Online-Onsite BV respects your privacy:
2. What does “data processing” mean and who is responsible for it?
“Data processing” is understood to mean any personal data processing. “Personal data” are any data that can identify a natural person (see further details below). The concept of “processing” entails matters such as collecting, recording, organising, storing, adapting, altering, retrieving, consulting, using, disseminating or otherwise making available in any manner, aligning, combining, archiving, erasing or eventually destroying personal data.
Online-Onsite BV is responsible for processing your personal data.
3. Which data do we process?
We process matters such as personal data. These are data that relate to an identifiable person (the “data subject”) and that you personally give us;
that we allocate to you to use our products and services;
that we acquire by using our products and services, including the use by end users or;
that we have received through third parties.
All data that we collect can be combined with one another to optimise what our range on offer and our service provision.
THERE ARE DIFFERENT TYPES OF PERSONAL DATA:
User data: we can use these to identify or contact you. Example: your name, address, telephone number, language preference, copy of the front of your identity card, gender, email address, age, family composition and any other preferences that you disclose by way of social media, actions, mobile applications, competitions, etc., including your financial data and data relating to your creditworthiness;
Technical data: we need these to enable our products and services to function properly.
Traffic data: we need these special technical data to finalise your traffic by way of electronic communication systems, such as you anonymised IP address or MAC address;
location data: these data enable us to establish the location of your SIM card. Location data indicate to which transmission mast your mobile device or tablet is connected;
Data regarding your use: the data that we receive when you use our products and services, e.g. which products you buy. We use these data, for example, to be able to correctly invoice you as a client and to offer you a better and personalised experience.
Online-Onsite does not process any sensitive data such as data relating to racial or ethnic origin, political opinions, sexual preferences and health.
4. What do we use these data for?
We process personal data for various purposes, in each case of which only those data that are essential to achieve the intended purpose are processed.
FOR EXAMPLE, WE USE PERSONAL DATA:
When we have obtained permission;
Within the context of preparing or executing a contract;
To comply with the statutory or regulatory provisions to which we are subjected; and
where Online-Onsite has a legitimate interest to do so, in which case we always make every effort to achieve a balance between such interests and the respect of the data subject’s privacy.
Subject to your consent and to the extent required, we collect personal data for the following practical purposes:
to deal with your request for our products/services. We need your address data when you visit our website to gather information about our products/services or, for example, when you log in to our newsletter. We only use any information that we receive about you during this phase to provide you with the requested information and in the way you want.
To continually improve our products and services. We can process the data regarding your use to evaluate and improve the range we have on offer. Example: we look what type of hardware you have to optimise the use of our apps or websites. This enables us to better attune our products and services to you.
For the sake of everyone’s safety, our surveillance cameras in and around our offices and branches may also filmed you. These images are only filed for the purposes of keeping goods and people safe and to avoid misuse, fraud and other violations of which our clients, visitors and/or we personally may become victims (we put up pictogram signs containing our contact data and showing where the cameras are).
To monitor our performance. We can use your data and profile to evaluate our products and services. That entails matters such as the following: asking for feedback on our services (via market research, for example), data that we obtain during discussions or interventions, our answers to clients’ questions, etc.
To comply with our statutory obligations. In many cases, such as for general tax and accounting matters, we are obliged by law to store certain personal data and/or disclose them to government institutions. We may be obliged to confidentially disclose certain data to the necessary government institutions within the context of a police or judicial investigation.
To keep a record of studies, tests and statistics for matters such as trend analysis. We can use your anonymous, aggregated data, for example, to report internally and externally on the use of our products/services. The data that we use for this purpose cannot be traced back to a particular individual. We use the information that we obtain from these analyses to evaluate our current products and services portfolio and our processes and to adjust them.
If you do not want your data to be processed for marketing purposes, you can communicate as much by sending an email to such effect to firstname.lastname@example.org.
When you use third parties’ services such as chat, third-party websites, forums, social media, newsgroups and/or apps by way of our websites or online tools, Online-Onsite does not have any control over, nor are we responsible for, the information that you put on them.
5. How do we secure your data?
Our employees are trained to handle your confidential data appropriately. The security level and protection of personal data are also evaluated in the case of privacy-sensitive projects.
With regard to securing your data, we employ specific people who ensure that there is compliance with the legislation and our ethical aspirations. We also employ specialised people who assume responsibility for our network security, our infrastructure and our computer systems. In addition, we use all types of technical measures to protect your personal data, such as: protection by means of a password, hard disk encryption software, firewalls, antivirus, intrusion and anomaly detection and access controls for our employees. If there is a data breach having adverse consequences for your personal data, then you will be personally warned in the circumstances provided for by law.
The number of employees in our company who have access to your personal information is restricted and carefully selected. These employees are granted access to your personal information to the extent that they need such information to properly fulfil their tasks.
The existence and content of the personal communication conducted through our network (such as land-line and mobile phone conversations, emails and SMS messages) are protected by the provisions on telecommunication confidentiality. That means that, apart from the exceptions listed by the law, Online-Onsite and its employees may not learn of the existence or content of such communication.
We do not sell any personal data to third parties, nor do we transmit them to third parties except:
where this is necessary to provide our services. We work with third parties or engage subcontractors for some aspects of our products and services, such as storing electronic invoices. Your data are transmitted only for the same purposes as those for Online-Onsite. We ensure that they, like us, manage your data safely, with due respect and with due diligence and care.
where there is a legitimate interest for Online-Onsite or the third party involved. This is done only on condition that your interests or fundamental rights and freedoms are not prevalent.
where you give us your consent to do so. If Online-Onsite transmits personal data to third parties in any other manner, that will be done with explicit communication in which an explanation is provided about the third party, the purposes for the transmission and processing. We will obtain your explicit consent if required by law. You also always have the possibility of objecting.
With regard to the international personal data transmission, we protect your data in conformity with the protection level required by the European regulations.
In some cases, we use anonymous, aggregated data for commercial purposes or for external reporting. Such data can never be traced back to a particular individual.
6. How do you determine which personal data we may use and how?
If we want to collect your personal data for specific purposes, then we will always inform you about this, and, if required by law, ask your consent in the communication that we disseminate in this regard.
7. What are your rights and how can you exercise them?
A. RIGHT TO ACCESS
You always have a (free) right to access the data that we have about you. You can ask us the following:
whether we process personal data about you;
why we process them;
what categories of personal data we process;
with what categories of third parties we share your personal data;
what the origin of the personal data is; and
what logic we use when we process certain personal data automatically.
You can exercise this right by way of the procedure below which, based on legal terminology, we refer to as “Subject Access Request” or “SAR”.
For this purpose, you must send an email to email@example.com.
You must attach proof of your identity (preferably a copy of the front of your identity card) to your request to exercise your right and to prevent any unlawful disclosure of your personal data.
Online-Onsite has 45 days to answer your request. Take into account that this period only starts running when Online-Onsite has received your written request and when it has all the required information to fulfil your request.
If you have any reason to assume that Online-Onsite has not dealt correctly with your request, then please take this matter up with the Online-Onsite business manager at firstname.lastname@example.org, so that we can examine the matter together with you.
You have the right to file a complaint with the Privacy Commission at email@example.com if Online-Onsite does not react to your request, if it refuses such request or if the answer does not meet your expectations.
B. RIGHT TO RECTIFICATION AND ERASURE
You have the right to have full, incorrect, inappropriate or obsolete personal data removed or changed. You can contact us at firstname.lastname@example.org to do so.
We will then adjust or erase such information within the periods laid down by law, where necessary. Take into account, however, that, depending on what you request, we will sometimes no longer be able to offer you some services. We are not always able to erase all requested data either, for example, because we are legally obliged to store certain data for certain periods.
C. RIGHT TO OBJECT TO THE PROCESSING OF YOUR DATA FOR DIRECT MARKETING
You always have the right to object to the use of your personal data for direct marketing purposes. To do so, you can always contact Online-Onsite personally at email@example.com or you can do the following:
for commercial telephone calls: personally enter your name in the “Do-not-call-me-any-more list”(www.bel-me-niet-meer.be).
For commercial letters: enter your name on the Robinson list (www.robinsonlist.be).
For commercial SMS messages: by sending the answer “STOP” to the number from which you received the message;
For commercial emails: via the unsubscribe option in the respective email. To make email campaigns more efficient, we use software to measure whether our emails have been opened and which links were clicked;
For newsletters and e-invoicing: at firstname.lastname@example.org
Please note: we reserve the right to contact you electronically within the scope of executing your contract or if the law obliges us to do so.
Online-Onsite ensures that there are appropriate organisational and technical measures to secure personal data. We may not store personal data longer than necessary to achieve the purposes for which we collect them. The storage period may therefore differ according to the purpose. The period may sometimes be long, for example to comply with our statutory obligations (for example, we are obliged to keep invoicing data for a maximum of 7 years to meet our accounting and tax obligations) or, for legal necessity, to store certain data as proof, for a maximum of 10 years after your contract has been terminated, or for 30 years within the scope of our damage guarantee. Such archived data are, of course, only accessible for a limited period.
Personal data are anonymised or erased after the applicable storage period(s) has (have) expired.
8. What about our websites, cookies and mobile apps?
You can visit our websites without sharing your personal data. With your consent (to the extent necessary), we can inform you as a visitor to our websites of our personalised offer of products and services. Some components or functions are reserved for Online-Onsite clients or visitors having an account. We will then identify your anonymised IP address and link it to your client data.
For the purpose of optimising the service provisions, we can further supplement your client data with the data that we derive from the cookies following your use of our websites.
What are cookies?
Cookies can be stored both by Online-Onsite and by other parties. When we allow third parties to store cookies on our websites, then such parties must contractually guarantee a secure connection by means of which the data are exchanged.
What types of cookies do we use?
Indispensable cookies: are necessary to use the website and to ensure that there is safe identity control. Example: website navigation, shopping cart content, access to personal data, etc.
Functional cookies: facilitate website functioning and provide a personalised surfing experience by means of, for example, remembering login names, passwords, the content of your shopping cart, previously chosen selections and preferences – such as language preference.
Analytical cookies: ensure that we can analyse our websites. This enables us to know how many visitors visit our website, how long they stay there, what they clicked, which components are popular, etc. We can also see which web pages are not visited very often and what problems visitors encounter. This allows us to continuously improve our websites. To do so, we also deploy third-party cookies such as Google Analytics and Google Tag Manager. The information generated about your behavioural use on our websites is collected anonymously (by removing the last 8 characters from your IP address) and transferred to and by Google, where they are filed on servers in the United States. Google then analyses these anonymised data on our behalf and returns all aggregated data to us. Google does not link your anonymised IP address to other data that they have registered.
Performance cookies: collect visitors’ data to improve the website. Example: counting visitors, listing popular web pages, etc.
Advertisement cookies: adjust the advertisements based on your surfing behaviour, demographic and user data.
Remarketing cookies: our website uses remarketing cookies to show you personalised advertisements and/or interest-based advertisements for a particular period (up to 90 days). For more information about these cookies: Google Remarketing (Adwords/Dynamic Remarketing), LinkedIn and Facebook
Profiling cookies: cookies that contribute to the formation of targeted messages on our website.
You can reject our cookies on your first visit if you so wish. Furthermore, you can disable all the installed cookies or remove them from your computer or mobile end device via your browser settings (mostly under “Help” or “Internet Options”). Every type of browser has its own way of managing cookies. You can find the information on the website of the browser that you use. Remember that changing the settings can cause the Online-Onsite websites and other websites to stop functioning properly.
OTHER TECHNOLOGICAL RESOURCES
To measure and improve the success of our advertising campaigns, technologies such as web beacons and action tags count the number of visitors on our websites and/or apps pursuant to an advertisement on the third-party website. Particular pages on our websites also work with pixel tags. These pixels see, for example, what products you view on our websites. Based on that information, we can then show you relevant advertisements on Facebook and Google, for example.
WHY ARE THE COOKIES USED?
Cookies can be used to recognise you when you visit Online-Onsite, to remember your preferences and to offer you a personalised experience that corresponds to your settings.
Cookies also make your interaction with Online-Onsite quicker and safer. Cookies also allow us to show you advertisements, both on and off the Online-Onsite website, and provide you with functions via plug-ins of Online-Onsite, such as our Share button.
9. How can I contact Online-Onsite?
If you want to reach our customer service to adjust your privacy settings, then that can be done, for example, by sending an email to email@example.com.