Privacy, without the fuss.

This site has no contact form — just a plain mailto link. If you email, that message (with your email address and its contents) lands in a personal inbox, solely to be able to reply.

That data is never resold, never used for marketing, and never kept longer than the conversation requires.

This site runs on webspace hosted by Strato, in the Netherlands/EU. Standard server logs (as with virtually any web host) may briefly contain technical data such as IP address and request time — this is not actively analysed or used by KoonSystems. The same goes for our manuals at help.koonsystems.com: they set no cookie and count nothing; dark/light stays in localStorage and search runs in your own browser.

To know whether anyone reads this site at all, each page view adds one to a counter: per day, the page, its language, and if you came from another website only that site's domain name (linkedin.com, say). Nothing else: no IP address, no cookie, no details about your browser or device, and nothing that links two page views to each other or to you. The counts only exist as totals, in the same database at Strato.

Because nothing is stored on your device for this and nothing about you is kept, it doesn't need your consent. If your browser sends a Do Not Track or Global Privacy Control signal, nothing gets counted at all.

On the homepage you can sign up for the newsletter. You'll first get an email with a confirmation link; only once you click it are you on the list. If you don't click, your address is deleted automatically within a week.

We store your email address, the language you signed up in, which page you signed up from, and when you signed up and confirmed — the latter so we can show you gave consent yourself. Your address is only used to send an occasional update about KoonSystems: not shared, not sold, and never shown on the site.

You can unsubscribe at any time, with the link at the bottom of every newsletter or by sending an email (see below). Unsubscribing deletes your address entirely — nothing about you is kept.

If your company uses KoonScan, KoonFSM, KoonHRM or KoonCRM with a licence that renews automatically, your company's server asks koonsystems.com twice a day whether a new licence key is ready. Only the licence code (which is in the key itself) and the name and version of the add-on are sent. No scans, stock levels, service calls, HR data, customers, sales opportunities, employee names or other business data are sent.

Per licence we store the key itself (as in the contract: the company name, the SAP company or, for KoonHRM without SAP, the installation code, the number of devices, technicians, employees or users, for KoonCRM the e-mail addresses of the named users, and the end date), when the server last checked, which key it received and with which version. No IP address. That way we can see whether the renewal arrives. This is part of performing the contract; only the admin can see it. Your company's administrator can switch automatic renewal off (KoonScan: Admin → Licence; KoonFSM: Admin portal → Licence; KoonHRM: Administration → Licence; KoonCRM: Admin → License); you then enter a new key yourself.

KoonLearn, the training simulation for SAP Business One, lives at its own address: learn.koonsystems.com. You sign in there separately, with a one-time link by email. After that, a cookie of learn.koonsystems.com itself keeps you signed in there. Without signing in you play chapter 03; your progress then stays in your own browser (localStorage) and never reaches us.

Once you are signed in, we keep with your account which KoonLearn parts you may play (your licence, with its end date if it has one) and your progress in the game: per task the status and points, your quiz scores and badges, your exam attempts. That is what the game also stores locally, so you can continue on another computer. No IP address, no free-text answers, no tracking of what you click. This is part of performing the contract; only the admin can see the licences.

We keep this for as long as your account exists. If your account is deleted (send an email, see 08), your licence rights and your progress go with it straight away; an invoice does stay in the accounts, because the law requires it. If you log out in the game, it also removes your progress from that computer; it stays with your account.

In the customer portal (portal.koonsystems.com) you buy and manage licences, trials, invoices and downloads. You sign in there separately, with a one-time link by email and a second step with an authenticator app. We keep your email address and preferred language; the organisations you belong to, with their name, address, country, VAT number and billing email address; your role and which mails you want to get; your sessions (a hash of the session cookie, never the cookie itself) and a hash of a device cookie, so we can tell you about a sign-in from a new browser. For the second step: the secret of your authenticator app, encrypted, and hashes of your recovery codes.

The portal sets two strictly necessary cookies, on portal.koonsystems.com only: the session (60 days) and the device cookie (400 days). No tracking.

Payments are handled by Mollie B.V. (Amsterdam) as processor. We pass on the amount, a description and your organisation’s name and billing email address. Mollie stores the payment details; we keep the payment id, the status and the country of the card or bank account (as VAT evidence). If you enter an EU VAT number, we check it with the European Commission’s VIES service and keep the result with its consultation number. Only the VAT number goes there.

For licences from the portal we keep the SAP company or installation id, the quantity, for KoonCRM the email addresses of the named users, and when your server last fetched its key and with which version (no IP address; see also 05). We send mails about orders, payments and invoices, licence keys and trials, security (a new sign-in, the second step, an email change) and invitations. Members choose which kinds they get; owners always get the security mails.

If you buy KoonLearn for an organisation, the owner gives each seat to a colleague's email address. We keep that address with the seat; the colleague gets one mail saying they have access, and KoonLearn opens the paid chapters when they sign in with that address. We use it for nothing else. The owner can change the address; when the colleague deletes their portal account or the owner deletes the organisation, we remove the address.

You can delete your account yourself in the portal, and as owner an organisation, as long as no subscription is running and no invoice is open. We then remove your name, address, email address, memberships, sessions and second-step data. Invoices are kept for seven years, because Dutch tax law requires it, also after deletion; they hold the organisation’s details as they were on the invoice date. The log keeps numbers only.