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21/11/2024

This note covers all services provided by us and, in general, all activities we carry out.

When collecting and processing your personal data, we respect Belgian data protection regulations, as well as the General Data Protection Regulation (‘GDPR’) as of its entry into force on 25 May 2018.

According to your activities and your relationship with our company, you will provide us with the following personal data: your identity and contact details (name, title, address, e-mail address, 2 telephone and mobile phone number). We kindly remind you that you bear responsibility for all the data you provide us with and that we rely on their accuracy. Should your data no longer be up-to-date, please inform us immediately. You are not obliged to communicate your personal data, but you understand that the provision of certain services or cooperation will become impossible if you do not consent to their collection and processing.

5.1 Customer data

As part of our services and activities, we collect and process the identity and contact data of our customers and clients, their staff, employees, appointees and other useful contacts. The purposes for this processing are the performance of agreements with our customers, customer management, accounting and direct marketing activities such as sending promotional or commercial information. The legal grounds are the performance of the agreement, the fulfilment of legal and regulatory obligations (such as, for example, the 30bis declaration of works) and/or our legitimate interest.

5.2 Data from suppliers and subcontractors

We collect and process the identity and contact details of our suppliers and subcontractors, as well as their subcontractor(s), if any, their staff, employees, appointees and other useful contacts. The purposes of such processing are the performance of this agreement, the management of the suppliers/subcontractors, accounting and direct marketing activities such as sending promotional or commercial information. The legal grounds are the performance of the agreement, the fulfilment of legal and regulatory obligations and/or our legitimate interest (such as for direct marketing). For direct marketing activities by e-mail (such as a newsletter or invitation to events), consent will always be requested and can also be withdrawn at any time.

5.3 Staff data

We process the personal data of our employees as part of our personnel management and payroll administration.

5.4 Other data

Besides the data of customers, suppliers/subcontractors and staff, we also process personal data of others, such as potential new customers/prospects, useful contacts within our industry, network contacts, expert contacts, etc. The purposes of this processing are in the interest of our operations, direct marketing and public relations. The legal basis is our legitimate interest or in some cases the performance of a contract.

Personal data will be kept and processed by us for a period necessary in function of the purposes of the processing and in function of the (contractual or non-contractual) relationship we have with you. Customer data and data of suppliers or subcontractors will in any case be deleted from our systems after a period of 10 years after the termination of the agreement or project, except with regard to such personal data that we are required to keep for a longer period on the basis of specific legislation or in case of an ongoing dispute for which the personal data are still necessary.

In accordance with and under the terms of Belgian privacy legislation and the provisions of the General Data Protection Regulation, we inform you that you have the following rights:

• Right of access and inspection: you have the right to acquaint yourself, free of charge, with the data we hold about you and to find out what it is used for.
• Right to rectification: you have the right to obtain rectification (correction) of your incorrect personal data, as well as to complete incomplete personal data.
• Right to data erasure or restriction: you have the right to request us to erase or restrict the processing of your personal data in the circumstances and under the conditions stipulated by the General Data Protection Regulation. We may refuse the data erasure or restriction of any personal data necessary for us to fulfil a legal obligation, the performance of the contract or our legitimate interest, and for as long as this data is necessary for the purposes for which it was collected.
• Right to data portability: you have the right to obtain the personal data you have provided to us in a structured, common and machine-readable form. You have the right to transfer this data to another controller.
• Right to object: you have the right to object to the processing of your personal data for serious and legitimate reasons. However, please note that you cannot object to the processing of personal data necessary for us to fulfil a legal obligation, the performance of the contract or our legitimate interest, and for as long as this data is necessary for the purposes for which it was collected.
• Right to withdraw consent: If the processing of personal data is based on prior consent, you have the right to withdraw this consent. These personal data will then only continue to be processed if we have another legal basis for doing so.
• Automatic decisions and profiling: we confirm that the processing of personal data does not involve profiling and that you will not be subject to fully automated decisions.

We make every effort to handle your personal data carefully and legitimately in accordance with applicable regulations. If, nevertheless, you consider that your rights would have been violated and you would not find a hearing within our company for your concerns, you are free to file a complaint with:

Gegevensbeschermingsautoriteit
Drukpersstraat 35, 1000 Brussel

+32 (0)2 274 48 00
contact@apd-gba.be

You may additionally apply to a court if you believe that you would suffer damage due to the processing of your personal data.

Certain personal data collected by us will be transferred to and may be processed by third party service providers, such as our IT supplier, accountant, .... It is possible that one or more of the above third parties may be located outside the European Economic Area (‘EEA’). However, personal data will only be transferred to third countries with an adequate level of protection. The employees, managers and/or representatives of the above-mentioned service providers or institutions and the specialised service providers appointed by them must respect the confidential nature of your personal data and may only use these data for the purposes in the context of which they were provided. If necessary, your personal data may be passed on to other third parties. This may be the case, for example, if we were to be reorganised in whole or in part, if our activities were to be transferred or if we were to be declared bankrupt.Personal data may also have to be passed on pursuant to a court order or to comply with a particular legal obligation. In such a case, we will make reasonable efforts to inform you in advance of such communication to other third parties. However, you will recognise and understand that in certain circumstances this may not always be technically or commercially feasible or legal restrictions may apply. Under no circumstances will we sell or make your personal data commercially available to direct marketing agencies or similar service providers, except with your prior consent.

We take the necessary technical and organisational measures to process your personal data according to an adequate level of security and to protect it from destruction, loss, falsification, modification, unauthorised access or notification by mistake to third parties, as well as any other unauthorised processing of this data. Under no circumstances can we be held liable for any direct or indirect damage resulting from an erroneous or unlawful use by a third party of the personal data.

For the purpose of processing your personal data, we grant access to your personal data to our employees, associates and appointees. We guarantee a similar level of protection by making contractual obligations opposable to these employees, staff and appointees, which are similar to this data protection memorandum.

If, after reading this note, you have any further questions or comments regarding the collection and processing of your personal data, please contact: