Privacy policy

1. INTRODUCTION

NV Hectaar, with registered office at 8800 Roeselare, Armoedestraat 40 box 51, and registered in the Crossroads Bank for Enterprises under company number BE 0883.206.675, attaches great importance to the secure, transparent, and confidential collection and processing of your personal data. In particular, we aim to protect the data of our clients, subcontractors, and suppliers against loss, leakage, errors, unauthorized access, or unlawful processing.

Through this Privacy Policy, we wish to inform you about the collection and processing of your personal data.

We kindly ask you to read this Privacy Policy carefully, as it contains essential information on how your personal data is processed and for which purposes.

By providing your personal data, you expressly acknowledge that you have taken note of this Privacy Policy, accept it, as well as the processing itself.

2. SCOPE

This Privacy Policy applies to all services provided by us and, in general, to all activities we carry out.

3. DATA CONTROLLER AND ITS COMMITMENTS

NV Hectaar, with registered office at 8800 Roeselare, Armoedestraat 40 box 51, and registered in the Crossroads Bank for Enterprises under company number BE 0883.206.675, is the data controller of your personal data.

In the collection and processing of your personal data, we comply with Belgian data protection legislation, as well as the General Data Protection Regulation (“GDPR”) since its entry into force on 25 May 2018.

4. PERSONAL DATA

Depending on your activities and your relationship with our company, you may provide us with the following personal data: your identification and contact details (name, title, address, email address, telephone and mobile number). For certain legal obligations, you may also be required to provide additional data such as national register numbers, identity card numbers, or bank account numbers.

We kindly inform you that you are responsible for all data you provide to us and that we rely on its accuracy. If your data is no longer up to date, we kindly ask you to inform us as soon as possible.

You are not obliged to provide your personal data, but you understand that the provision of certain services or cooperation may become impossible if you do not agree to the collection and processing thereof.

5. PURPOSES OF PROCESSING AND LEGAL BASIS

5.1 Customer data

In the context of our services and activities, we collect and process the identification and contact details of our customers, clients, their staff, employees, representatives, and other relevant contacts. The purposes of this processing are the execution of agreements with our clients, customer management, accounting, and direct marketing activities such as sending promotional or commercial information. The legal bases are the performance of the contract, compliance with legal, regulatory and/or ethical obligations, and/or our legitimate interest.

5.2 Supplier and subcontractor data

We collect and process the identification and contact details of our suppliers and subcontractors, as well as their (sub-)subcontractors, their staff, employees, representatives, and other relevant contacts. The purposes of this processing are contract execution, supplier/subcontractor management, accounting, and direct marketing activities such as sending promotional or commercial information. The legal bases are the performance of the contract, compliance with legal, regulatory and/or ethical obligations, and/or our legitimate interest.

5.3 Employee data

We process the personal data of our employees in the context of HR management and payroll administration. Due to its specific nature, this processing is regulated in more detail in an Employee Data Protection Policy.

5.4 Other data

In addition to customer, supplier/subcontractor, and employee data, we also process personal data of others, such as potential customers/prospects, relevant contacts in our sector, network contacts, expert contacts, etc. The purposes of this processing are related to our activities, direct marketing, and public relations. The legal basis is our legitimate interest or, in some cases, the performance of a contract.

6. RETENTION PERIOD

Personal data is stored and processed for a period necessary for the purposes of processing and depending on the (contractual or non-contractual) relationship we have with you.

Customer data and supplier or subcontractor data are retained as long as necessary for the execution of our activities and the purposes for which the data was collected. Data is only deleted when no longer needed, unless specific legislation requires a longer retention period or in the event of an ongoing dispute for which the personal data is still necessary.

7. RIGHTS

In accordance with and subject to Belgian privacy legislation and the provisions of the General Data Protection Regulation, we inform you that you have the following rights:

  • Right of access: you have the right to obtain confirmation free of charge as to whether or not we process your data and to access that data and its purposes.
  • Right to rectification: you have the right to have inaccurate personal data corrected and incomplete data completed.
  • Right to erasure or restriction: you have the right to request the deletion or restriction of processing of your personal data under the conditions set out in the GDPR. We may refuse deletion or restriction where the data is necessary for compliance with a legal obligation, performance of a contract, or our legitimate interest, and as long as these purposes apply.
  • Right to data portability: you have the right to receive your personal data in a structured, commonly used and machine-readable format and to transfer it to another controller.
  • Right to object: you have the right to object to the processing of your personal data on compelling and legitimate grounds. However, you may not object to processing necessary for compliance with a legal obligation, performance of a contract, or our legitimate interest, as long as the data is necessary for those purposes.
  • Right to withdraw consent: where processing is based on consent, you have the right to withdraw it. The data will then only be processed if another legal basis applies.
  • Automated decision-making and profiling: we confirm that our processing does not involve profiling or fully automated decision-making.

You may exercise these rights by contacting our company, in particular our contact person: Mr. Mathias Vandaele, reachable at mathias@hectaar.be.

We make every effort to process your personal data in a careful and lawful manner in accordance with applicable regulations. If you nevertheless believe that your rights have been violated and your concerns are not addressed within our company, you are entitled to lodge a complaint with the Data Protection Authority.

8. DISCLOSURE TO THIRD PARTIES

Certain personal data collected by us may be disclosed to and processed by third-party service providers, such as our IT provider, social secretariats, notaries, subcontractors, EPB reporters, sureties under the Breyne Act, safety coordinators, as well as public authorities (e.g. tax administrations such as the FPS Finance).

It is possible that one or more of these third parties are located outside the European Economic Area (“EEA”). However, personal data will only be transferred to countries ensuring an adequate level of protection.

Employees, managers, and/or representatives of the above-mentioned service providers or institutions, as well as any subcontracted specialists, must respect the confidentiality of your personal data and may only use it for the purposes for which it was provided.

If necessary, your personal data may be transferred to other third parties, for example in the event of reorganisation, transfer of activities, or bankruptcy. Personal data may also be disclosed following a court order or to comply with a legal obligation. In such cases, we will make reasonable efforts to inform you in advance, although this may not always be technically or legally possible.

We will never sell or commercially make your personal data available to direct marketing agencies or similar service providers, unless with your prior consent.

9. TECHNICAL AND ORGANISATIONAL MEASURES

We take appropriate technical and organisational measures to ensure a suitable level of security and to protect personal data against destruction, loss, alteration, unauthorised access, or accidental disclosure.

Under no circumstances shall NV Hectaar be held liable for any direct or indirect damage resulting from improper or unlawful use of personal data by a third party.

10. ACCESS BY THIRD PARTIES

For the purposes of processing your personal data, we grant access to your data to our employees, staff, and representatives only where necessary. We ensure an equivalent level of protection through contractual obligations imposed on these parties, consistent with this Privacy Policy.

11. APPLICANTS

If you wish to work at Hectaar or one of its affiliated companies and apply for one of our job openings or submit a spontaneous application, we may process certain personal data about you.

This includes your identification details such as name, first name, address, and mobile number, as well as any information you voluntarily provide in the context of your application, such as your CV and cover letter.

12. QUESTIONS?

If, after reading this Privacy Policy, you have any questions or comments regarding the collection and processing of your personal data, you may contact our contact person: Mr. Mathias Vandaele, at mathias@hectaar.be.