Privacy Policy

Who are we?

This Privacy Policy gives you information about how IFS Ultimo B.V., located at Waterweg 3, 8071 RR in Nunspeet, the Netherlands and it’s affiliates (“Group”), collect and use your personal data through your use of this website, including any data you may provide when you register with us or sign up to our newsletter or purchase a product or service or take part in an online or offline conference or webinar.

This website is not intended for children and we do not knowingly collect data relating to children.

You can reach us at: info@ultimo.com or: +31 341 42 3737.

Controller

The Group is made up of different legal entities, details of which can be found here: Contact |This Privacy Policy is issued on behalf of the Group so when we mention "IFS Ultimo", “Group”, "we", "us" or "our" in this Privacy Policy, we are referring to the relevant company in the Group responsible for processing your data. IFS Ultimo B.V., is the controller and responsible for this website.

When you purchase a product or service with us, we will inform you which entity will be the controller for your data.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights (see What Are Your Legal Rights section), please contact the DPO or Group member using the information set out in the contact details section (see How Can You Contact Us section).

Processor

Where IFS Ultimo acts as processor of your personal data for the execution of our products or services, a separate agreement and/or Data Processing Agreement will be applicable between you and the specified IFS Ultimo entity.

The Types of Personal Data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, and salutation.

• Contact Data includes billing address, delivery address, business email address and telephone number.

• Financial Data includes bank account and payment card details.

• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.

• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

• Usage Data includes information about how you interact with and use our website, products and services.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

We do not collect or segment Special Categories of Personal Data.

How is your Personal Data collected?

We use different methods to collect data from and about you including through:

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • apply for our products or services;

  • create an account on our website;

  • subscribe to our service or publications;

  • use our customer or partner portals;

  • request marketing to be sent to you;

  • enter a competition, promotion or survey; or

  • give us feedback or contact us.

• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy Cookie statement | IFS Ultimo EAM software for further details.

• Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

  Technical Data is collected from the following parties:

  • analytics providers such as Google, Microsoft, Linked In;

  • advertising networks and

  • search information providers

  • marketing automation such as Hubspot and Act-On

• Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services

• Identity and Contact Data is collected from data brokers or aggregators such as Dunn & Bradstreet and Lusha and Zoom.info

• Identity and Contact Data may be collected from publicly available sources such as national registration databases and electoral registers

How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

• Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

• Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Direct marketing

During the registration process on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from the Group via e-mail or telephone. You will also receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view of which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us: Opt-Out Link.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes, for example relating to order confirmations, product/service warranties, security notifications, appointment reminders, updates to our terms and conditions, and/or checking that your contact details are still correct for these purposes.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie statement | IFS Ultimo EAM software

Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

• Internal third parties within the Group.

• External third parties partners in order to service enquiries.

• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Subprocessors

IFS Ultimo currently makes sure of the following sub-processors of the SaaS processing activities: 

Any related entities of IFS Ultimo are bound through intercompany agreements in accordance with GDPR.  

International transfers

We share your personal data within the Group. This may involve transferring your data outside the EEA to our overseas offices in the UK, USA or Sri Lanka.

Whenever we transfer your personal data out of the EEA to countries which have laws that do not provide the same level of data protection as the GDPR or UK GDPR, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:

We use specific standard contractual terms which give the transferred personal data the same protection as it has in the UK and EU.

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the EEA or UK to countries which have laws that do not provide the same level of data protection as the GDPR or UK GDPR.

Whenever we transfer your personal data out of the EEA to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data, namely, UK & USA & Swizerland, as well as Sri Lanka.

• We may use specific standard contractual terms approved for use in the EEA which give the transferred personal data the same protection as it has in the EEA, namely the European Commission’s standard contractual clauses for international data transfers.

Data Security of your Personal Data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long will you use my personal data for?

We will retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for the period of time dictated by local law after they cease being customers.

In some circumstances you can ask us to delete your data.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Use of Artificial Intelligence

We may use artificial intelligence technology ("AI") to support the processing of personal data for the purposes referred to in this Privacy Policy. Any such AI technology is subject to screening to ensure that it meets applicable requirements including but not limited to data privacy and information security. We have implemented applicable AI policies within the Group and continue to provide training for our employees in the responsible use of AI technology. We prohibit solely using AI to make decisions affecting individuals.

What are your Legal rights?

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

• Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

  • If you want us to establish the data's accuracy;

  • Where our use of the data is unlawful but you do not want us to erase it;

  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us via info@ultimo.com

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

How can you reach us?

If you have any questions about this Privacy Policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

• Email address: info@ultimo.com

• Postal address: Waterweg 3, 8071RR, Nunspeet, The Netherlands

• Telephone number:+31 (0)341 42 3737

Complaints

You have the right to make a complaint at any time to your national Data Protection Authority. We would, however, appreciate the chance to deal with your concerns before you approach the applicable supervisory authority, so please contact us in the first instance.

Changes to this Privacy Policy and your duty to inform us of changes 

We keep our Privacy Policy under regular review. This version was last updated in March 2025. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

Third-party links 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Exclusion of liability

The Group maintains this website for your personal use. Nothing on this website creates any rights or obligations and errors and omissions are excepted. We strive to provide complete and accurate information on this webpage.

Under no circumstances do we accept responsibility or liability for damages of any kind whatsoever resulting or arising directly or indirectly from the use of or inability to use this website or possible incompleteness or inaccuracy of the information offered.

Copyrights and intellectual property rights

IFS Ultimo B.V. © 2025

The intellectual property of this website belongs to IFS Ultimo B.V. and the Group, or any applicable third party who has made material available to us. Replication in any shape or form is not permitted for any purpose and any use shall be subject to the written prior consent by IFS Ultimo B.V. Ultimo and the Ultimo logo are registered wordmarks and logos. Other product and company names referred to are the intellectual property of the relevant owners.

Revision date: March 2025