PRIVACY STATEMENT

We at Evolence BV consider it extremely important to handle personal data with care. Personal data is therefore processed and secured by us in accordance with the GDPR. This privacy statement provides information about how we use your personal data. We reserve the right to amend this privacy statement. Any changes will be published on our website: www.evolence.eu (“Website”).

PERSONAL DATA

We provide technical and security-related services. In order to properly carry out these activities, it is sometimes necessary for us to process your personal data. Personal data refers to any information that can be directly or indirectly linked to you and that is collected through the use of our services.

Personal data is provided, for example, when entering into a service agreement, filling out a contact form on our website, or visiting our office. Only the data you provide directly, or data that is clearly provided for processing purposes, will be collected and stored.

IDENTITY

The data controller for the processing of your personal data is: Evolence BV, located at Santvoortbeeklaan 25, 2100 Deurne, Belgium.

TYPES OF PERSONAL DATA AND PURPOSES OF USE

Clients

Type of data:
Contact details of the client or their legal representatives (first name, last name, company name, title, address, city, phone number);
Financial data.

Purposes:
To execute the agreement and manage the resulting relationship;
Procurement of services and products from our suppliers;
Calculation, documentation of fees, payments, and debt collection;
Relationship management, marketing, client administration, and service purposes.

Legal basis:
Performance of the agreement with the client;
Compliance with legal (accounting) obligations;
Compliance with (contractual) obligations related to (professional liability) insurance;
Legitimate interest in providing services as efficiently as possible.

Retention period:
Up to 7 years after termination of the agreement.

Consequences of not providing data:
Without this data, we may not be able to fully execute the agreement.

Visitors to our office

Type of data:
Contact details of the visitor (first name, last name, company name, title, address, city, phone number);
Video surveillance footage.

Purposes:
Internal control and monitoring of safety in and around our premises.

Legal basis:
Legitimate interest in protecting property and ensuring the safety of visitors and staff.

Retention period:
Contact details are stored for up to 3 months, and video footage for up to 2 weeks after your visit.

Consequences of not providing data:
Without this data, access to our office may be denied.

Website users

Type of data:
Contact details (first name, last name, company name, title, address, city, phone number);
Message submitted by the user, including any personal data in the message;
Cookies (see section 6 of this privacy statement).

Purposes:
To handle your message or request;
Relationship management, marketing, and client administration.

Legal basis:
Legitimate interest in efficiently providing services to website users.

Retention period:
Data will be kept only as long as necessary to process the request, and never longer than 24 months.

Consequences of not providing data:
Without this data, we may be unable to process your request fully.

RETENTION PERIODS

We retain your personal data for the durations specified above, unless we are legally required to keep it longer or longer retention is essential for the execution of our services.

SHARING PERSONAL DATA WITH THIRD PARTIES

Your data will not be shared with third parties without your explicit consent, unless we are legally required to do so. If we grant access to third parties, we ensure that the data is only used for a relevant purpose and handled in accordance with applicable legal (confidentiality and security) obligations. Data processors are bound by processor agreements.

[Cookies from Google may be placed on our website as part of the “Google Analytics” service. This allows us to analyse how users interact with the website. Google may provide this information to third parties where legally required or where such third parties process data on Google’s behalf. We have signed a data processing agreement with Google, and we have disabled the sharing of IP addresses and the use of analytics data for other Google services.]

USE OF COOKIES

We use cookies to offer electronic services. A cookie is a small file sent with website pages and stored by your browser on your device. Cookies allow us to analyse user behaviour and improve our services. For more information about cookies and your rights, please refer to our cookie policy.

RIGHT TO ACCESS AND CORRECTION

You may object to the processing of your personal data if you believe it is not necessary for our services or legal compliance.

You have the right to access your personal data, meaning you can request to see what data we have about you and how we use it.

If you believe the data is incorrect, you can request corrections. You may also request restriction of processing or deletion of your data. In some cases, you can request the transfer of your personal data to another organisation.

We will comply unless we have a compelling legitimate reason not to, which outweighs your privacy rights. Due to technical reasons, complete deletion from all systems and backups may take some time.

Requests can be made in writing and must include your name, address, phone number, and a copy of a valid ID (please redact your national number and photo). Send your request to [insert email address]. You will receive a response within 4 weeks.

SECURITY

We take all reasonable and appropriate security measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. We adhere to applicable security standards.

If a data breach occurs that is likely to affect your privacy, we will inform you as soon as possible, including what actions we’ve taken to minimise the impact and prevent future incidents.

THIRD-PARTY WEBSITES

This privacy statement does not apply to third-party websites that may be linked from our Website. We cannot guarantee the safe or lawful handling of your personal data by such websites. Always read their privacy policies before using them.

CONTACT AND COMPLAINTS

For questions regarding the use of your personal data, contact our Legal Department at info@evolence.eu.

We are happy to help if you have any complaints. If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Data Protection Authority (Autoriteit Persoonsgegevens).