Privacy policy

Zodi Innovations respects your rights when processing your personal data. In this statement you will find how we collect, process and use your personal data. This privacy statement sets out the general policy on data processing and protection of:

ZODI INNOVATIONS

With registered office at Philipssite 5 bus 1, 3001 Leuven, with company number: 0738.456.248.

Hereinafter referred to as "the company".

1. Who processes your personal data?

The company processes your personal data. In this privacy statement we use the personal pronoun "we" to refer to the company. The company is responsible for the processing of your personal data as described and explained in this statement. We always process the data in accordance with the provisions of the General Data Protection Regulation (EU) 2016/679 ("GDPR") and with the provisions of the federal and Flemish regulations on the protection of natural persons with regard to the processing of personal data.

If you have general questions about the way we process your personal data, you can contact Mr Jens Polspoel of the company by emailing info@zodi-innovations.be. You can also submit comments and suggestions there and exercise your rights.

2. When do we collect and process your personal data?

We collect and process your personal data when you enter into a service agreement with us, request a quote or contact us in the context of the services we provide. We may also process your personal data when you ask us a general question.

3. Which data do we process about you?

We process your personal data. This is data that identifies you or that establishes a link with you as a natural person.

Which data we specifically process depends on the agreed services we offer and provide. Usually it concerns data we need to be able to offer you our services, or data you provide to us for storage/security in our systems in the context of our contractually agreed services.

This concerns data to identify you (name, address, customer number, account number...), to contact you (address, telephone or mobile number, fax, email, username, identification data of the devices you use...) and to serve you correctly (which products or services you use, preferences and interests, activity, feedback...).

In addition, the data of your own customers is also processed, as this falls within the purpose of the agreement.

4. How do we collect and process your personal data?

We use a number of ways to obtain your personal data.

We may request data directly from you. For example, for drawing up a quote.

Data is mainly processed in the context of our services for you. The processing of data is inherent to the purpose of the agreement.

5. For what purposes do we process your personal data?

We process your personal data in order to perform the agreement you enter into with us. If we do not receive this data from you, we cannot provide our services to you in the best possible way. For example:

• To offer and maintain our Platform
• To notify you of changes to our Platform
• To enable you to participate in interactive features of our Platform when you choose to do so
• To provide customer support
• To gather analytics or valuable information so that we can improve our Platform
• To monitor the use of our Platform
• To detect, prevent and address technical issues

6. What are the legal bases for processing your personal data?

We process your personal data in order to comply with our legal obligations (Article 6.1.c of the General Data Protection Regulation).

In addition, we process your personal data on the basis of the consent you have given (Article 6.1.a of the General Data Protection Regulation).

We process your personal data as this is necessary for the performance of the agreement we have concluded (Article 6.1.b of the General Data Protection Regulation).

7. How long do we keep your personal data?

As a general rule, we may only keep your personal data during the period in which it is necessary to provide certain services. We therefore keep your data as long as you use our services. After that, we keep your data for another 30 days on our backup systems.

With regard to storage, a distinction is made between the period in which your file is active and the period in which it becomes passive. Your file is active as long as you use the service provided. All employees who need your data to perform their duties then have access to your data. Afterwards, your file becomes passive through the mere storage of your data on our backup systems.

Certain data of former customers may be used for the necessary period after termination of the agreement in order to recognise the former customer, e.g. for legal, tax or accounting purposes. Access to this archived data is of course limited.

8. Do we share your personal data with others?

Your data is mainly processed internally by our employees. It is not shared by default, but is stored in an external CRM and marketing system.

Your personal data may be disclosed by us to third parties. These third parties only have access to your personal data to perform tasks on our behalf and are obliged not to disclose or use it for other purposes. We may disclose your personal data to the following parties:

• Third parties who provide services to us or who provide services on our behalf, such as IT service providers, payment service providers, PR service providers, consultants, ...
• Government authorities such as police and judicial authorities if we are legally obliged to do so or following a valid request
• In the context of a merger, acquisition or sale of assets, your personal data may be shared. We will notify you before your personal data is shared and you will be subject to a different privacy policy.
• Our employees, representatives, shareholders, (sub)contractors, affiliated companies, external advisers or consultants.

When transferring personal data to third parties, we always ensure that we take appropriate technical and organisational protective measures. Where necessary, we will, for example, conclude a transfer agreement or a data processing agreement, which includes restrictions on the use of your personal data and obligations regarding the security of your personal data.

Your personal data will not be lent or sold to third parties for marketing purposes, except with your express prior consent.

9. Is your personal data transferred outside the European Union?

The collected personal data is stored within the European Union by default.

If your personal data were to be processed outside the European Union, we ensure that these companies have an adequate level of protection. In particular, we will in that case conclude Standard Contractual Clauses (SCC) with them. We guarantee to always verify on a case-by-case basis whether there is an adequate level of protection for transfers to third countries. Our servers are currently located within the European Union.

10. How is your data secured?

To ensure the security and confidentiality of your personal data, we have taken various technical and organisational measures to protect your data, both in our offices and/or via our websites. For example, we have the necessary firewalls in place to secure external access, and a strict password policy is applied.

Access to your personal data by our staff is strictly limited to the staff members authorised for this purpose and limited to the data necessary for the performance of their duties.

However, we cannot be held responsible if, despite the measures taken and in accordance with applicable legislation, incidents were to occur at those processors.

11. What are your rights?

If your personal data is processed, you have a number of rights. We list them below.

11.1. Right of access

As a data subject, you can request access to the data we process about you at any time. If you wish to exercise your right of access, you can do so via the channels indicated below. However, in order to exercise your right of access and to prevent any unauthorised disclosure of your personal data, you must provide us with proof of your identity.

11.2. Right to rectification

It may happen that certain data we have stored about you is no longer up to date or correct. You can therefore always ask us to rectify or complete that personal data; however, you must first provide us with proof of your identity.

11.3. Right to data portability

You have the right to request that the personal data you have provided to us be transferred to yourself or directly to a third party. Please note, however, that applicable privacy legislation provides for a number of restrictions, so that this right to portability does not apply to all data.

11.4. Right to object

If you do not agree with the way in which we process certain personal data, you can object to this. To do so, contact us via info@zodi-innovations.be. Your objection will be granted unless there are compelling reasons not to do so, e.g. a legal obligation or performance of the agreement.

11.5. Right to have your data erased

You not only have the right to have incomplete, incorrect, inappropriate or outdated personal data changed, you also have the right to have it deleted. To do so, you can contact info@zodi-innovations.be. Please note that applicable privacy legislation provides for a number of exceptions.

12. General information

If you have questions, complaints or comments about our privacy statement or the way we process your personal data, including exercising your rights, you can contact us.

You can do so via:

• Email to info@zodi-innovations.be
• Letter to ZODI INNOVATIONS, Philipssite 5 bus 1, 3001 Leuven

Any request for access, rectification, deletion, etc. of data must clearly state what you specifically wish to access, rectify or delete. Your request must be signed and dated and include a copy of the front and back of your identity card. If these conditions are met, we will handle your request as soon as possible.

For the sake of completeness, we inform you that, should we fail to respond to your request or should our response not meet your expectations, you always have the right to lodge a complaint with the competent public authorities.

We may amend this privacy statement at any time. We therefore advise you to review our privacy statement regularly. The most recent version can always be found on our website.

Our general terms and conditions and/or the terms and conditions of specific services take precedence over this privacy statement in the event of any conflict.

This version of the privacy statement was last amended on 17 January 2023.