Privacy Policy for advenBIM Portal

1. Introduction

advenBIM B.V. ("we", "our", "us", or "advenBIM") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the advenBIM Portal mobile application ("App") for iOS and related services.

By downloading, installing, or using our App, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our App.

2. Information We Collect

We collect information to provide and improve our inspection and reporting services:

2.1 Account Information

• Authentication Data: Name, email address, and role information obtained through Microsoft Azure Active Directory (Azure AD) authentication.
• User Profile: Your organizational affiliation and access permissions.

2.2 Project and Inspection Data

• Property Information: Addresses, building characteristics, and technical details you enter during inspections.
• Measurement Data: Building dimensions, room measurements, and related technical specifications.
• Energy Data: Information required for NTA 8800 energy label calculations.

2.3 Media and Files

• Photos: Images captured using your device camera or uploaded from your gallery for inspection documentation.
• Documents: Files you upload or generate within the App.

2.4 Device and Technical Information

• Device Information: Device type, operating system version, and unique device identifiers.
• Usage Data: App interaction data, feature usage, and error logs for improving our services.

2.5 Location Data

• Geolocation: With your explicit permission, we may collect location data to verify project addresses during inspections and assist with address lookup.

3. How We Use Your Information

We use the collected information strictly for the following purposes:

• Service Delivery: Creating energy labels (NTA 8800) and measurement reports (NEN 2580).
• Project Management: Enabling project organization, team collaboration, and workflow management.
• Data Synchronization: Syncing your data between your device and our secure cloud infrastructure.
• Authentication: Verifying your identity and managing access permissions.
• Support: Responding to your inquiries and providing technical assistance.
• Improvement: Analyzing usage patterns to enhance App functionality and user experience.

4. Data Storage and Security

4.1 Storage Locations

• Cloud Database: Project data is securely stored using Supabase infrastructure with servers located in the European Union.
• Document Storage: Files and reports are stored in Microsoft SharePoint within your organization's Microsoft 365 environment.
• Local Storage: Some data may be cached locally on your device for offline functionality.

4.2 Security Measures and Assumption of Risk

We implement industry-standard security measures to protect your data, including end-to-end encryption for data transmission (TLS 1.3), encryption at rest for stored data, secure authentication via Microsoft Azure AD, regular security audits and monitoring, and access controls and role-based permissions.

However, no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to protect your personal information, advenBIM B.V. cannot guarantee its absolute security, and the use of the App is entirely at your own risk. Users are advised to implement their own network security measures and take necessary precautions on their devices.

5. Data Sharing and Third Parties

5.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5.2 Service Providers

We share data only with essential service providers necessary to operate the App:

• Microsoft Azure AD: Authentication and identity management
• Microsoft SharePoint: Document storage and collaboration
• Supabase: Database hosting and management

5.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or when necessary to protect our rights or the safety of users.

6. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Access: Request a copy of your personal data.
• Rectification: Request correction of inaccurate data.
• Erasure: Request deletion of your data ("right to be forgotten").
• Restriction: Request limited processing of your data.
• Portability: Receive your data in a machine-readable format.
• Objection: Object to certain types of processing.
• Withdraw Consent: Withdraw previously given consent at any time.

To exercise these rights, please contact us at info@advenbim.com.

7. Data Retention

We retain your data for as long as necessary to provide our services and fulfill the purposes described in this policy. Project data is retained according to Dutch legal requirements for building documentation and energy certification records.

When you request account deletion, we will remove your personal data within 30 days, except where retention is required by law or for legitimate business purposes.

8. Children's Privacy

Our App is not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected data from a child under 16, we will take steps to delete such information promptly.

9. International Data Transfers

Strict EU/EEA Data Processing: All collected project data, files, and user information (including within our Supabase and Microsoft infrastructures) are processed and stored exclusively within the European Union (EU) and the European Economic Area (EEA). We do not transfer or share your personal data or project data outside of these regions under any circumstances.

10. Cookies and Tracking Technologies

The advenBIM Portal app does not use any cookies or tracking technologies for marketing, advertising, or user profiling purposes. Any technical logs and usage data collected within the App are strictly used for:

• Essential functions (such as authentication and data synchronization)
• Troubleshooting technical issues
• Improving performance

No user data is collected for advertising purposes or shared with third parties for such purposes.

11. Limitation of Liability and Indemnification

Advisor Responsibility: The advisor/user is solely responsible for the accuracy and completeness of the project, building, and measurement data entered into the App. advenBIM B.V. does not guarantee the accuracy of the entered data. The user is obligated to perform a final check of the data before exporting it to Microsoft SharePoint or the cloud database. The final responsibility for the generated NTA 8800 energy labels and NEN 2580 measurement reports lies entirely with the user.

advenBIM B.V. is furthermore not liable for:

• Faulty Data Transfer: Synchronization errors that may occur during the transfer of data to internal Microsoft 365/SharePoint systems or other external applications.
• Data Loss: Any potential data loss during the use of the App, offline caching, uploading, or processing of data in the cloud.
• Technical Shortcomings: Incorrect processing or incomplete saving of data due to software errors or bugs within the App.
• Incorrect Data Entry: Erroneous data entry by the user, including situations where these inaccuracies lead to additional inspection costs, re-evaluations, or operational damages.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.

14. Confidentiality Notice

All communications with advenBIM, including e-mail messages and attachments, are intended solely for the addressee(s) and may contain confidential or personal information. If you receive any communication not intended for you, please destroy it without reading, using, copying, or disclosing its contents, and notify the sender immediately.

advenBIM does not guarantee the correct and complete transmission of electronic messages, nor the timely receipt thereof. All our services are subject to advenBIM's general terms and conditions, available upon request or via www.advenbim.com.