Privacy policy

General

This policy applies to the collection, management and use of your data by SESS Europe bv – KMO ZONE AKMO II – Heideveld 2, 9960 Assenede – T: +32 (9) 278 24 73 – Mail: info@sess-europe.eu – VAT: BE0776836178.

This policy applies to all our customers (current, former and future) and to all visitors to our website. In principle, when using the website https://www.sess-europe.eu, no data are processed within the meaning of the General Data Protection Regulation.

Data is only processed when directly contacted in the context of its professional activity. When processing this data, the General Data Protection Regulation is fully respected.

In this policy you will read, among other things, how we handle your data, how and what information we (may) collect and for what purposes we (may) use it. In addition, you will read in this document information on how you can access your data and how you can (have) your data changed or deleted.

Why and how do we collect this data?

SESS Europe bv processes your personal data solely for the following purposes:

• Communicating with the user in the context of our professional activities, which includes providing information about our services, (new) products and special promotions that we think may interest you. All data we collect may be combined with each other to better tailor our products, services and special promotions to your personal needs. Furthermore, we may use your personal data to monitor, evaluate and permanently improve our products, services and special promotions, including in the context of general or specific market surveys.
• To conclude and execute agreements in the context of our professional activities.
• Creating and managing our customer database.
• Carrying out our administration, invoicing and accounting obligations.
• Complying with legislation applicable to our services.
• Improving our services and sharpening our expertise by collecting case histories.
• Finally, we may also use your data for statistical purposes. Here, we do not always process all data for the same purposes. For example, some data we keep only for invoicing and to provide a requested service, while we use other data to analyse and improve the use of our website.

SESS Europe bv will not process personal data in the context of automated individual decision-making or profiling. Profiling should be understood, in accordance with the definition from the General Data Protection Regulation: any form of automated processing of personal data in which, on the basis of personal data, certain personal aspects of a natural person are evaluated, in particular with a view to analysing or predicting his professional performance, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

You are always given the free choice of whether or not to provide your data. We will always inform you clearly in advance and for what purpose you are giving up your data. We keep your data accurately and accurately, and no longer than necessary for the stated purpose, taking into account our need to answer questions and resolve problems, improve services and offer new services, and comply with legal requirements. This means that we may retain your personal data for a reasonable period of time after your last interaction with SESS Europe. When the personal data we collect is no longer required, we will destroy or delete it in a secure manner. If you receive emails because you signed up for them, such as digital newsletters, you will continue to receive them until you opt out.

Legal basis

SESS Europe bv processes your personal data only if the following circumstances arise:

• When the processing is necessary for the conclusion and performance of a contract within the scope of our professional activities.
• When you have given your explicit consent for your data to be processed.
• When the processing is necessary to protect legitimate interests of SESS Europe bv or third parties, except in the case where your interests or rights outweigh our own interests and/or those of third parties.
• Where the processing of your data constitutes a legal obligation.

As soon as you agree to the underlying privacy statement, you give SESS Europe bv free, specific, informed and unambiguous permission to process your personal data and you expressly agree to the manner in which this data processing is carried out in accordance with this privacy statement.

What data do we collect?

SESS Europe bv only processes these types of personal data:

• With regard to natural persons: surname, first name, telephone number, fax number, e-mail address, date of birth, place of birth, company number, national registration number or passport number, domicile address and any residential address, profession, usual bank account number, copy of identity card or passport (front and back), copy of CBE registration, as well as all or part of the aforementioned (personal) data of any agent(s) of these natural persons.
• With regard to legal entities: legal form, company name, trade name, registered office, place of business, CBE number, VAT number, telephone number, fax number, e-mail address, copy of deed of incorporation and/or (coordinated) articles of association, usual account number, as well as all or part of the aforementioned (personal) data of directors and/or shareholders and/or beneficiaries and/or principal contact persons and/or any other agent(s) of these legal entities.

Personal data means the data relating to you as an identifiable natural person. The personal data collected by SESS Europe bv is primarily the data which you enter yourself via the various pages of our website and which we obtain through your use of our website and/or our products and/or services. More information on the collection of data via our website can be found in our cookie policy. Furthermore, it also concerns the personal data you transfer to us through other channels such as, among others, by telephone, through reply forms, contract documents and the like more. Finally, we also collect data via external channels such as address managers in order to actively reach new target groups. We then contact these people and give them the opportunity to review, correct, change or stop using their data.

Transfer to third parties

At no time do we sell or rent your data to external organisations, companies or individuals. We consider your data to be confidential information. For some initiatives, we do offer you the possibility, upon registration, to be informed of actions by one or more of the external partners of that initiative. In that case, you must give your explicit consent to do so.

For a number of initiatives, we also use an external processor. The external processor then manages a database linked to the SESS Europe database. The external processor undertakes to treat the data confidentially and securely, in full accordance with this policy. We also always stipulate this contractually with these processors. Thus, this processor will never be allowed to use your data on its own initiative and your data must be deleted as soon as that processor has completed the assignment.

Within SESS Europe bv, data can only be accessed by responsible persons who must have access to it as a function of their duties. Your data may also be collected and processed by our processors. These are the companies that manage and/or host our databases and website on our behalf. They only have access to the personal data strictly necessary for the performance of their tasks. Upon simple request, you can obtain a list of these processors.
SESS Europe bv may share your personal data, for processing or otherwise, with the following persons or entities:

• The internal employees of SESS Europe bv.
• The accountants and/or other financial consultants of SESS Europe bv.
• The IT providers of SESS Europe bv the framework of their activities as administrator, maintainer, supporter and hoster of https://www.sess-europe.eu and the integral IT structure of SESS Europe bv.
• External staff and/or substitutes within SESS Europe bv providing subcontracted services to SESS Europe bv and/or collaborating with SESS Europe bv.
• The Financial Information Processing Unit of the FPS Finance.

Within the framework of legal obligations, your personal data may be passed on to third parties, government institutions, entities or companies and this both within and outside the EU. In this case, SESS Europe bv is no longer responsible and cannot be held liable for the further processing of your personal data by these third parties.

Storage of data

SESS Europe bv stores your data in electronic form and on a secure server located in Belgium.

SESS Europe bv stores your data in paper form and this in a secure office, in which sufficient security measures are taken to protect your data.

SESS Europe bv will retain your data for no longer than is necessary to achieve the purposes set out in this document, except where other legal provisions apply to the retention and processing of your personal data.

What are your rights?

You also have a number of rights in relation to this data:

• The right to information regarding the retention and/or processing of your data, as provided by underlying privacy notice.
• The right to access your personal data.
• The right to obtain a copy of your personal data free of charge.
• The right to correct your personal data.
• The right to delete your personal data, except where its processing is necessary for the fulfilment of a legal obligation or the establishment, exercise or support of legal claims.
• The right to object to the combination of your personal data into a profile.
• The right to restrict the processing of your data.
• The right to object to data processing free of charge.
• The right to receive your data in our possession digitally.
• The right to transfer your data to a new data controller free of charge.
• The right to withdraw your consent, where applicable, in a non-retroactive manner.
• The right to complain to the Privacy Commission as the Data Protection Authority in Belgium.

To exercise these rights, you must send a clear written request (letter or e-mail) to SESS Europe bv via the general contact details clearly stating what you wish to know, correct, delete or receive. If you do not wish to receive newsletters or information about our products and services, you may unsubscribe at any time, without motivation and free of charge. You can do so by contacting us via our general contact details or by clicking on the unsubscribe link in promotional mailings or digital newsletters.

These are our obligations

SESS Europe bv will take all necessary and appropriate measures to protect retained and processed data, including access control, physical and operational security, and this for both digital and paper data. This includes both technical and organisational measures (such as encryption of data, access control to our locations, and limited group of employees with access to the data, and so on).

SESS Europe bv shall, in accordance with the General Data Processing Regulation, maintain a register in which all data processing operations are recorded.

Upon request, SESS Europe bv will fully cooperate with the competent data protection authorities.

SESS Europe bv will, if necessary and/or mandatory, report security breaches as well as data breaches immediately to the data protection authorities and this no later than 72 hours after becoming aware of the breach.

If these breaches and/or data breaches pose a high risk to your rights, SESS Europe bv will also report the breach to yourself and this no later than 72 hours after becoming aware of the breach.

With this policy we try to provide you with clarity and transparency. Should you nevertheless still have questions about the way in which we handle your personal data, please contact our data protection officer: SESS Europe – info@sess-europe.eu – +32 9 278 24 73.