Privacy statement

1. Introduction

1. Who are we?

Vertimac BV (hereinafter "Vertimac", "we", or "us") attaches great importance to your privacy and considers it important that your details (hereinafter "your data") are treated with the necessary care and confidentiality at all times.

This privacy statement (hereinafter referred to as "Privacy Statement") explains how we process your data and what your rights are in this respect. If you still have questions after reading this Privacy Statement, you can of course always contact us using the contact details below:

• By post: Vertimac, Industrielaan 30, 8790 Waregem, Belgium

• By email:             privacy@vertimac.com 

• Telephone: 056 77 26 66

2. What is meant by 'processing data'?

The processing of your data includes any processing of data that may identify you as a natural person. You can read more about which data this involves in this Privacy Statement. The term "processing" is very broad and covers, among other things, the collection, storage, use or distribution of your data.

3. Who and when does this Privacy Statement apply to?

This Privacy Statement applies in cases where Vertimac is responsible for processing your data. This means that Vertimac determines the purpose and means (or the "why" and "how") of processing your data.

In concrete terms, this Privacy Statement applies to the processing of data relating to our website visitors, prospects, customers, business partners, employees and job applicants. If it concerns a company, we still process data of our contact persons at these companies.

For the processing of data through the use of cookies, we refer to our Cookie Statement, which forms an integral part of this Privacy Statement.

2. What we do with your data

1. When do we collect your data?

We may process data about you if:

• you visit or use our website www.vertimac.com (hereinafter the "Website") or our platform order.vertimac.com (hereinafter the "Platform");
• you contact us or have contacted us;
  • E.g. filling in our contact form on the Website;
  • E.g. a visit to our premises;
• we deliver or have delivered one of our products and/or services to you, whereby you may have placed your order via the Platform;
• you are our contact for one of our prospects, customers or business partners;
• we could supply products and/or services to you in the future;
• You are one of our employees, either as an employee or on a self-employed basis;
• you contact us with a view to starting an application procedure;
• You as an applicant will be referred to us via selection or temporary employment agencies, among other things.

2. What data can we collect?

Below we clarify what data we can process about you. Depending on your relationship with Vertimac, and the specific situation, we will not process all of your data below.

Users of the Website and Platform

• Electronic Identification Information: including IP address, browser type, location information, mobile device login information;
• information about your use of the Website and the Platform: including how you arrive at the Website or the Platform, the web pages visited, the way you navigate on the web pages visited.

As we rely on the use of cookies to process the above data, please refer to our Cookie Statement for further explanation.

(Contacts at) Prospects, customers and business partners; employees and applicants

• identification data: inter alia, identity card data, a copy of your identity card (e.g. to verify your identity when you wish to exercise one of your rights as a data subject on the basis of the GDPR);
• contact information: e.g. surname, first name, address, e-mail address, telephone number, position;
• contact history: communications sent and received (e.g. e-mail messages, messages sent via the contact form on our Website);
• image recordings: including still images or video images in the context of camera surveillance images;

For the following categories of persons, we may additionally process the data below:

Customers

• data relating to criminal convictions and offences: including traffic offences with rented equipment.

Employees

• contact details of your loved ones;
• personal details: including age, sex, date of birth, place of birth, marital status, nationality;
• work-related data: e.g. curriculum vitae, education, certificates, language knowledge, professional career, professional activities, professional skills, publications, salary, assessment & development reports, work schedules, leave policy;
• your professional e-mail communications and your use of the Internet and IT devices
• information relating to your recruitment: including date of recruitment, method of recruitment, source of recruitment, references, details of any probationary period;
• data relating to the termination of the employment relationship or our cooperation: e.g. date of departure, reason for departure, given notice period, termination conditions;
• personality profile: including hobbies, social activities, personality;
• Pictures: e.g., photographs or video footage taken as part of business operations (e.g. for your profile on our Website, news items on our Website, company videos or other external business communications), photographs or video footage that fall outside the scope of our business operations (e.g., staff parties, team building);
• medical data: including doctor's notes, reports and administration in case of accidents at work, reports from the occupational physician;
• data relating to criminal convictions and offences: including traffic offences involving commercial vehicles.

Applicants

• personal details: including age, sex, date of birth, place of birth, marital status, nationality;
• work-related data: e.g. curriculum vitae, training courses, certificates and scoring lists, language skills, professional career, publications;
• personality profile: including motivation, hobbies, social activities, personality;
• Pictures: including photographs or video images that you yourself would provide to us in the context of your application;
• contact details of your references.

3. What are the legal grounds we use to process your data?

General

We will only process your data for legitimate purposes, the processing of which will always be based on the legal grounds listed in the General Data Protection Regulation (the GTC or GDPR). The legal grounds on which we rely are explained below according to your relationship with Vertimac.

Where we rely on your consent, you can withdraw it at any time by contacting us. If you withdraw your consent verbally, please confirm this in writing, by e-mail or by letter.

Where we rely on the legal grounds for processing our legitimate interests, we will limit the impact this may have on your privacy by minimising our use of the data concerned and taking adequate measures to prevent unauthorised use, such as access and security measures. In addition, you always have the right to object to the processing of your data based on our legitimate interests.

(Contacts at) Prospects, customers and business partners

Within the framework of our commercial activities, we process your data because it is necessary for the conclusion, execution or termination of an agreement with our customers and business partners and in order to be able to provide you with our products and/or services. In addition, if necessary, the processing is based on your consent. Where relevant, we also process your data in order to comply with our legal obligations. This is the case, for example, when we are obliged to disclose the identity of the driver of equipment rented by us to the competent services if a traffic offence has been committed.

Finally, we use your data on the basis of our legitimate interests, which in specific cases outweigh any possible prejudice to your rights. In the context of our commercial relationships, for example, we use your contact details to send you newsletters if you are already a customer of ours or have already taken the first step towards possibly purchasing a product or service from us. You always have the possibility to unsubscribe via the link provided at the bottom of each such e-mail. In addition, it is possible that we will contact you after the delivery of a product or service in order to obtain your feedback as our customer or business partner. On this basis, we can evaluate our commercial activities and improve the offer.

Employees

Within the framework of the management of our employees, we process your data as this is necessary for the execution of the employment or cooperation agreement we have concluded with each other. We also process your data in order to comply with our legal obligations as an employer.

In addition, on the basis of our legitimate interests as a company, we may also take photographs and/or video footage on which you may be depicted within the context of our business operations or activities that fall outside that context (e.g. staff parties or team building). These images can be made available internally via our intranet. However, if we wish to use photographs or video images of you (also) displayed in external company communications (e.g. for your profile on our website, company videos or other external company communications), we will ask your permission before such use.

We process your medical data on the basis of, among other things, our obligations in the field of employment law, for the purposes of occupational medicine and the assessment of your fitness for work.

We will only process your data relating to criminal convictions and offences to the extent permitted by law and other applicable regulations, in particular to the extent necessary for the management of our own disputes, or to indicate that we should not be involved in such disputes.

Applicants

As part of an application procedure, we process your data on the basis of your consent.

When you apply through an intermediary (e.g. a selection or temporary employment agency), you grant, within the limits of their own privacy policy and statement, permission, if applicable, to this intermediary to transfer the data to us so that we can consider your application.

4. What do we collect your data for?

We collect your data for various purposes. A distinction is made below between the processing of data relating to our prospects, customers, business partners and applicants on the one hand and our employees on the other hand.

(Contacts at) Prospects, customers and business partners; applicants

• Operational purposes: among other things, for the optimisation of our websites, statistical purposes and market research, in order to keep our services user-friendly, answering your contact question, considering your application;
• business purposes: inter alia, to communicate with you about our products and/or services and to deliver them to you or have them used by you, to inform you about our policies and general terms and conditions, to develop and manage relationships with our potential and existing customers, to invoice for delivered products and/or services.
• commercial purposes: among other things, sending marketing communications by e-mail or by post (e.g. newsletters) to register your subscription to one of the events organised by us.
• Legal or legal purposes: including for legal reasons and procedures, to comply with laws and governmental orders; or to comply with our internal and external audit requirements, information security, or to protect or enforce our rights, privacy, security or property or those of other persons.

Employees

• operational purposes: among other things, contacting you, keeping track of your e-mails and documents in the context of your job, security purposes such as access control, compliance with our legal obligations to, among others, the tax and social authorities;
• Business purposes: among other things, managing employment relationships with our employees, managing the collaboration with our consultants, performing our obligations under the employment or consultancy agreement (e.g. payroll administration), monitoring employment performance, exchanging data with leasing companies for company cars and insurers.
• Commercial purposes: e.g. the use of your photo in external business communication.

If we wish to process your data for a purpose other than that for which the data was obtained, we will contact you before further processing that data.

5. How long do we keep your data?

We will not retain your data longer than necessary for the purpose for which the data were collected or are processed.

If it is no longer necessary to process your data, we will delete or anonymise it. If this is (technically) impossible, for example because your data is stored in backup archives, we will keep your data but will not further process it and delete it whenever possible.

As part of an application procedure, we will keep your details for a reasonable period of time in the event of initial failure to cooperate. We will do this in order to be able to inform you during this period of any new and suitable career opportunities within Vertimac.

6. From whom do we receive your data?

We obtain your data directly from you, from public sources or from third parties (e.g. from a selection or temporary employment agency if you apply to us through such an agency).

When we obtain your information from third parties, we have partnerships with various partners such as companies that specialise in gathering company information or providing prospecting lists, and other data suppliers. When we receive information from a third party, we do so within the limits of that third party's own privacy policy and statement.

When we obtain your data from public sources, this includes consulting the Crossroads Bank for Enterprises, press releases and other publicly available information. This may involve, for example, consulting your profile on professional social media channels in the context of an application.

In addition, some data is collected when using our website through the use of cookies or similar technologies. Please refer to our Cookie Statement for further explanation.

7. Where do we store your data?

We store your data mainly on our internal and highly secured data server.

However, we outsource part of our processing, including the management of our Website and Platform, to third parties. Any external service providers act as data processors took us (see point G).

We and our processors have taken the necessary physical and appropriate technical and organisational (precautionary) measures to safeguard your data against loss or any form of unlawful processing. We restrict access to data to staff and third parties if they need access for legitimate, relevant business purposes.

8. Do we share your data with third parties?

We will not pass on your data to third parties, unless we are obliged to do so by law, you have given your consent, or it is necessary for one of our aforementioned purposes. When it comes to compliance with our legal obligations, we point out as an example the obligation to disclose the identity of the driver of our rented equipment if the hirer commits a traffic offence in doing so.

Where necessary, we make use of external service providers, so-called "processors", to support our operational purposes such as providing our services, managing our IT systems or executing any other (internal) business processes such as keeping track of our customer and personnel files. If necessary, these external service providers carry out certain processing of data on our behalf. We will only share your data with these external service providers to the extent that this is necessary for the purpose in question. The data may not be used by them for other purposes. In addition, these service providers are contractually bound to ensure the confidentiality of your data by means of a so-called "processing agreement" concluded with these parties. 

If we transfer your data to processors who process them outside the European Economic Area, this will only be done to countries where the European Commission has confirmed that they ensure an adequate level of protection for your data, or where other measures have been taken to ensure the lawful processing of your data in these third countries.

3. What are your rights?

You have various rights with regard to the data we process about you. If you wish to invoke one of the following rights, please contact us using the contact details given in the last title of this Privacy Statement.

1. Right of inspection and copy

You have the right to view your data and to receive a copy. This right also includes the possibility to request further information about the processing of your data, including the categories of data that are processed about you and for what purposes.

E.g. you request a copy of the data we process from you.

2. Right of adaptation or rectification

You have the right to have your data adjusted if you believe that we have incorrect data at our disposal.

E.g. you want to change your e-mail address in our system when you switch to another provider.

3. Right of data exchange (right to oblivion)

You have the right to request that we delete your data without unreasonable delay.

However, we will not always be able to comply with such a request, for example when the keeping of certain data for a certain period of time is required by law.

E.g. you would like us to delete all data that you have provided to us in the context of your application.

4. Right to restrict processing

You have the right to limit the processing of your data. In this way, the processing is temporarily halted until, for example, there is certainty as to its correctness.

E.g. you are going to switch to another telecom provider, which will give you a new phone number. You wish to stop processing until you have passed on this new number to us, so that we do not try to contact you on your deactivated number.

5. Right of objection

You have the right to object to the processing of your data based on our legitimate interests. This should be done on the basis of specific reasons related to your situation. In this case, we must stop the processing, unless we have compelling legitimate grounds to continue processing.

However, you can always object to the use of your data for direct marketing purposes, after which we are obliged to stop processing for these purposes.

E.g. you oppose the use of your data for marketing purposes (e.g. sending newsletters).

6. Right to transferability

You have the right to obtain your data, which you have provided to us yourself, in a structured, common and machine-readable form. In this way they can easily be transferred to another organisation.

You also have the right to request us to transfer your data directly to another organisation.

However, we will not always be able to grant such a request. For example, it may be technically impossible to transfer the data concerned directly to another organisation.

E.g. you ask us to transfer the data you have provided to us in the context of an application to yourself and a temporary employment agency.

However, the exercise of the above rights is subject to certain exceptions in order to protect the public interest, our interests and the interests of other individuals.

When you make a request to exercise your rights, if we have doubts about your identity, we will ask you to verify it. For this purpose, we will request documents that allow your identification without reasonable doubt, such as a copy of your identity card. We will do this to prevent your information from ending up in the wrong hands. You can then delete irrelevant data, such as your national registry number and photo.

The exercise of your rights is in principle free of charge. However, if your request is manifestly unfounded or excessive, we may charge you a reasonable fee in the light of the administrative costs incurred by us. In the same case, however, we may choose not to comply with your request. If necessary, you will be informed of the reasons for this.

In any case, we will always inform you within a period of 1 month after receipt of your request at the latest. In case of complex or frequent requests, this period can be extended to 3 months. In the latter case, you will be informed of the extension of the response time.

4. Amendments to the Privacy Statement

We may unilaterally decide to make changes to this privacy statement. The most recent version is available at all times on our Website and Platform. The date on which our Privacy Statement was last amended can be found at the bottom of this page.

5. What are your complaint options as a person involved?

Despite our best efforts to protect your privacy and to comply with the relevant legislation, it is possible that you do not agree with the way in which we collect, use and/or process your data.

Of course you can always contact us in that case, but you also have other complaint options.

First of all, we would like to point out our contact details again:

• By post: Vertimac, Industrielaan 30, 8790 Waregem, Belgium

• By email:             privacy@vertimac.com 

• Telephone: 056 77 26 66

You can also lodge a complaint with the Data Protection Authority at any time. For more information, please visit the following page: www.gegevensbeschermingsautoriteit.be/verzoek-klacht-indienen. The Data Protection Authority can be reached via the contact details below:

- by phone: +32 (0)2 274 48 00

- by fax: +32 (0)2 274 48 35

- by e-mail:           contact@apd-gba.be

- by letter:              Data Protection Authority

Press Street 35

1000 Brussels

If you should suffer damage, it is also always possible to bring a claim for damages before the competent court.

For more information regarding complaints and redress options, we invite you to consult the website of the Data Protection Authority: www.gegevensbeschermingsautoriteit.be

Last modified on: 28/07/2020