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Privacy policy

Privacy policy

INTRODUCTION

POULEYN N.V., with registered office at Nijverheidslaan 9, 8570 Vichte, and registered in the Crossroads Bank for Enterprises under company number BE0433.302.958, attaches great importance to the secure, transparent and confidential collection and processing of your personal data. In particular, we want to protect the data of our customers, subcontractors and suppliers, among others, against loss, leaks, errors, unauthorised access or unlawful processing.

Through this Data Protection Notice, we want to inform you about the collection and processing of your personal data.

We ask that you read this Data Protection Notice carefully, as it contains essential information about how your personal data is processed and for what purpose.

By providing your personal data, you expressly declare that you have taken note of this Data Protection Notice and that you expressly agree to it, as well as to the processing itself.

SCOPE

This Data Protection Notice applies to all services provided by us and, in general, to all activities we carry out.

DATA CONTROLLER AND ITS COMMITMENTS

POULEYN N.V., with registered office at Nijverheidslaan 9, 8570 Vichte and company number BE0433.302.958, is the data controller of your personal data.

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

PERSONAL DATA

Depending on your activities and your relationship with our company, you provide us with the following personal data: your identity and contact details (name, title, address, e-mail address, telephone and mobile phone number). For certain specific legal obligations (electronic attendance registration, 30bis declaration of works), you may be required to provide us with additional data to register your attendance (such as E-ID data, Limosanummer).

We kindly remind you that you are responsible for all data you provide to us and that we rely on its accuracy. If your data is no longer up to date, please notify us immediately.

You are not obliged to provide your personal data, but you understand that the provision of certain services or cooperation will be impossible if you do not consent to the collection and processing thereof.

PROCESSING PURPOSES AND LEGAL BASIS

Customer data

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

Data of suppliers and subcontractors

We collect and process the identity and contact details of our suppliers and subcontractors, as well as any (sub)contractors, their staff, employees, appointees and other useful contacts. The purposes of this processing are the execution of this agreement, the management of suppliers/subcontractors, accounting and direct marketing activities such as sending promotional or commercial information. The legal grounds are the execution of the agreement, the fulfilment of legal and regulatory obligations (such as the mandatory electronic attendance registration, the 30bis declaration of works, the attendance list or other obligations in public procurement, etc.) and/or our legitimate interest (such as for direct marketing). For electronic attendance registration, E-ID data or the Limosanummer (Limosanummer is a Belgian social security number) are also processed where applicable. 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.

Employee data

We process the personal data of our employees in the context of our personnel management and payroll administration. Given its specific nature, this processing is regulated in more detail in a Data Protection Policy for employees.

Other data

In addition to 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 sector, network contacts, contacts of experts, etc. The purposes of this processing are in the interest of our activities, direct marketing and public relations. The legal basis is our legitimate interest or, in some cases, the performance of a contract.

DURATION OF PROCESSING

We store and process personal data for a period that is necessary for the purposes of the processing and in function of the (contractual or non-contractual) relationship we have with you.

Customer data and data from suppliers or subcontractors will in any case be removed from our systems after a period of seven years following the termination of the agreement or project, except for personal data that we are required to retain for longer on the basis of specific legislation or in the event of an ongoing dispute for which the personal data is still necessary.

RIGHTS

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

  • Right of access and inspection: you have the right to inspect the data we hold about you free of charge and to check what it is used for.
  • Right to rectification: you have the right to obtain rectification (correction) of your inaccurate personal data, as well as to complete incomplete personal data.
  • Right to erasure or restriction: you have the right to request that we erase your personal data or restrict its processing in the circumstances and under the conditions set out in the General Data Protection Regulation. We may refuse to erase or restrict any personal data that is necessary for us to comply with a legal obligation, to perform the agreement or to pursue our legitimate interests, 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, commonly used and machine-readable format. 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 on serious and legitimate grounds. Please note, however, that you cannot object to the processing of personal data that is necessary for us to comply with a legal obligation, to perform the agreement or to pursue our legitimate interests, 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. This personal data will then only 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 include profiling and that you will not be subject to fully automated decisions.

You can exercise the aforementioned rights by contacting POULEYN N.V.

We make every effort to handle your personal data in a careful and legitimate manner in accordance with the applicable regulations. If you nevertheless believe that your rights have been violated and your concerns have not been addressed within our company, you are free to lodge a complaint with:

Commission for the Protection of Privacy Drukpersstraat 35, 1000 Brussels

Tel. 02 274 48 00

Fax. 02 274 48 35

Email: commission@privacycommission.be

You may also take legal action if you believe that you have suffered damage as a result of the processing of your personal data.

TRANSFER TO THIRD PARTIES

Certain personal data collected by us will be transferred to and possibly processed by third-party service providers, such as our IT supplier, accountant, auditor, as well as by the government (e.g. for the 30bis declaration of works, electronic attendance registration or competing for government contracts).

One or more of the above-mentioned 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 this data for the purposes for which it was provided.

If necessary, your personal data may be transferred to other third parties. This may be the case, for example, if we were to be wholly or partially reorganised, our activities were to be transferred or if we were to be declared bankrupt. It is also possible that personal data may have to be transferred pursuant to a court order or to comply with a specific legal obligation. In that case, we will make reasonable efforts to inform you in advance of this disclosure to other third parties. However, you acknowledge and understand that in certain circumstances this may not always be technically or commercially feasible, or that legal restrictions may apply.

Under no circumstances will we sell your personal data or make it commercially available to direct marketing agencies or similar service providers, unless we have your prior consent.

TECHNICAL AND ORGANISATIONAL MEASURES

We take the necessary technical and organisational measures to process your personal data in accordance with an adequate level of security and to protect it against destruction, loss, falsification, alteration, unauthorised access or accidental disclosure to third parties, as well as any other unauthorised processing of this data.

Under no circumstances can POULEYN N.V. be held liable for any direct or indirect damage resulting from incorrect or unlawful use of personal data by a third party.

ACCESS BY THIRD PARTIES

For the purpose of processing your personal data, we grant access to your personal data to our employees, staff and appointees. We guarantee a similar level of protection by imposing contractual obligations on these employees, staff and appointees that are similar to those in this Data Protection Notice.

ANY QUESTIONS?

If, after reading this Data Protection Notice, you have any further questions or comments regarding the collection and processing of your personal data, please contact POULEYN N.V. either by post at the above address or by email at info@pouleyn.be.