1. Who we are
Melius Pro B.V. is the controller responsible for the processing of personal data as described in this statement.
Melius Pro B.V.
Hamersveldseweg 135a
3833 GN Leusden, Netherlands
Chamber of Commerce (KvK) 56909969
Email: info@meliuspro.com
Phone: +31 33 434 50 60
2. What data we process
We mainly deal with business contacts at hospitals, diagnostic centres and distributors. We usually receive your data from you, and sometimes from your organisation or a distributor, for example if you are the contact person for a delivery, service agreement or report. Depending on your contact with us, we process:
- Contact details: name, organisation, job title, country, email address and phone number.
- Your enquiry or request: the content of your message via the contact form, email or phone, for example about a demonstration, quotation or service request.
- Customer and delivery data: delivery address, serial numbers of supplied devices, installation, service and maintenance history, and invoicing details.
- Reports concerning the device: in the event of a complaint about, or an incident involving, the Simple Up: the details of the person reporting it and a description of what happened.
- Technical data from website visits: IP address, browser type, page requested and time of visit in the server log files, and the cookies listed in our cookie policy.
Please do not send us any information that could identify a patient, such as a name, date of birth or patient number, via the website or by email. If you report an incident, describe what happened without naming the patient. If we nevertheless receive health data that is needed to handle or report an incident, we use it only for that purpose, on the basis of Article 9(2)(i) GDPR (quality and safety of medical devices).
3. Purposes and legal bases
We use your data only for the following purposes, and only on a legal basis provided for in the GDPR:
| Purpose | Data | Legal basis |
|---|---|---|
| Answering your enquiry, scheduling a demonstration or preparing a quotation | Contact details, your message | Legitimate interest: answering enquiries from (prospective) customers and issuing quotations |
| Delivery, installation, training, service and maintenance | Contact details, customer and delivery data | Legitimate interest: performing the contract with your organisation (if you yourself are our contracting party: performance of a contract) |
| Invoicing and accounting | Contact and invoicing details | Legitimate interest: performing the contract with your organisation; legal obligation (statutory retention for tax purposes) |
| Tracing supplied devices and handling complaints and reports | Contact details, serial numbers, description of an incident | Legal obligation (Regulation (EU) 2017/745 on medical devices); for health data relating to an incident: Article 9(2)(i) GDPR |
| Forwarding your enquiry to the distributor in your country | Contact details, your message | Legitimate interest: helping you quickly and in your own language |
| A secure and properly functioning website | Technical data, functional cookies | Legitimate interest: securing the website and detecting faults |
We do not make decisions about you based solely on automated processing, and we do not sell your data.
4. How long we keep data
We keep data no longer than necessary for the purpose, unless the law requires a longer period:
| Data | Retention period |
|---|---|
| Enquiries and requests with no follow-up | 12 months after the matter has been dealt with |
| Customer and contract data | For as long as the customer relationship lasts, then 2 years |
| Financial records | 7 years (statutory retention for tax purposes) |
| Device traceability, complaints and reports | For as long as medical device regulations require: 10 years after the last device of this type has been placed on the market (Articles 10(8) and 25(2) MDR) |
| Web server log files | Up to 30 days |
5. Who we share data with
We share data only where this is necessary for the purposes above:
- Service providers that process data on our behalf, such as our hosting provider and the suppliers of our email and accounting software. We have a data processing agreement with them. Our website and email are hosted by Mijn Domein, and our accounting software is provided by AFAS Software.
- VCM-Medical B.V. and VCM-Medical Service B.V. (together: VCM Medical), affiliated companies in Leusden with which we share premises and staff. These staff carry out service, maintenance and other work in the name and under the responsibility of Melius Pro. VCM Medical also manages the system in which we keep customer, device and maintenance data. VCM Medical uses your data only on our behalf and in accordance with our instructions. We also have a data processing agreement with VCM Medical.
- Authorised distributors for your country or region, if they are best placed to answer your enquiry.
- Regulators and public authorities, where the law requires us to do so, for example in the case of a report concerning a medical device.
We have a company page on LinkedIn and Facebook. If you visit these pages, LinkedIn and Meta process your data in accordance with their own privacy policies. We are jointly responsible with them for the visitor statistics of our pages; LinkedIn and Meta publish the arrangements on this themselves. Requests about this data are best sent to them.
6. Transfers outside the European Economic Area (EEA)
If you send us an enquiry from the United Kingdom, Switzerland or New Zealand, we forward it to our distributor in that country. The European Commission has decided that these countries offer an adequate level of protection. A distributor is itself responsible for what it does with your data.
Mijn Domein and AFAS Software store your data in data centres within the EEA. The VCM Medical system that holds our customer and service data also uses services from the US companies Microsoft (Microsoft 365) and Cloudflare. Microsoft stores the data of European business customers in Europe, but in limited cases it can access that data from other countries, for example for security or technical support. Cloudflare also processes data in the United States. Both companies are certified under the EU-U.S. Data Privacy Framework. The European Commission has decided that certified companies offer an adequate level of protection. In addition, their terms include the European Commission’s standard contractual clauses. This provides a fallback if that decision ceases to apply.
We transfer data to other countries outside the EEA only under the European Commission’s standard contractual clauses or, where these are not in place, after you have explicitly agreed. You can request a copy of the standard contractual clauses via info@meliuspro.com.
7. Security
We take appropriate technical and organisational measures to protect your data against loss and unauthorised access. The website uses a secure connection (HTTPS), and only employees who need the data for their work have access to it.
8. Your rights
You have the right to access your data and to have it corrected or erased. You can also ask us to restrict processing and to transfer your data. If you have given consent, you can withdraw it at any time.
Right to object. If we use your data on the basis of legitimate interest, you can object to this at any time. We will then stop, unless we have compelling grounds that outweigh your interests.
You are not obliged to provide us with any data. However, without your name, organisation, email address and message, we cannot answer an enquiry sent via the contact form.
Send your request to info@meliuspro.com. We will respond as soon as possible and within one month at the latest. To prevent misuse, we may ask you to verify your identity.
9. Making a complaint
Not satisfied with how we handle your data? Let us know and we will work with you to find a solution. You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens (the Dutch Data Protection Authority) via autoriteitpersoonsgegevens.nl, or with the data protection authority in the country where you live or work.
10. Cookies
You can find out which cookies this website uses and how to delete or block them in your browser in our cookie policy.
11. Changes
We may amend this privacy statement, for example if our services or the law change. The most recent version is always available on this page, with the date of the last change at the top.