Privacy policy

Document Control

Property	Value
Document	Privacy Policy
Organization	Rubysoft B.V.
Version	2.0
Status	Final
Language	English (US)
Effective date	Date of publication

1. Introduction

Rubysoft B.V. develops software for the professional timber and joinery industry and also provides online services such as license management, an online store, and a support environment.

Privacy by Design is a core principle in the development of Rubysoft's software and services. Rubysoft processes only the personal data necessary to provide, maintain, secure, and support its products and services.

This Privacy Policy explains which personal data we process, why we process it, and what rights you have.

This Privacy Policy applies, as applicable, to visitors to our website, users of our Software, customers of our online store, users of our support environment, business contacts, and job applicants.

2. Who is responsible for processing?

Rubysoft B.V. is the controller responsible for the processing of personal data as described in this Privacy Policy.

Contact: Rubysoft B.V., Exa 12, 6902 KH Zevenaar, The Netherlands. Email: support@rubysoft.eu.

3. Our principles

Privacy by Design – Privacy is incorporated into our software and processes from the design stage.

Data minimization – We process only personal data that is necessary.

Transparency – We clearly explain which data we process and why.

Security – We take appropriate technical and organizational measures to protect personal data.

No sale of personal data – Rubysoft does not sell personal data to third parties.

4. What personal data do we process?

Depending on the services provided, we may process customer information including name, company name, address, city, country, telephone number, email address, billing information, and VAT identification number.

For users, we may process information including name, user account, email address, and assigned Licenses.

For orders, we may process information including purchased products, subscriptions, payment status, and invoices. Rubysoft does not receive full payment card details; payments are processed by an external payment service provider.

During License validation, information such as the Software version, SketchUp version, License identifier, date and time of the License check, and information about available Updates may be processed. This information is used solely for License management, compatibility checks, security, and maintenance.

5. What data do we not process?

During normal License checks, Rubysoft does not process the contents of projects, IFC files, drawings, models, user documents, hardware profiles, marketing profiles, or usage statistics of individual users.

Project files are processed only when the user voluntarily provides them for support.

6. Support

If a user requests support, Rubysoft may process additional data, including project files, IFC models, error messages, screenshots, and log files.

This data is used solely to respond to support requests, analyze Software issues, and resolve problems. Insights gained from a support request may be used to correct general errors in the Software, but a submitted project file will not be used for any other purpose without the customer's prior written consent.

Project files are accessible only to personnel involved in providing the relevant support.

7. Why do we process personal data?

Rubysoft processes personal data to perform agreements, provide Software, manage Licenses, provide support and maintenance, ensure security, handle billing, comply with legal obligations, and communicate with customers.

We do not use personal data for automated commercial profiling.

8. Legal basis

Rubysoft processes personal data only where there is a lawful basis for doing so. Depending on the circumstances, this may be performance of a contract, compliance with a legal obligation, a legitimate interest, or consent.

Where processing is based on consent, that consent may be withdrawn at any time.

9. Retention periods

Rubysoft retains personal data no longer than necessary.

The following principles apply, among others: customer data is retained for the duration of the Agreement and thereafter for as long as necessary for legal or legitimate purposes; invoice data is retained in accordance with statutory tax retention periods; support files are retained for as long as necessary for the relevant support; and user accounts are retained for as long as they remain active or as required by law.

After the applicable retention period, personal data is deleted or anonymized unless further retention is required by law.

10. With whom do we share personal data?

Rubysoft does not sell personal data to third parties.

We share personal data only where necessary to provide our services or where we are legally required to do so.

Depending on the services provided, personal data may be disclosed to payment service providers, hosting providers, cloud infrastructure providers, email service providers, support system providers, accountants, and public authorities where we are legally required to disclose it.

Where legally required, we enter into a Data Processing Agreement with parties that process personal data on Rubysoft's behalf.

11. International data transfers

Rubysoft seeks to process personal data within the European Economic Area (EEA) wherever reasonably possible.

If personal data is processed outside the EEA, this will take place only in accordance with the General Data Protection Regulation (GDPR), on the basis of a valid transfer mechanism and, where required, appropriate safeguards.

Such safeguards may include an adequacy decision of the European Commission, Standard Contractual Clauses (SCCs), or other safeguards permitted under the GDPR.

12. Cookies and website use

Rubysoft's website may use cookies and similar technologies.

These may be used for the technical operation and security of the website, to remember preferences, and, where applicable, to improve the user experience.

Where required by law, Rubysoft obtains prior consent before placing non-essential cookies.

A separate Cookie Policy forms part of Rubysoft's legal documentation.

13. Security

Rubysoft takes appropriate technical and organizational measures to protect personal data against loss, unauthorized access, alteration, or disclosure.

These measures may include encrypted connections, access controls, authorization management, logging, backup procedures, security updates, and periodic evaluation of security measures.

Security measures are regularly adapted to technological developments and changing risks.

14. Privacy by Design

In developing Software and Online Services, Rubysoft applies the principles of data protection by design and by default (Privacy by Design and Privacy by Default).

This means, among other things, that only necessary personal data is processed, the minimum amount of personal data is collected by default, personal data is appropriately secured, new functionality is assessed for privacy implications in advance, and data minimization and pseudonymization are used where possible.

These principles form part of Rubysoft's design philosophy.

15. Your rights

To the extent provided by law, each data subject has the right to request access to their personal data, have personal data corrected or erased, restrict processing, object to processing, receive or transfer personal data where the right to data portability applies, and withdraw previously given consent.

Rubysoft will handle requests as soon as reasonably possible and respond no later than within the period prescribed by law.

If a request cannot be granted in full, Rubysoft will explain the reasons.

16. Automated decision-making

Rubysoft does not make decisions based solely on automated processing that produce legal effects concerning data subjects or otherwise similarly significantly affect them.

17. Children

Our products and services are not specifically directed at persons under the age of sixteen.

If Rubysoft becomes aware that personal data of a minor has been processed without valid consent where consent is required, the data will be deleted as soon as reasonably possible unless a legal obligation requires otherwise.

18. Personal data breaches

If Rubysoft becomes aware of a personal data breach, it will act in accordance with the GDPR.

Where Rubysoft acts as a processor of personal data, it will inform the controller in accordance with the Data Processing Agreement entered into between the parties.

19. Complaints

If you have questions about this Privacy Policy or the processing of personal data, you may contact Rubysoft at support@rubysoft.eu.

If you believe Rubysoft is processing your personal data unlawfully or incorrectly, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or the competent supervisory authority in your country.

20. Changes

Rubysoft may amend this Privacy Policy.

The most recent version will be published on Rubysoft's website.

In the event of material changes, Rubysoft will inform data subjects where reasonably possible.

21. Contact

Rubysoft B.V., Exa 12, 6902 KH Zevenaar, The Netherlands.

Website: www.rubysoft.eu

Email: support@rubysoft.eu

Dutch Chamber of Commerce (KvK): 30169161

VAT ID: NL810606136B01