Privacy Policy

Monitr is committed to adequately securing the data you provide to us and protecting your privacy. This privacy statement aims to provide you with transparency regarding what data we collect when you use our software, the purpose for collecting this data, how we handle your data, and what rights you have in connection with the provided data.

Identity and contact details of Monitr

• Monitr NV
• Vredestraat 83, 2600 Berchem
• BE 0755.664.444
• info@monitr.be

What data can you provide to Monitr and what do we collect in turn?

If you use the Monitr software, you record data in Monitr. Sometimes this will be company data, but personal data will also be processed in Monitr. Naturally, it is important for us to ensure that Monitr maintains an adequate level of security so that all data can be processed safely. We are happy to provide an overview of the types of data you can record in Monitr:

Personnel data such as:

• Name
• Email address

Company data, such as:

• Company name
• Phone number
• Email address
• Address details
• Chamber of Commerce number / enterprise number
• VAT number
• Accounting data
• Budgets‍

In addition to data that can be actively recorded within Monitr, there is also data that we record automatically. For example, the IP address is recorded when logging in. This is partly for the purpose of monitoring unauthorized login attempts.

Cookies

Monitr uses cookies. A cookie is a simple small file that is sent along with pages from this website (and/or Flash applications) and stored by your browser on the hard drive of your computer. Cookies are used to store potential usernames, passwords, and personal settings. On a subsequent visit, you will not have to enter your details again. Cookies are also used to collect information that can be used to evaluate the visit to and use of Monitr. A cookie does not register any personal data or things that can be traced back to you as a person.

For what purpose and on what legal basis does Monitr use your data?

Monitr processes your personal data and/or that of your clients to execute the agreement you have entered into with us as a Monitr Partner. Monitr processes this data for the purpose of:

• Enabling the use of the Monitr services
• Invoicing you for the use of the Monitr services

Does Monitr provide data to third parties and what about 'links' to third-party websites?

Monitr never sells your data to third parties. Monitr may engage third parties to offer the Monitr services as optimally as possible.

In addition to these engaged third parties, Monitr has also engaged third parties for which Monitr acts as the data controller. In this privacy statement, we would like to let you know who our main engaged third parties are. If a complete overview is desired, this can be requested via info@monitr.be. If you receive a survey from Monitr, the data will be shared with Typeform. Internal communication between Monitr employees takes place via Slack. The policy aims to ensure no personal data is processed here. For our email marketing, such as our newsletter, we use MailChimp. Finally, G Suite is used. Through G Suite, use can be made of Google Drive and Gmail, among other things, in which personal data may occur.

Data retention period

Monitr does not retain the data longer than necessary for the purpose for which it was received. If we have been instructed to do so or if the relationship with our Monitr end user ends, we will delete your data no later than 6 months after the relationship ends. Data that must be retained longer due to laws and regulations will be retained for the period specified therein.

Rights of data subjects

As a data subject, you have the right to access, the right to rectification, the right to be forgotten, the right to data portability, the right to restriction of processing, and the right to object. Requests regarding these rights can be made by sending an email to info@monitr.be. Such a request will be handled within a reasonable time, but no later than four (4) weeks after receiving the request. If a request is rejected, this rejection will be motivated.

Disclosure of personal data

All personal data provided to Monitr will be treated confidentially. Monitr, Monitr employees, and those who have access to personal data on behalf of Monitr are obliged to maintain the confidentiality of the personal data they become aware of, except insofar as they are required by law or regulation to make disclosures.

Security

Monitr uses various measures to guarantee the security and integrity of your personal data. This includes measures against unauthorized access, unauthorized use, unauthorized modification, and unlawful and unintentional destruction or unintentional loss. For example, the data entered is processed in a secure environment (HTTPS) and your data is stored on secure servers that are only accessible to specific individuals.

Use of Machine Learning for Smart Mapping

‍To assist in the assignment of general-ledger accounts, Monitr offers an opt-in "Smart Mapping" feature. When utilized, we process your chart of accounts, reporting-line structures, and previous mappings to suggest relevant reporting lines. This processing is performed using Google Vertex AI, hosted within the European Union (europe-west4).

To improve the accuracy of these suggestions, the system references a database of confirmed mapping patterns sourced from across our user base. When generating a suggestion, relevant mapping patterns from this database are securely transmitted to the AI model to provide structural context. While these reference mappings are never displayed in the user interface of other customers, they currently utilize the original account descriptions provided by users.

We retain user feedback on these suggestions (accept/reject events) on an ongoing basis to evaluate model performance and ensure suggestion quality. Data transmitted to Google Vertex AI is processed solely to generate the immediate suggestion; it is not retained by Google after the request is completed, nor is it used to train Google's foundational models.

Changes to privacy statement

Monitr reserves the right to modify this privacy statement. Changes will always be published on this website. For questions about Monitr's privacy policy, you can always contact info@monitr.be.

Last updated: 07/05/20226