions, are bound by confidentiality agreements and are required to ensure the security of the data they process.

None of these providers transfers data outside the European Union without adequate safeguards, such as the EU standard contractual clauses.

Our hosting provider, Scaleway SAS, acts as a processor under the GDPR. All customer data is hosted within the European Union (France) in Scaleway certified data centres, and the processing is governed by the Scaleway data processing agreement, which sets out the applicable security, confidentiality and data protection obligations. An up-to-date list of our sub-processors is available on request at dpo@fox-plan.com.

9. Disclosure and security

We may disclose data only where legally required, to protect our rights or to ensure the security of the service. Security measures include encryption in transit (HTTPS/TLS), restricted access and continuous monitoring.

All customer data stored in our databases is encrypted at rest using industry-standard algorithms (AES-256 or equivalent). Access to production databases is strictly limited to authorized personnel under secure authentication and logging controls. Backups are also encrypted and stored in secure data centres operated by Scaleway in France.

10. Third-party services

The website relies on a small number of third parties: HubSpot for CRM tracking, loaded only after consent. The contact and partner application forms involve no third party: the data you enter in them (name, email, company, phone, message) is received and stored by FoxPlan’s own customer relationship tool, hosted in France with the application. Audience measurement involves no third party either: FoxPlan operates it itself, on its own infrastructure in the European Union. The list of third-party services used by the application itself is available on request at dpo@fox-plan.com.

11. Your GDPR rights

Under the GDPR, you have the right to:

• Access, correct or delete your personal data.
• Request data portability.
• Object to processing on legitimate grounds — including the linking of your activity in the application to your name, directly from your FoxPlan profile.
• Withdraw your consent at any time.
• To exercise your rights, write to dpo@fox-plan.com. You may also lodge a complaint with the CNIL (www.cnil.fr).

12. Data breach notification

In the event of a personal data breach likely to result in a risk to your rights and freedoms, FoxPlan will notify the CNIL within 72 hours and inform the individuals concerned as soon as possible.

13. Data protection officer

The FoxPlan data protection officer can be reached at dpo@fox-plan.com.

14. Links to other websites

Our service may contain links to websites that are not operated by FoxPlan. We are not responsible for their content or their data protection practices. Please review their privacy policies before providing any information.

15. Changes to this policy

We may update this privacy policy periodically. Significant changes will be communicated by email or by a notice on our site at least 30 days before they take effect.

16. Contact us

Questions about this policy? Write to dpo@fox-plan.com, or to FoxPlan SAS, 4 Place Maurice Berteaux, 78400 Chatou, France.