CHRONICLEFIELDS – TERMS & PRIVACY NOTICE

0. Introduction

These Terms and Privacy Notice (“Terms”) describe how Chroniclefields processes personal data of individuals who register for the waiting list for the beta version of the Chroniclefields platform.

By submitting your details on www.chroniclefields.com/waitinglist, you agree to these Terms.

1. Identity of Chroniclefields

Chroniclefields
Zavelstraat 36, 3001 Leuven
E-mail: info@chroniclefields.com

Chroniclefields acts as the data controller within the meaning of the GDPR.

2. Definitions

The following terms are defined as follows:

“Chroniclefields”: the entity responsible for the processing of personal data.
“User” / “you”: any natural person registering for the waiting list.
“Personal data”: first name, surname, e-mail address and communication-related metadata.
“Processing”: any operation performed on personal data in accordance with Article 4 GDPR.
“Processor”: any third party processing personal data on behalf of Chroniclefields.
“Technical data”: automatically generated information (opens, clicks, deliverability, etc.).
“Beta programme”: the pre-release test phase of the Chroniclefields platform.
“Security incident”: any breach of the security of personal data.
“Cookies”: small data files placed on the user’s device by a website via the browser.

3. Scope

These Terms apply to all processing activities related to:

registration on the waiting list;
communication and internal follow-up;
supporting technologies (including cookies, analytics, and security systems).

4. Necessity of providing data

Providing your first name, surname and e-mail address is necessary in order for us to register you on the waiting list and inform you about the beta version. Without this information, Chroniclefields cannot add you to the waiting list or contact you.

5. Purposes of processing

Chroniclefields processes personal data for the following purposes:

5.1 Communication

informing you about the progress and launch of the beta version;
sending relevant product and promotional updates;
sending invitations for test phases or pre-release content.

5.2 Operational management

managing and structuring the waiting list;
preventing duplicate or incorrect registrations;
optimising e-mail deliverability and engagement.

5.3 Security and system integrity

detecting bots, spam and misuse;
performing audits and quality checks;
recording system logs for stability and security.

5.4 Statistical and analytical purposes

reporting on user interest, regions and trends;
aggregated analyses to support product development;
optimisation of website and e-mail performance.

6. Legal basis for processing

Processing is based on consent (Article 6(1)(a) GDPR).
You may withdraw your consent at any time by contacting privacy@chroniclefields.com.

Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

7. Categories of personal data

We process the following information:

First name
Surname
E-mail address
Technical metadata (e.g. opens, clicks, bounces)

No special category data is processed.

8. Retention period

Chroniclefields retains personal data:

for a maximum of 24 months, or
until you withdraw your consent.

Retention criteria (Article 13(2)(a) GDPR)

The retention period is determined on the basis of:

the duration and relevance of the beta programme;
the necessity to continue sending communications;
internal analytical needs;
statutory obligations or the need for legal defence.

9. Security measures

Chroniclefields maintains a layered security framework:

9.1 Technical measures

TLS 1.2+ encryption during transmission;
encryption at rest where supported;
secured APIs with key rotation;
firewalls and network segmentation;
automated vulnerability scans;
rate limiting and bot detection.

9.2 Organisational measures

least-privilege access management;
periodic assessment of security measures;
logging and monitoring;
formal incident response procedures;
GDPR-compliant processor agreements.

9.3 Continuity

backups;
disaster recovery documentation;
system robustness and redundancy.

Chroniclefields periodically evaluates the effectiveness of its security measures.

10. Sharing of data with third parties

Personal data is not sold or rented.

Chroniclefields shares data only with:

a) Processors

Categories include:

e-mail service providers;
cloud hosting providers;
security and monitoring providers;
analytical service providers.

These providers may process your data solely in accordance with Chroniclefields’ instructions.

b) Public authorities

Where required by law.

c) Professional advisers

Such as lawyers, accountants or specialised privacy consultants.

11. International transfers

Where data is processed outside the EEA, Chroniclefields applies appropriate safeguards, such as:

Standard Contractual Clauses (SCCs);
supplementary technical and organisational measures.

12. No guarantees

Registration for the waiting list:

does not guarantee access to the beta programme;
does not create any legal relationship or right to compensation;
may be modified or discontinued by Chroniclefields at any time.

13. Rights of data subjects

You have the following rights:

right of access;
right to rectification;
right to erasure;
right to restriction;
right to data portability;
right to withdraw consent;
right to lodge a complaint with the Data Protection Authority.

Response period

Chroniclefields responds within one month of receiving a request.
This period may be extended by two further months where necessary due to complexity.

14. Minors

The service is intended only for individuals aged 18 years or older.
Chroniclefields does not knowingly collect personal data from minors.

15. Amendments

Chroniclefields may amend these Terms.
Significant amendments will be communicated by e-mail.

16. Governing law

These Terms are governed by Belgian law. In case of any dispute, the courts of Leuven shall have exclusive jurisdiction.

17. Cookies

Chroniclefields uses functional and analytical cookies only; no marketing cookies are used.

18. Analytics

Analytics are carried out solely on aggregated or anonymised data.
No individual tracking is performed.

19. AI Processing

AI is used exclusively for:

detecting bots or misuse;
internal process optimisation;
analysing general trends.

AI is not used to make decisions that produce legal or similarly significant effects on individuals.

PRIVACY SUMMARY

By submitting your details, you agree that Chroniclefields may use your first name, surname and e-mail address to inform you about the beta launch and related updates. We only use functional and anonymous analytical cookies.

You may withdraw your consent at any time via privacy@chroniclefields.com.
Please read the full Privacy Notice for more information.

COOKIE BANNER

We use functional cookies and anonymous analytical cookies to improve our website and waiting list.
We do not use marketing cookies.

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