Personal Data Management Policy - UBI Solutions
Contact us
Header contact

Personal Data Management Policy

Last updated: 26/08/2026

UBI Solutions places great importance on protecting your personal data and is committed to processing it in accordance with Regulation (EU) 2016/679 of 27 April 2016 (the “GDPR”) and French Law No. 78-17 of 6 January 1978, as amended, on Information Technology, Data Files and Civil Liberties. This policy describes how we collect, use, retain and protect your personal data when you browse our website, use our applications, or contact us. It supersedes and replaces any prior version.

1. Who are we?

The data controller for your personal data is UBI SOLUTIONS, a simplified joint-stock company (SAS) registered under SIRET number 508 855 129 00039, with its registered office at 1 Rue du 19 Mars 1962, 92230 Gennevilliers, France.

Phone: +33 9 81 76 04 01

Website: https://ubisolutions.net

Contact for data protection matters: contact@ubisolutions.net

2. What data do we collect, and for what purposes?

We collect personal data in the following situations:

2.1 Contact forms

When you fill in a contact form on our website, we collect the information you provide (name, first name, company, job title, email, phone number, message content) in order to respond to your request and follow up commercially. In the context of our B2B activity, this data may also be used for commercial prospecting related to our solutions and products, unless you object.

2.2 Cookies and audience measurement

The website uses cookies and trackers for technical, statistical and marketing purposes. Details are provided in section 5 below.

2.3 Content embedded from other websites

Some pages may include embedded content (videos, images, articles). Such embedded content behaves in the same way as if you visited the other website directly, which may collect data about you, use cookies, or embed third-party tracking tools.

2.4 Summary of data processed

For each category of data, the purpose and legal basis are as follows:

  • Name, first name, company, job title, email, phone number (contact form)
    • Purpose: to respond to your request, follow up commercially, and send you communications about our solutions
    • Legal basis: legitimate interest (B2B prospecting)
  • IP address, browsing data, technical identifiers
    • Purpose: audience measurement, website improvement, security
    • Legal basis: legitimate interest / consent for non-essential trackers
  • Login credentials, preferences (registered users)
    • Purpose: account and access management
    • Legal basis: performance of a contract / legitimate interest
  • Data collected through our CRM (HubSpot)
    • Purpose: management of the commercial relationship, lead qualification and follow-up, sending of commercial communications
    • Legal basis: legitimate interest (B2B prospecting) and consent where required

3. Recipients of your data

Your personal data is intended for UBI Solutions’ internal departments authorised to process it (sales, marketing, support, management). It may also be shared with our processors and technical service providers, to the extent necessary for the following services:

  • Hosting of the website and applications;
  • Customer relationship management (CRM) tool used for sales and marketing follow-up: HubSpot;
  • Audience measurement and tag management tools (Google Tag Manager, Google Analytics);
  • Providers used to send emails and commercial communications;
  • Where applicable, companies within the UBI Solutions group (Page Up, UBI Smart, Pyxo, SeePly AI) in connection with our shared activities.

These service providers act only on UBI Solutions’ instructions and are contractually bound to guarantee a level of security and confidentiality consistent with the GDPR. Your data is never sold or rented to third parties.

4. Data transfers outside the European Union

Some of the tools we use, such as Google Analytics and our CRM HubSpot, may result in your data being transferred outside the European Union, in particular to the United States. Such transfers are governed by the safeguards required under applicable data protection regulations. For any questions on this topic, you may contact us using the details in section 1.

5. Cookies and trackers

On your first visit, a banner allows you to accept, refuse or configure the use of non-essential cookies. You can change your choices at any time via the cookie management module available in the footer, or by configuring your browser.

5.1 Browsing and login cookies

A temporary technical cookie checks whether your browser accepts cookies (deleted when the browser is closed). When you log in to an account, session cookies (2 days, or 2 weeks if “Remember me” is checked) and display preference cookies (1 year) are set. These cookies are deleted when you log out.

5.2 Audience measurement and marketing cookies

The main tools currently in use are as follows:

  • Google Tag Manager
    • Purpose: tag management tool enabling the deployment of our other measurement and marketing tools
    • Status: technical — deployment is conditional on the configuration of the tools it triggers
  • Google Analytics
    • Purpose: audience measurement and website traffic analysis
    • Status: subject to prior consent via the cookie banner
  • HubSpot (marketing CRM)
    • Purpose: tracking of commercial interactions, contact management and B2B marketing campaigns
    • Status: legitimate interest for B2B prospecting; consent collected where required by law

This list may change over time; the up-to-date list of tools in use is available via our cookie management module.

6. Data retention periods

We retain your personal data only for as long as necessary for the purposes for which it was collected, in accordance with applicable legal obligations:

  • Prospect data from the contact form (CRM): 3 years from the last meaningful contact, unless a contract is concluded;
  • Customer data (active contract): for the duration of the contractual relationship, then for the duration of applicable legal and limitation obligations (generally 5 years after the end of the contract);
  • Registered user accounts: for as long as the account is used, then deleted upon request or after a period of inactivity of 3 years;
  • Statistical/marketing cookies and trackers (Google Analytics, GTM, etc.): a maximum of 13 months from the date they are set, in line with CNIL recommendations;
  • Data related to a data breach or dispute: for as long as necessary to manage the incident and any related proceedings, within the limits of applicable statutory limitation periods.

7. Security of your data

UBI Solutions implements appropriate technical and organisational measures to protect your personal data against loss, unauthorised access, disclosure or alteration: secure hosting, access controls, encrypted communications (HTTPS), regular backups, and staff awareness training on data protection issues.

8. Procedure in the event of a data breach

In the event of a personal data breach likely to result in a risk to your rights and freedoms, UBI Solutions undertakes to notify the French Data Protection Authority (CNIL) within the timeframes set out in the GDPR and, if the risk is high, to inform you directly as soon as possible.

9. Your rights

In accordance with applicable regulations, you have the following rights over your personal data:

  • Right of access: to obtain confirmation that your data is being processed and to obtain a copy of it;
  • Right to rectification: to have inaccurate or incomplete data corrected;
  • Right to erasure: to request the deletion of your data, within the limits provided by law;
  • Right to restriction of processing;
  • Right to object, in particular to commercial prospecting;
  • Right to portability of the data you have provided to us;
  • Right to withdraw your consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out prior to withdrawal;
  • Right to define instructions regarding the fate of your data after your death;
  • Right to lodge a complaint with the CNIL (www.cnil.fr) if you believe your rights are not being respected.

These rights do not apply to data retained for administrative, legal or security purposes (for example, accounting data or data required to manage a dispute).

10. How to exercise your rights

You can exercise your rights by contacting us:

  • By email: contact@ubisolutions.net;
  • By post: UBI Solutions – 1 Rue du 19 Mars 1962, 92230 Gennevilliers, France;
  • By phone: +33 9 81 76 04 01.

Proof of identity may be requested if there is reasonable doubt as to your identity. We undertake to respond to your request within a maximum of one month, which may be extended to two months for complex requests.

11. Commercial prospecting and automated marketing

As part of our B2B activity, data collected through our contact form may be added to our CRM in order to track and qualify leads and to send you communications about our solutions, on the basis of our legitimate interest. You may object to this processing at any time, in particular via the unsubscribe link included in our communications, or by contacting us directly.

12. Changes to this policy

UBI Solutions may amend this policy to reflect legal, regulatory or technical developments. Any substantial change will be reflected by updating the date shown at the top of this document. We encourage you to review this page regularly.

13. Contact

For any questions regarding this policy or the processing of your personal data, you may contact UBI Solutions using the details provided in sections 1 and 10 above.