Sentobib – Privacy Policy
The Privacy Policy is primarily drawn up in English. The English version is leading. For the Customer’s comfort, this Privacy Policy has been translated into Dutch, French, German, Spanish and Italian. These translated versions are neither leading nor binding; no rights can be derived from them, even in the event of translation errors.
This Privacy Policy describes how Sentobib (facilitated by Sento Group BV, hereinafter referred to as “Sento”) collects, uses and protects personal data on its websites www.sentobib.eu, www.sentobib.be, www.sentobib.nl, www.sentobib.de, www.sentobib.fr, www.sentobib.it, www.sentobib.es, subdomains of these websites and other systems such as survey systems (hereinafter referred to as “website”, “websites” or “systems”).
By using the services, websites or systems of Sento, you agree to this privacy policy and the terms and conditions.
Sento applies the following basic principles, and adheres to the regulations within the framework of the GDPR – General Data Protection Regulation:
- Personal data are collected and processed for the purpose for which Sento obtained them
- Sento only asks for the necessary data
- Sento does not keep the data longer than necessary
- Sento asks for your consent when necessary
- Sento takes appropriate measures to secure access to the data
- Sento does not share personal data with parties other than the parties mentioned in this statement
- Sento respects your rights with regard to the data provided
1. Data controller
The data controller responsible for the processing of personal data under this Privacy Policy is:
Sento Group BV
Jachthoornlaan 22, 2970 Schilde, Belgium
VAT BE0783936281
Email: contact [at] sentobib [dot] eu
For any questions or requests relating to the processing of your personal data, you may contact Sento at the email address above.
↑ back to top2. Personal data collected
Sento collects personal data that you voluntarily provide to Sento when you register for participation in the Sentobib study, subscribe to a paid plan, use its websites or systems, or contact Sento. This information may include, but is not limited to, your name, first name, email address, organisation information, and other information you provide to us.
Survey response data collected from respondents is fully anonymous and does not constitute personal data. At no time are questions asked or data collected that can be traced back to the identity of a respondent. Further details are provided in section 8 below.
↑ back to top3. Legal basis and use of personal data
Sento processes personal data on the following legal grounds under Article 6 of the GDPR:
| Purpose | Legal basis |
|---|---|
| Providing the Sentobib service, setting up your account, personalising the survey and giving access to the dashboard | Contractual necessity (Art. 6(1)(b)) |
| Sending operational emails about the progress of the Sentobib study and your participation | Legitimate interest (Art. 6(1)(f)) |
| Invoicing and payment processing for paid plans (Pro, Ambassador) | Contractual necessity (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)) |
| Retaining client contact data after the end of the Agreement to enable future participation and to preserve the link with previously collected research data, allowing longitudinal trend measurements across editions | Legitimate interest (Art. 6(1)(f)) |
| Placing non-essential cookies for analytics (Google Analytics) | Consent (Art. 6(1)(a)) |
Sento uses the data it collects to provide its services, process subscriptions, communicate with you and make our websites and systems work properly. Sento may also use your data to send you e-mail messages about the progress of the Sentobib study, unless you ask us not to do so. It is not possible to unsubscribe from the strictly necessary e-mails necessary for invoicing and handling payment of your subscription fees.
↑ back to top4. Sharing of personal data and sub-processors
Sento does not share your personal data with third parties, except if this is necessary for the provision of our services or if Sento is legally obliged to do so. The following categories of sub-processors may process personal data on behalf of Sento:
- Web hosting: Cloudflare Pages (website hosting and global CDN infrastructure; Cloudflare, Inc. is based in the United States and relies on the EU-U.S. Data Privacy Framework and Standard Contractual Clauses for data transfers)
- Survey platform: LimeSurvey (survey system, hosted within the European Union)
- Cloud infrastructure: Supabase / AWS (server infrastructure within the European Union)
- Email: Google Workspace / Gmail (operational and invoicing communications)
- Analytics: Google Analytics (anonymised website usage statistics)
Payments for paid plans (Pro, Ambassador) are processed via manual bank transfer. No third-party payment provider is involved.
Anonymised and aggregated research data may be shared with university partners and sector organisations for scientific analysis, in accordance with Article 12 of the Terms and Conditions. These data are stripped of all links to individual libraries and do not contain personal data.
↑ back to top5. Security, international transfers and retention
Security. Sento takes the necessary measures to protect your personal data as much as possible against loss, theft, misuse, unauthorized access or disclosure. Sento uses secure servers and encryption technology to protect your data. The data about the library, the contact person and the collected research data are stored on servers in Europe, secured with adequate and standard security measures and backed up on a regular basis.
International transfers. The Sentobib website is hosted via Cloudflare Pages. Cloudflare, Inc. is based in the United States and serves content via a global CDN network. Cloudflare relies on the EU-U.S. Data Privacy Framework and Standard Contractual Clauses (SCCs) as approved by the European Commission. Sento also uses Google services (Google Workspace for email, Google Analytics for website statistics); Google LLC similarly relies on these frameworks for transatlantic transfers. The survey systems and the research data collected are hosted by server companies within the European Union.
Retention. Survey response data is fully anonymous and does not constitute personal data; retention limits under the GDPR do not apply to these data. Client contact data (name, first name, email address) is retained for up to 20 years after the end of the Agreement, to enable future participation and to preserve the link with previously collected research data, allowing longitudinal trend measurements across editions in the context of this scientific research programme. This retention period reflects the long-term nature of library audience research conducted in collaboration with university partners. Invoicing records are retained for 7 years in compliance with Belgian accounting law. Clients may request deletion of their contact data at any time in accordance with section 6; in that case, the link with historical research data will be permanently lost.
↑ back to top6. Your rights
Under the GDPR, you have the following rights with regard to your personal data:
- Right of access: you may request to know what personal data Sento holds about you.
- Right to rectification: you may request to have inaccurate or incomplete personal data corrected.
- Right to erasure: you may request the deletion of your personal data. If your data is deleted, the link with historical research data for your library will be permanently lost.
- Right to restriction of processing: you may request that the processing of your personal data be restricted under certain circumstances.
- Right to data portability: you may request a copy of your personal data in a structured, commonly used and machine-readable format.
- Right to object: you may object to the processing of your personal data based on legitimate interest.
To exercise any of these rights, send Sento an email via contact [at] sentobib [dot] eu. Sento will ask you to identify yourself sufficiently before processing your request. Sento will respond to your request within 30 days.
If you believe that your personal data has been processed unlawfully, you have the right to file a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit): www.gegevensbeschermingsautoriteit.be.
↑ back to top7. Cookies
The Websites use cookies to remember your preferences, make the websites work correctly and analyse your use of our Website. Cookies are small text files that are placed on your computer when you visit the Websites.
| Type | Purpose | Duration | Consent required |
|---|---|---|---|
| Essential | Required for the website to function properly (e.g. session management, login) | Session / up to 12 months | No |
| Analytical | Google Analytics - measures website usage and performance to improve the service | Up to 24 months | Yes |
| Third-party | Placed by embedded services (e.g. Cloudflare for hosting and bot protection, Google/YouTube for embedded videos and fonts) for functionality and analytics | Varies per provider | Yes |
You can change your browser settings to refuse cookies, but this may prevent you from using all functions of the Website. Non-essential cookies are only placed after you have given your consent.
↑ back to top8. Data from respondents
During the Sentobib study, individuals will give their opinion through the surveys that are at the heart of the Sentobib research. At no time are personal data requested from these respondents that can be traced back to the identity of the respondent. This guarantees, on the one hand, that respondents can give their opinion completely anonymously, and on the other hand, that the approach and method of the research are in line with the GDPR legislation. It is not permitted for the Customers (libraries) participating in the study to request personal data when they choose to add their own questions to the research. The detailed information on respondents’ data can be found here:
Privacy and Contest Terms and Conditions for respondents (Sentobib)
General Terms and Conditions Sentobib
9. Alterations
Sento may change this Privacy Policy at any time. Any changes will be posted on the Websites. We encourage you to check this privacy policy regularly to stay informed of any changes.
↑ back to top