Protection of personal data

Information regarding ‘Serviplast data protection’

1. Introduction

Serviplast SCRL FS, with its registered office is located in 6600 Bastogne, at rue du Marché Couvert 42,

Serviplast Outillage SA, with its registered office is located in 7170 Manage, at rue du Chénia 2,

Servi-Titres SCRL FS, with its registered office is located in 6600 Bastogne, at rue du Marché Couvert 42,

Hereinafter referred to as ‘Serviplast ’,

attach great importance to the safe, transparent and confidential collection and processing of your personal data. In particular we wish to protect the data regarding our clients, subcontractors and suppliers, notably against losses, breaches, errors, and unauthorized access or processing.

This data protection information document has been drawn up to provide details regarding the collection and processing of your personal data.

We would ask you to read this data protection information document carefully, as it contains important information regarding the way in which we process your personal data and the reason why we do so.

When providing your personal data, you explicitly declare that you have familiarized yourself with this data protection information document and explicitly accept both the contents thereof and the processing itself.

2. Scope

This data protection information document covers all the services provided by ourselves, and in more general terms all the activities we carry out.

3. The process controller and its commitments

Serviplast is the process controller for your personal data.

During the collection and processing of your personal data, we will comply with Belgian legislation on the protection of personal data, as well as the general data protection regulations (GDPR), as from the date they come into force, the 25th May 2018.

4. Personal data

Depending on your activities, and relations with your company, you may provide us with the following personal data: your identity and contact details (name, title, postal address, email address, telephone number, mobile phone number). To enable the fulfilment of certain specific legal obligations (electronic attendance records, ‘30bis’ declaration of work), you may be required to provide us with additional data.

For the purposes of online commercial transactions, you will also have to send us your bank details.

We should remind you that you are responsible for all the data we receive from you, and that we rely on the accuracy thereof. If your data are not up to date, we would ask you to let us know immediately.

You are not required to provide your personal data, but please understand that it will be impossible to offer certain services or to work in collaboration if you do not agree to the collection and processing of certain data.

5. Purpose of the processing and legal basis

5.1. Data regarding client

Within the context of our services and our activities, we collect and process identity and contact details from our clients and principals, from their personnel, associates, agents and from any other relevant contacts. These processing operations are carried out for the purposes of fulfilling orders and implementing agreements, contracts and conventions with our customers, customer management, accounts and direct marketing activities, such as the sending of promotional and commercial information. The legal bases for this are the execution of a contract, the fulfilment of legal and regulatory obligations (such as the ‘30bis’ declaration of work) and / or our legitimate interests.

5.2. Data regarding suppliers and subcontractors

We collect and process identity and contact details from our suppliers and subcontractors, and from any (sub)subcontractor(s) working for them, from their personnel, associates, agents and any other relevant contacts. These processing operations are carried out for the purposes of implementing this agreement, managing suppliers / subcontractors, accounts and direct marketing activities, such as the sending of promotional and commercial information. The legal bases for this are the execution of a contract, the fulfilment of legal and regulatory obligations (such as electronic attendance records, ‘30bis’ declaration of work, attendance lists or other obligations applicable in the case of procurement contracts, etc.) and / or our legitimate interests (for example for the purposes of direct marketing). If electronic attendance records are to be deployed, E-ID data or the Limosa number shall be processed. For direct marketing using emails (involving newsletters or invitations to events), authorization shall always be sought, and may be withdrawn at any time.

5.3. Data regarding employees’ personal data

We process employees’ personal data within the context of our personnel and payroll management. In view of its specific nature, this data processing is carried out in a more structured manner in line with an employee data protection policy.

5.4. Other Data

In addition to the data regarding clients, suppliers/subcontractors and employees, we also process personal data relating to other individuals, such as new / prospective clients, useful contacts in our sector, networking contacts, expert contacts, etc. These processing operations are carried out to further our activities, our direct marketing and our public relations. The legal bases for them are our legitimate interests or in certain cases the execution of a contract.

6. Duration of processing operations

The personal data are stored and processed by us for the period required in order to achieve the objectives of the processing and in view of the relations (contractual or otherwise) between us.

The data regarding clients and suppliers or subcontractors shall in all cases be removed from our systems 5 years after cancellation of the contract / the end of the project, except in the case of personal data that we are required to retain for a longer period under specific legislation or in the event of an ongoing dispute for which the personal data are required.

7. Rights

In compliance with, and according to, the conditions laid down by Belgian legislation on data protection and the provisions of the general data protection regulations, we hereby inform you that you have the following rights:

Right to access: :you have the right to examine, free of charge, the data that we hold regarding yourself and to verify the purposes for which they are being used.

Right to rectify :you have the right to obtain rectification (correction) of inaccurate personal data concerning you, as well as the right to add to incomplete personal data.

Right to be forgotten or to limitation of data : you have the right to ask us to delete the personal data concerning you and to restrict the processing of these data under the circumstances and conditions stipulated in the general data protection regulations. We may refuse to delete or restrict data that we require for the processing of salaries, the fulfilment of a legal obligation, the execution of an employment contract, or the furthering of our legitimate interests, provided these data are required in order to achieve the objectives for which they were collected.

Right to data portability : you have the right to obtain the personal data concerning you and provided by you, in a format that is structured, widely used and machine-readable. You have the right to transfer these data to another process controller.

Right to object : you have the right to object on serious and legitimate grounds to the processing of your personal data. You cannot however object to the processing of data that we require for the fulfilment of a legal obligation, the execution of an employment contract, or the furthering of our legitimate interests, provided these data are required in order to achieve the objectives for which they were collected.

Right to withdraw consent :while the processing of personal data is based upon prior consent, you have the right to withdraw this consent. In such an event, these personal data will only be processed if we have another legal basis for this.

Automated 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 may exercise the above rights by contacting Serviplast – your contact person for this purpose is Mrs. Christelle Volvert who may be reached on : 061/240.684 or via :we confirm that the processing of personal data does not include profiling, and that you will not be subject to fully automated decisions.

You may exercise the above rights by contacting Serviplast – your contact person for this purpose is Mrs. Christelle Volvert who may be reached on : 061/240.684 or via christelle.volvert@serviplast.be

We are doing all we can to ensure that your personal data is processed in a meticulous and legitimate manner, in compliance with the applicable regulations.

If however you consider that your rights have not been respected, and that your concerns are not being addressed in our company, you are free to lodge a complaint with :

Commission de la protection de la vie privée – (Commission for the protection of privacy)
Rue de la Presse 35, 1000 Bruxelles Tel. 02 274 48 00 Fax. 02 274 48 35 Email : commission@privacycommission.be

You are also entitled to take legal action if you consider that you or your interests have been harmed by the processing of your personal data.

8. Transfers of Data to third parties

Certain personal data regarding staff collected by the Employer shall be transferred to – and may be processed by – third parties such as our IT provider, accountant, inspector and secretarial service and the government (for example in ‘30bis’ declarations of work, electronic attendance records, or the allocation of procurement contracts, etc.). It is possible that one or more of the third parties will be located outside the European Economic Area (‘ EEA ’). However, personal data shall only be sent to external countries with an adequate level of protection.

The employees, managers and / or representatives of the above service providers or institutions, as well as the specialized service providers designated by these organizations, are required to respect the confidential nature of your personal data, and may only use said data for the purposes for which they were provided.

If necessary the personal data may be transmitted to other third parties. This may take place in the event of a partial or comprehensive reorganization of our company, if our activities are transferred, or in the event of a declaration of bankruptcy. There may also be a requirement to transfer the personal data under the terms of an injunction or in order to fulfil a specific legal obligation. In such an event, we shall do all we can to provide you with advance notice of this transfer to third parties. You will however recognize and understand that in certain circumstances, this is not technically and commercially feasible, and that legal restrictions may also apply.

We shall not under any circumstances sell your personal data and nor shall we make them available to direct marketing companies or to the providers of similar services, unless you agree to this in advance.

9. Technical and organizational measures

We implement various technical and organizational measures in order to process the data with an adequate level of security and to protect the personal data against destruction, loss, falsification, unauthorized access and inadvertent notifications to third parties, and against any unauthorized processing.

Under no circumstances may Serviplast be held liable for any direct or indirect loss caused by inadvertent or illicit use of the personal data by a third party.

10. Access by third parties

To enable the processing of your personal data, we allow our employees, associates and agents access to said personal data. We guarantee a similar level of protection by imposing contractual obligations upon these employees, associates and agents that resemble those described in the data protection notice.

11. Any questions?

If after reading this data protection information document you have any further questions concerning the collection and processing of your personal data, please contact Mrs. Christelle Volvert on 061/240.684 or via christelle.volvert@serviplast.be