Privacy Policy

Your privacy is important to us. It is Keelvar Systems Ltd.'s policy to respect your privacy regarding any information we may collect from you across our website ( and its subdomains.

Who are we?

Keelvar is an award-winning sourcing software vendor, specializing in Advanced Sourcing Optimization and Sourcing Automation for enterprise procurement. Using advanced algorithms and AI-enabled automation, Keelvar helps those sourcing goods and services to apply best practice to managing RfQs and auctions. The headquarters for Keelvar Systems Ltd. is located in Ireland at Suite 2B, 6 Lapps Quay, Cork, T12 PPX3. Keelvar Systems Ltd is the data controller and our Data Protection Officer can be contacted by email:

When do we collect data about you?

Keelvar Services Ltd. collects information as part of its normal business operations and in the administration of customer relationships, which may include Personal Data.

Business Relationship Management

We collect and maintain information about our customers, which may include company name, business contact name and title, phone number, email and other contact details. We may also collect billing address, financial account, credit card information, order details, subscription and license information, and usage details.

Data Submitted on Website

In order to enjoy the full functionality of the sites or to conduct business with us, you may be prompted to provide certain Personal Data to us:

  • by filling in forms (for example, a “Get in touch” or “Request a Demo” form) on our website
  • by accessing our Keelvar products
  • by downloading documentation from our website (and its subdomains)
  • by subscribing to newsletters or other communications
  • by corresponding with us by phone, e-mail or otherwise using our contact details

Typically, the Personal Data includes name, job function, business affiliation, business address, telephone number, and email address, and any other relevant details provided or required to resolve inquiries or questions.

Customer Support and Service

When customers contact us for support or other customer service requests, we maintain support tickets and other records related to the requests.

Call and meeting recording

We may record some of the business operation calls with our customers and prospective customers, solely for internal training, quality control, and note-taking purposes, and will ensure compliance with legal and data protection requirements.

Usage Details

When you visit our website or subdomains, our system automatically collects certain browser or device generated information, which may in some cases constitute Personal Data, including but not limited to:

  • your domain
  • your IP address
  • the date, time and duration of your visit
  • your browser type
  • your operating system
  • your page visits
  • information from third parties
  • other information about your computer or device
  • Internet traffic

Third Parties

We may also obtain personal data about customers from third parties unless prohibited by applicable law, including third parties from whom we have purchased personal data, public databases, resellers, and marketing partners. We may combine this information with personal data provided by you. This helps us to update, expand, and analyze our records, identify new customers, and create more tailored advertising to provide services that may be of interest to you.

De-identified Data

We may de-identify and aggregate certain data we collect such that the data no longer identifies or can be linked to a particular customer or an individual data subject (“De-identified Data”), subject to the terms of any applicable customer agreements. We may use this De-Identified Data to improve our Services, analyze trends, publish market research, and for other marketing, research or statistical purposes, and may disclose such data to third parties for these specific purposes.

How We Use Personal Data

We use your Personal Data to:

  • Deliver the products and support or carry out the transactions you have requested
  • To establish a unique account for you to access our solutions
  • For accounting and billing purposes
  • Send communications to you, such as your transaction status (e.g. order confirmations), information about our products and service, event announcements, important product notices including those announcing changes to our terms or policies, information about particular programs in which you have chosen to participate, surveys, promotional offers and other related communications
  • For other uses that may be necessary or useful in order for us to provide the services you have purchased or inquired about
  • Advertise and market our solutions by delivering targeted advertisements on our website and other sites
  • Administer, customize, personalize, analyze and improve our products, services (including the content and advertisements on our website), technologies, communications and relationship with you
  • Enforce our conditions of sale, website terms and/or separate contracts (if applicable) with you
  • Prevent fraud and other prohibited or illegal activities
  • Protect the security or integrity of our website, our business, or our products or services
  • Otherwise, as disclosed to you at the point of collection or as required or permitted by law

Our legal basis for collecting data

Collecting personal data based on consent

We use personal data based on the consent that you have provided for one or more specific purposes. We will request your consent in clear and plain language. You have the right to withdraw your consent at anytime.

Collecting personal data based on contracts

We use personal data for fulfilling our obligations related to contracts and agreements with customers, partners and suppliers.

Collecting personal data based on legal obligations

We use personal data for complying with the law.

Collecting personal data based on legitimate interest

We may use personal data if it is considered to be of legitimate interest and if the privacy interests of the data subjects do not override this interest. Normally, to establish the legal basis for data collection, an assessment has been made during which a mutual interest between Keelvar and the individual person has been identified. This legal basis is primarily related to our sales, marketing, and support purposes. We will always inform individuals about their privacy rights and the purpose for collecting personal data.

Data Retention

Keelvar will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your personal data to the extent necessary to provide you with services, conduct our legitimate business interests or where otherwise required by law.

What cookies do we collect?

Keelvar uses cookies to make your interactions on our websites easy and meaningful. When you access our websites, our servers send a cookie to your computer.  For a full description of the types of cookies we use, and when and how you can control their use, you can review our cookie policy here.

If you do not want to receive cookies, you can also change your browser settings on your computer or other device you are using to access our services. Most browsers also provide functionality that lets you review and erase cookies.

Use of third-party provider tools

In order to provide and continuously improve our services, we are using the services of the following third-party providers which may also process personal data. These third-party providers have been selected diligently and in line with the requirements of the GDPR.







Your rights to your personal data

You have the following rights with respect to your personal data:

  • The right to request a copy of the data that Keelvar possesses.
  • The right to request that Keelvar corrects your personal data if inaccurate or out of date.
  • The right to request that your personal data is deleted when it is no longer necessary for Keelvar to retain such data.
  • The right to withdraw any consent to personal data processing at any time. For example, your consent to receive e-marketing communications.
  • The right to request a restriction on further data processing, in case there is a dispute in relation to the accuracy or processing of your personal data.
  • The right to request that Keelvar provides you with your personal data and, if possible, to pass on this information directly (in a portable format) to another data controller when the processing is based on consent or contract.
  • The right to object to the processing of personal data, in case data processing has been based on legitimate interest and/or direct marketing.

Any query about your privacy rights should be sent to

Requesting your personal data from Keelvar

  • Put your request in writing to Keelvar.
  • Provide proof of your identity. There is no fee for dealing with a SAR however we may charge a ‘reasonable fee’ when a request is manifestly unfounded, excessive or repetitive.

The more specific you are and the more information you provide, the quicker we’ll be able to respond. We’ll respond to your request within 30 calendar days of verifying your details.

Changes to this Privacy Policy

Keelvar reserves the right to amend this Privacy Policy at anytime. The applicable version will always be found on our websites. We encourage you to check this Privacy Policy frequently to ensure that you are happy with any changes.

If we make changes that significantly alter our privacy practices, we will notify you by email or post a notice on our websites prior to the change taking effect.

This policy is effective as of Jan 15th 2021.

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