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General
QS solutions B.V., having its corporate seat in Amersfoort, The Netherlands (hereinafter, together with its subsidiaries and affiliates, “QS solutions”), understands and respect the importance of your privacy. The purpose of this Privacy statement is to inform you of the ways in which QS solutions is processing your personal data. By ‘personal data’ we mean any personally identifiable information.
Scope
This Privacy Statement applies to personal data of users of our PortalTalk application.
Personal Data and processing
QS Solutions processes your personal data for the following purposes: PortalTalk synchronizes information from your onboarded Microsoft 365 tenant to its secure database. This is done primarily for performance purposes, specifically for high-value performance queries to monitor changes, enhanced end-user search features, and to keep the access rights model in sync with the permissions set by PortalTalk.
We collect these details when you use PortalTalk:
- During registration of the PortalTalk application in your Microsoft 365 tenant: we gather your Organization name, Contact name and business email, and any other information you provide, needed for the registration.
- When your organisation uses PortalTalk, we store data in our PortalTalk tenant:
| Entity | PortalTalk reads | Stored in PortalTalk | Created by PortalTalk | Modified by PortalTalk |
| Azure AD User | Azure Object id, otherMails, displayName, mail, userPrincipalName, proxyAddresses, givenName, surname, accountEnabled, userType, department, externalUserState, licenses, photo, roles. |
Azure Object id, otherMails, displayName, mail, userPrincipalName, proxyAddresses, givenName, surname, accountEnabled, userType, department, externalUserState |
Users who are invited as Guest through the MS API. (Guest mode). Or invited as AAD External account in own tenant. Depends on Invite mode |
Only Guest users, when the guest user is removed from the last workspace managed by PortalTalk the user is blocked in AAD |
Legal basis
We process the above contact data based on legitimate interest when we provide the PortalTalk service. This legitimate interest is the interest of the organization you work for to receive the services.
As part of the PortalTalk registration, you are providing consent for the requested permissions to access your Microsoft 365 tenant. This access will enable us to process the specified contact data.
Data retention
We retain personal data for as long as necessary to fulfill the purposes outlined in this Privacy Statement or as required by applicable laws. During the contractual period in which your organization uses PortalTalk, you are in control of the personal data in the application. Following the termination of the PortalTalk user contract, personal data is retained for up to three months.
Sharing information
QS solutions will not share your personal data with other third parties than carefully selected third parties that we may engage to perform services on our behalf, provided those parties agree to keep your personal data confidential and to process your personal data only on our behalf. We may also release your information when we are obliged to do so or when we in any way believe such release is appropriate to comply with the law.
Please be aware that your personal data may be transferred outside the European Union. When your personal data is transferred to countries that do not ensure an adequate level of protection QS solutions will ask for your prior consent.
Safeguarding information
We recognize our responsibility to protect the data you entrust to us. QS solutions use a variety of techniques and organizational measures to help protect your personal information from unauthorized access, use or disclosure. For example, we store the personal information you provide on computer systems that have limited access and are in controlled facilities. When we transmit information over the Internet, we protect it using encryption, such as the Transport Layer Security (TLS) or Secure Socket
Layer (SSL) protocols. Our employees are required to always respect your privacy. When we engage third parties to perform services on our behalf, we protect the confidentiality of your personal data through contractual arrangements.
Your rights
Once you have provided personal data to QS solutions, you have a right to reasonable access, so that you can verify, update and/or modify your personal data. You may also request us to delete your personal data. You can send your personal data access request to privacy@qssolutions.nl. We encourage you to keep your personal data up to date.
QS solutions is a company based in The Netherlands and handling your data in line with the “Algemene Verordening Gegevensbescherming” (AVG), the Dutch equivalent of the European GDPR. We do not ensure compliance with other privacy legislations than AVG.
If you would like to access any Personal Information we hold about you, or exercise any other data subject right available to you under the EU General Data Protection Regulation (GDPR), please submit a request by e-mail to privacy@qssolutions.nl.
Our privacy team will examine your request and respond to you as quickly as possible.
Please note that we may still use any aggregated and de-identified Personal Information that does not identify any individual and may also retain and use your information as necessary to comply with our legal obligations and enforce our agreements.
Young children
Protecting the privacy of children is of the utmost important to us and we do our best to meet both EU and U.S. standards. Our PortalTalk application is not directed to younger visitors as we offer the application to be used in a professional business setting. Our policy is designed to protect the personal
data of individuals, even those under the age of 16.
Contacting us
You may contact us through privacy@qssolutions.nl or the address listed below:
QS solutions B.V.
Modemweg 38
3821 BS Amersfoort
The Netherlands
If you have any problem with our use of your personal data, please let us know and we will make all reasonable efforts to solve it.
Changes to this statement
We may change this Privacy statement from time to time. If we make changes, we will post the updated version on this Website and update the statement’s revision date. This version is dated March 2025. We encourage you to regularly check this Website and the Privacy statement for updates.
All rights are reserved.
History of Privacy Statement versions
| Version | Date | Description |
| 1.0 | March 2025 | Initial version |