Privacy Policy

UPDATED: 26/7/2024

Your privacy seriously matters to us.

Edquip is dedicated to facilitating the ease of educational procurement. Likewise, we prioritize transparency regarding the collection and utilization of data pertaining to Edquip’s users (referred to as "you") and the manner in which we use such data.

This privacy policy (the "Privacy Policy") is applicable when utilizing the services of Edquip and any products and websites affiliated with its corporate entities (collectively referred to as the "Edquip Group"). We offer our users choices concerning the collection, usage, and sharing of data, as outlined in this Privacy Policy and our Help Center.

We hold utmost regard for your privacy, striving to deliver services that adhere to the highest standards of user privacy. It is essential that you carefully read this Privacy Policy to gain a comprehensive understanding of our practices concerning personal data. The terms "Personal data" or "personal information" encompass any information that can uniquely identify a living human being, either alone or in conjunction with other data. The term "data" in this Privacy Policy may include personal data as well as non-personal business data. It is important to note that this serves as a comprehensive privacy policy, and certain provisions may apply solely to individuals in specific jurisdictions.

This Privacy Policy is an essential part of the Master Service Agreement, and any other agreements referred therein, which defines the relationship between you and Edquip.co.

Should you have any questions, comments, or inquiries regarding this Privacy Policy, please reach out to us using the contact information provided below.

1.       Introduction

Edquip operates a Platform to support buying and selling of technical education products. The provisions of our Privacy Policy extend to every individual visiting the website ("Visitor") or registered as a user ("User") on Edquip.

Our Users and Visitors use Edquip.co to compare education products, request or issue quotations, compare quotations, initiate and manage orders and payments, communicate with Customers / Vendors.

This involves sharing information regarding teaching and training needs, business information, product information, commercial information, logistic needs, and other services.

2.       Services

This Privacy Policy, inclusive of our Cookie Policy, pertains to your utilization of our Services. The scope of this Privacy Policy encompasses this website, Edquip Group Market Intelligence services, and other Edquip Group-related sites, applications, communications, and services ("Services"), both on-site and off-site, such as manual quotations. However, it does not apply to services explicitly indicating that they are governed by a distinct privacy policy.

3.       Data Controllers

Each entity within the Edquip Group acts as a controller of the personal data you provide to, or collected by, or processed in connection with the services offered by that specific Edquip Group entity.

As an Edquip Group Visitor or User, the collection, utilization, and sharing of your personal data are governed by this Privacy Policy and our Cookie Policy, which may be periodically updated. For information regarding the use and processing of business data that does not include personal information, please refer to our Master Services Agreement.

4.       Change

This Privacy Policy is applicable to your usage of our Services on or after the date indicated in the header.

Edquip Group ("we" or "us") retains the right to modify this Privacy Policy, although such revisions are infrequent. In the event of substantial changes, we commit to providing notice through our Services or by alternative means, affording you the opportunity to review the modifications before they take effect. If you disagree with any alterations, you may express your objection by emailing feedback (at) edquip (dot) co to request the closure of your account.

It is understood that your ongoing use of our Services subsequent to the publication or transmission of a notice regarding changes to this Privacy Policy signifies your acceptance of the updated Privacy Policy, thereby subjecting the collection, utilization, and sharing of your personal data to the revised terms.

5.       Data We Collect

5.1       Data You Provide To Us

5.1.1       Registration and account information

In order to establish an account, it is necessary for you to furnish data, which includes your company name, company address, email address, phone number, and a password. Additionally, when placing an order, you are required to provide a payment method. Should you choose to invite additional users to access your account, we retain this data as well. Information about your location country and preferences, such as language, will also be collected. All this data is collected to facilitate the opening of an account and the utilization of our services. The legal basis for this collection and processing is the necessity to gather and process such data to fulfill our contractual obligations to you and to perform the services we provide.

5.1.2       Posting and Uploading

Data is gathered from you when you provide, post, or upload it to our Services, or when you engage in communication with Edquip Group staff, your service providers, or your buyers through phone, email, chat, or our in-app messenger. In such instances, we collect and process this data with the objective of delivering our Services to you and providing support as necessary. The legal basis for these actions is rooted in the performance of the contract to which you are a party, and it aligns with our legitimate interest in furnishing support and addressing your requests and inquiries.

5.1.3       Searches

Within the scope of our Services, you engage in activities such as searching for product quotes, placing Orders, and uploading pertinent commercial details for Order processing. The parameters of your product searches are retained, along with information regarding booked Orders, phone conversations related to your searches, on-site and emailed correspondence with both our team and the selected Vendor, and payment details. Additionally, for Order completion, you are often required to upload commercial documents, including but not limited to your commercial invoice, power of attorney, hazardous material statements, and other shipment-related documentation. It's important to note that these documents may contain additional personal data. The information collected serves to facilitate the efficiency of your Orders and is accessible solely to relevant Edquip Group employees and the pertinent service provider.

We collect and process this data for various purposes: firstly, to provide our Services to you. Secondly, the collection and processing of this data contribute to enhancing our future services for you and all our customers. The legal basis for these actions is twofold – it is necessary to fulfill the contractual obligations to which you are a party, and it aligns with our legitimate interest in delivering our Services to you.Top of Form

5.2       Data From Others

5.2.1       Partners

We might acquire information about your company when you engage with the services offered by Edquip Group providers and partners, including but not limited to insurance agencies, customs brokerages, logistics providers, and credit score assessment companies. The utilization of this data is aimed at delivering our Services to you. If you have shared pertinent personal data with any of our partners, they may, in turn, share it with us. The legal foundation for the collection of this data varies depending on the context, encompassing both the performance of the contract to which you are a party and our legitimate interest in processing your requests.

5.3       Service Use

We record usage data during your visits or other interactions with our Services, encompassing our sites and platform technology. This includes instances such as when you view or click on web pages or quotes, perform searches, or interact with our content. To identify you and document your usage, we employ log-ins, cookies, device information, and internet protocol addresses. These tools are utilized for various purposes, including trend analysis, website administration, tracking users' navigation around the websites, and gathering demographic information. Additionally, they serve data security purposes. The legal foundation for these activities is grounded in our legitimate interest to provide you with access to the Services.

5.4       Cookies and Other Similar Technologies

We employ cookies and comparable technologies (such as pixels, ad tags, and device identifiers) to identify you and/or your device(s) across various Services and devices, both on and off our platforms. You have the ability to manage cookies through your browser settings and other available tools. It is essential to note that our website and services are designed for business users. For additional details, please refer to our Cookie Policy.

5.5       Messages

When you communicate through our Services, we gather information about those interactions, as it is inherent to the functionality of the platform. It is a fundamental aspect of our service, and it would be unconventional if this were not the case. We specifically collect information about your messages when you send, receive, or interact with messages in association with our Services. Additionally, we may employ automatic scanning technology on messages. The collection and processing of this data are conducted to provide our Services to you, where applicable, and to enhance the overall quality of our Services for both you and other Users. The legal basis for these actions is your consent.

5.6       Your Device and Location

We indirectly obtain data from your devices and networks, including location data facilitated by third-party technology. Upon your entry to or exit from our Services, we acquire the URL of the originating site. Information about your IP address, proxy server, operating system, web browser, device identifier, features, and/or Internet Service Provider (ISP) may also be obtained through our third-party technologies. The purpose of collecting and processing this data is to deliver our Services to you, where applicable, and to enhance our Services for both you and other Users. The legal basis for these actions includes your consent (where applicable), the fulfillment of the contract to which you are a party, and our legitimate interest in providing you with our Services.

5.7       Information Provided from Partners/Employers

When your employer or commercial partner utilizes Edquip.co services and extends an invitation for you to join the platform, they furnish us with information about you. Should an employer or business partner (such as a supplier, customer, handling agent, customs broker, etc.) invite you to collaborate on Edquip.co, they may share personal data about you and business-related information about your company. This could include details such as your company name, role within the company, contact information, and permission levels. We may utilize this data to establish a business connection with you or enhance our Services. The legal basis for collecting this data depends on the context and may include the consent you provide for this purpose, our legitimate interest, and/or the necessity for pre-contractual discussions with you.

5.8       Other

Edquip.co frequently introduces new features. In the event that we collect significantly different personal data or make substantial changes to how we utilize your data, we will inform you and may also amend this Privacy Policy.

6.       How We Use Your Data

As previously detailed, we utilize your data to deliver, assist, customize, and enhance our Services. The data pertaining to your business account is employed to furnish and personalize our Services, leveraging automated systems and the inferences drawn, thereby ensuring their relevance and utility for your company.

Our Services are designed to assist your company in optimizing sourcing operations and simplifying educational procurement by providing access to global vendors, quotations, order management, educational materials, and more.

6.1       Communications

Effective communication is essential for successful procurement. Edquip.co facilitates communication between your company, our support staff, and vendors through both in-app and offline channels.

Your business may be contacted through various means, such as email, phone calls, messages on our websites, text messages, and push notifications, as part of our Services. These channels are utilized to keep you informed about the availability of our Services, security matters, and other service-related issues. Similar to other online platforms, we also send messages providing guidance on using Edquip.co, helpful reminders, and promotional messages from both us and vendors we endorse. You have the flexibility to adjust your communication preferences within your account. However, some notifications, such as essential service messages, including security and legal notices, are mandatory and cannot be opted out of.

Furthermore, our Services facilitate communication between you and others, utilizing features such as our in-app messenger and emails.

6.2       Security

We employ personal data for security, fraud prevention, and investigations. Your personal data, including your communications, is utilized when deemed necessary for security purposes or to investigate potential fraud or other violations of our Terms of Use or this Privacy Policy. This includes instances where there are attempts to harm our users or visitors.

6.3       Marketing

We engage in promoting our Services to you and other users.

In order to advocate for our procurement revolution, we utilize data and content reflecting how businesses utilize Edquip. This may involve using the logos or names of companies that have placed orders with us. It is important to note that we never disclose personal information without seeking your approval first.

6.4       Customer Support

We utilize data to assist you in resolving issues. Personal data, which may encompass your communications, is employed for the purpose of investigating, responding to, and resolving complaints and service-related issues, such as bugs. Ideally, you won't find yourself in a situation requiring such resolution.

6.5       Research & Service Development

We engage in the development of our Services and conduct research. Traditionally, procurement lacks transparency and comprehensive data. We take great pride in creating a tool that empowers business users with the necessary data, and this involves conducting research on various aspects, including platform engagement and ordering patterns, to share valuable knowledge with our users.

Additionally, we leverage engagement patterns on our platform to enhance product development. If a particular feature receives positive feedback from a significant number of users, we prioritize its further development. The business data we possess or collect from users guides and informs us in refining our platform. In certain instances, we collaborate with trusted third parties to carry out this research, always taking measures to safeguard individual business privacy.

6.6       Insights

We utilize aggregate data (excluding personal data) to generate collective insights. Your data is employed to create and disseminate aggregated insights that do not individually identify you. This may involve generating statistics about businesses utilizing Edquip Group or creating aggregate indices and other market insights. It is essential to note that we consistently anonymize data for the purpose of developing these insights.

7.       How We Protect your Information

We prioritize the careful protection of the data you provide us and the data we collect from you. To this end, we have implemented suitable and effective security measures, encompassing both physical and digital safeguards. It's important to acknowledge that, despite our efforts, we cannot guarantee that the information will be immune to compromise due to unauthorized access to our servers.

The security and protection of data rely on the security of both our systems and the systems and devices used by the user. It is imperative that users utilize sufficiently robust passwords and refrain from sharing them with others.

8.       How We Share Information

We engage the services of service providers and third parties to assist us in delivering our Services, including tasks such as maintenance, analysis, audit, payments, fraud detection, marketing, and development. These entities may have access to some of your personal data as reasonably necessary to perform these tasks on our behalf, and they are contractually obligated not to disclose or use it for other purposes. If you've read this far, it demonstrates your diligence, and we assure you that we share the same commitment, ensuring that our partners treat your data with the utmost respect.

Edquip Group comprises various entities, including subsidiary offices worldwide, which may internally share your business data to provide and enhance our Services. Internally, we may combine information across the different Services covered by this Privacy Policy to offer more relevant and useful content to you and others.

In certain circumstances, we may need to disclose your personal information as required by law, subpoena, or other legal processes or if we have a good faith belief that disclosure is reasonably necessary to (1) investigate, prevent, or take action regarding suspected or actual illegal activities or assist government enforcement agencies; (2) enforce our agreements with you; (3) investigate and defend ourselves against any third-party claims or allegations; (4) protect the security or integrity of our Service, such as by sharing with companies facing similar threats; or (5) exercise or protect the rights and safety of Edquip Group, our users, personnel, or others. We strive to notify users about legal demands for their personal data when appropriate in our judgment, unless prohibited by law, court order, or in case of an emergency. We may challenge such demands when we believe, in our discretion, that they are overbroad, vague, or lack proper authority, but we do not guarantee to challenge every demand.

Additionally, we may share your personal data as part of a sale, merger, change in control, or in preparation for any of these events. In the event of such transactions, any entity acquiring us or part of our business will have the right to continue using your data, but only in accordance with the provisions outlined in this Privacy Policy unless you agree otherwise.

Furthermore, we may share your data when you explicitly grant us permission to do so, such as in response to marketing offers presented to you from time to time.

9.       Additional Information on Data Transfers

We transfer data to MaxCluster for storage, and the servers hosting this data are situated in the EU.

As previously stated, there might be instances where we transfer your data among various entities within the Edquip Group. Such transfers are governed by our internal processing agreement, which mandates each member of our group to ensure that any personal data transferred receives appropriate and adequate data protection, regardless of the destination.

When your personal data is transferred to third parties, we consistently ensure compliance through contractual obligations.

10.       Analytic Tools

10.1       Google Analytics

Our website utilizes a tool named "Google Analytics" to gather information regarding the usage of the website. Google Analytics collects data, including the frequency of users' visits to the website, the specific pages they access, and the other websites they visited before coming to our site. The information acquired through Google Analytics is employed for the maintenance and enhancement of the website and our products. It's important to note that we do not merge the information obtained via Google Analytics with the Personal Data we collect.

Google's capacity to use and share information collected by Google Analytics related to your visits to our website is constrained by the Google Analytics Terms of Service, available at https://marketingplatform.google.com/about/analytics/terms/us/, and the Google Privacy Policy, accessible at http://www.google.com/policies/privacy/. For detailed insights into how Google collects and processes data, particularly in connection with Google Analytics, you may refer to http://www.google.com/policies/privacy/partners/. To prevent your data from being utilized by Google Analytics, you have the option to download and install the Google Analytics Opt-out Browser Add-on, accessible at https://tools.google.com/dlpage/gaoptout/.

10.2       Hotjar

The website employs Hotjar to gain a better understanding of our users' needs and enhance the overall service and experience. Hotjar is a technology service that assists in comprehending user experiences, such as the duration spent on specific pages, chosen links, user preferences, and other relevant aspects. This insight aids us in the continuous improvement and maintenance of our service based on user feedback.

Hotjar utilizes cookies and other technologies to collect data on user behavior and their devices, including IP address, device screen size, device type (unique identifiers), browser information, geographic location (country only), and the preferred language for displaying the website. This information is stored by Hotjar in a pseudonymized user profile. For further details, please refer to Hotjar's privacy policy at https://www.hotjar.com/legal/policies/privacy. If you wish to opt-out of the creation of a user profile, the storage of data about your website usage by Hotjar, and Hotjar's use of tracking cookies on other websites, you can do so by visiting this link: https://www.hotjar.com/policies/do-not-track/.

10.3       Changes

Considering that our website and services are subject to continuous changes and improvements, we reserve the right to add or remove new analytic tools from time to time.

11.       Your Choices & Obligations

11.1       Data Retention

We retain most of your personal data for the duration of your open account and up to a maximum of 5 years after the termination of your account, unless legal obligations necessitate a more extended retention period (as elaborated further in the Account Closure Section below).

Your personal data is kept throughout the existence of your account or as required to provide you with our services. This encompasses data provided by you or others, as well as data generated or inferred from your use of our services. Even if you sporadically utilize our services, such as searching for quotes, we will preserve your information and maintain your profile until you opt to close your account. In certain instances, we may choose to retain specific information in a depersonalized or aggregated form.

11.2       Your Rights to Access and Control Your Personal Data

Certain rights listed below may specifically apply to individuals protected by the GDPR.

We offer various choices regarding the collection, use, and sharing of your data, encompassing opt-outs and communication controls. Concerning personal data we hold about you:

• Right to Access and/or Take Your Data: You have the right to request a review of your data held by us and obtain a copy of your personal data. The provided copy of your personal data will be transferred to you in a machine-readable format.
• Delete Data: You can delete personal data from your profile page or request the erasure or deletion of all or some of your personal data (e.g., if it is no longer necessary for providing services to you).
• Change or Correct Data: Editable personal data can be modified through your account. Additionally, you can request us to change, update, or rectify your data in specific cases, especially if it is inaccurate.
• Object to, or Limit or Restrict, Use of Data: You have the right to request us to cease using all or some of your personal data (e.g., if we lack a legal right to continue using it) or to limit our use of it (e.g., if your personal data is inaccurate or unlawfully held).
• Right to Data Portability: Upon requesting a copy of your personal data in a machine-readable form, you may receive the data and transmit it to another controller.
• Right to Request Information about Legal Basis: You are entitled to request information about our legal basis for transferring your personal data.

11.3       Service Levels

While we will make efforts to accommodate all requests to exercise rights, there may be occasions when we need to limit or refuse certain requests. Such instances may arise due to varying legal obligations or if we have a legal basis to decline the request. Additionally, charges for exercising rights may be applicable in accordance with the law, but only when deemed necessary.

In the event of a request, we might ask for additional information to confirm your identity and prevent the unauthorized exposure of personal data.

Feel free to contact us using the information provided below, and we will assess your request in compliance with applicable laws.

11.4       Account Closure

We retain certain data even upon the closure of your account.

Upon choosing to close your Edquip Group account, your personal data will generally cease to be visible to others on our Services, as elaborated further in the Master Services Agreement and related agreements.

However, we continue to retain your data after the account closure when reasonably necessary to comply with legal obligations (including law enforcement requests), meet regulatory requirements (such as financial regulations and FMC), resolve disputes, maintain security, prevent fraud and abuse, enforce our Terms of Use, or fulfill your request to "unsubscribe" from further messages. Subject to the conditions outlined in this Section, personal data will be kept for a maximum of 5 years after your account closure. De-personalized information will be retained beyond the closure of your account.

Information shared with others remains visible even after the account closure or deletion of information from your profile or mailbox. We do not control data copied by other Users from our Services.

Please note that in some instances, your name, email, or phone may appear on Quotes and contracts, which we will retain indefinitely for regulatory reasons or for the integrity of our financial records, even after you cease to be a User.

12.       Data of Children

We do not provide our products or services for use by children, and as a result, we do not knowingly collect personal data from or about individuals under the age of eighteen (18). If you are under the age of eighteen (18), please refrain from providing any personal data to us. Should we become aware that you have provided personal data in violation of applicable privacy laws, we reserve the right to delete such information. If you suspect that we may have personal data belonging to individuals under the age of eighteen (18), please contact us at feedback (at) edquip (dot) co.

13.       Specific Provisions Applicable Under California Privacy Law

The Do Not Track ("DNT") feature is a privacy preference that users can configure in specific web browsers. Please be aware that we do not acknowledge or comply with DNT signals or similar mechanisms transmitted by web browsers. However, we may permit third parties, such as analytics tools providers, to gather personally identifiable information about an individual consumer's online activities across different websites and over time when utilizing the Services.

You retain certain choices regarding your Personal Information. In cases where you have provided consent for the processing of your Personal Information, you have the right to withdraw that consent at any time, thereby preventing further processing. To exercise this choice, please contact us as outlined in this Privacy Policy.

14.       Other Important Information

14.1       Security

We actively monitor and strive to prevent security breaches. Utilize the security features provided by our Services for enhanced protection.

We employ security measures intended to safeguard your data, including the enforcement of HTTPS usage. Our systems undergo regular monitoring to identify potential vulnerabilities and thwart potential attacks. However, we cannot guarantee the absolute security of any information transmitted to us. Despite the implementation of physical, technical, and managerial safeguards, we cannot ensure that data will be immune to access, disclosure, alteration, or destruction in the event of a breach.

14.2       Lawful Bases for Processing

We possess legal justifications for collecting, using, and sharing personal data about you. By opting to use our Services, you retain choices regarding the utilization of your personal data.

You have the prerogative to withdraw any optional consent you have provided by requesting such withdrawal at any time.

We will solely gather and process personal data about you when we possess lawful bases. These bases encompass consent (when you have given your consent), contract (when processing is essential for the execution of a contract with you, such as delivering the requested Edquip Group Services), and legitimate interests. Legitimate interests involve the processing of your personal data for the legitimate interests of Edquip Group or third parties (such as your employer or company). However, such processing will not override your rights and freedoms. For instance, we may process your personal data to:

• Safeguard you, us, or others from potential threats (such as security threats or fraud);
• Adhere to applicable laws governing our operations;
• Facilitate or oversee our business activities, including the management of corporate transactions, such as mergers or acquisitions; and
• Enhance our understanding and improvement of our business or customer relationships in general.

Where we rely on your consent to process personal data, you have the right to withdraw or decline your consent at any time and where we rely on legitimate interests, you have the right to object.

15.       Contact Information

You can reach out to us or explore alternative options to address any concerns. If you have inquiries or complaints related to this Policy, please get in touch with Edquip Group using the provided contact form.

We appreciate your confidence in entrusting Edquip Group with your business and personal data.