Acerta respects your privacy

Transcription

1 Acerta respects yur privacy Privacy statement This privacy statement was last changed n: 17 December The cntrller fr cllecting and prcessing yur persnal data Acerta is an HR services grup in Belgium specialising in cnsulting, IT and handling accunting prcesses related t payrll prcessing, scial security, child benefit and frmalities assciated with establishment. The grup supprts entrepreneurs in every grwth stage and every HR prcess in different Acerta entities: Acerta business cunter fr entrepreneurs Acerta Ondernemingslket vzw, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number Acerta scial insurance fund Acerta Sciaal Verzekeringsfnds vzw, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels Acerta payrll services prvider Acerta Sciaal Secretariaat vzw, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels Acerta Sud payrll services prvider Acerta Sud secrétariat scial asbl, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels Acerta Shéhérazade Acerta Shéhérazade scrl, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels 1

2 Acerta Public Acerta Public nv, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels Acerta Cnsult Acerta Cnsult cvba, Bur & Design Center, with registered ffice at Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels Acerta Infin Acerta Infin vzw, Bur & Design Center, Heizel Esplanade 1, PB 65, 1020 Brussels, registered at the Crssrads Bank fr Enterprises under number RPR Brussels This privacy statement is applicable t persnal data belnging t yu that is cllected and prcessed by Acerta when yu use ur services. Our privacy principles Respect We recgnize that the prtectin f privacy f the data subject cnstitutes a fundamental right fr each individual, and therefre we will d everything in ur pwer t prtect this right, by prcessing the persnal data in a fair, pen and transparent manner. Trust The trust ur custmers, emplyees and ther stakehlders have in hw we prcess persnal data is f crucial imprtance t ur rganisatin. Preventin We understand that the abuse f persnal data can have a majr impact n the data subject and we will take all necessary measures t prtect the data subject frm financial, reputatinal r ther damage. Cmpliancy We have learned that it is hard fr legislatin t always keep up with rapidly changing technlgies, r the expectatins f ur custmers, and therefre we try t cmply with the spirit f the law and with a rapidly changing sciety, bth pragmatically and withut causing any incnvenience t ur custmers. 2

3 T whm des this privacy statement apply? Acerta cmmits t prtect yur persnal data with the greatest pssible care, in accrdance with the legislatin regarding the prtectin f persnal data. We are cmmitted t applying the bligatins arising frm this legislatin t all ur prcessing and in respecting yur rights with each prcessing f yur persnal data. With this privacy statement, we want t give yu infrmatin cncerning the persnal data that Acerta cllects abut yu, why we cllect them and what we d with them. This privacy statement is applicable t all persnal data prcessed by us in the different Acerta entities and is applicable t all custmers, ptential custmers and visitrs t ur websites, applicatins and buildings Acerta business cunter fr entrepreneurs Acerta scial insurance fund Acerta payrll services prvider Acerta Sud payrll services prvider Acerta Infin Acerta Shéhérazade Acerta Public Acerta Cnsult With this privacy statement, Acerta guarantees that yu: stay infrmed abut the prcessing f yur persnal data, whether electrnically r n paper; retain cntrl f the persnal data that Acerta prcesses; are able t exert yur rights regarding yur persnal data If yu are lking fr mre infrmatin abut this legislatin, we recmmend that yu cnsult the website f the Data Prtectin Authrity. Which persnal data d we prcess at Acerta? Persnal data includes all data which enables yu t identify a persn, such as their surname, first name, address,... This persnal data is the prperty f the individual, and Acerta can use this data fr the prvisin f their services. We distinguish the fllwing categries f persnal data: 3

4 Identificatin Infrmatin: this type f data enables Acerta t identify yu in rder t be able t ffer their services t yu. This categry includes yur surname, first name, language preference, family cmpsitin,... Cntact infrmatin: this type f data will enable Acerta t cntact yu t answer pssible questins, t ffer their services r fr ther prcedures where we need t cntact yu. This categry includes yur telephne number, address, address,... Family infrmatin: in rder t ffer certain services, such as the calculatin f the child benefit, Acerta needs t cllect infrmatin abut yur family cmpsitin. This categry therefre includes details abut yur family cmpsitin, number f dependents,... Infrmatin abut educatin: fr sme services, Acerta needs infrmatin abut yur previus educatin, e.g. fr advisry services, career cunselling, salary calculatin. This categry includes infrmatin n yur educatinal level, diplmas, qualificatins, schl career etc. Infrmatin abut emplyment: fr sme services, Acerta requires infrmatin abut yur emplyment, e.g. fr the salary calculatin r career cunselling. This categry includes infrmatin n yur career, references, current emplyer, pensin and insurance infrmatin etc. Cnnectin infrmatin: cnnectin infrmatin cntains all the infrmatin we cllect frm yu when yu use ur digital services, such as the Acerta website and applicatins. Hereby we can secure the applicatins and ffer yu ptimal supprt fr the use f ur digital services. This categry includes user names, the IP address, device infrmatin,... Financial infrmatin: Acerta prcesses financial infrmatin t cnclude their payment services and fr services where Acerta acts as a payer. This categry includes accunt numbers and utstanding balances. Sensitive infrmatin: in rder t ffer certain services, Acerta als cllects sensitive persnal infrmatin such as infrmatin abut health and judicial infrmatin. This infrmatin will nly be cllected fr specific purpses fr which specific cntracts have been drawn up. We will always ask yu explicitly fr yur cnsent befre we prcess this sensitive data. On what grunds des Acerta prcess yur persnal data? 4

5 We always use the minimum set f data required fr prviding a gd level f service. We cmmit t prcess yur persnal data nly in a way that is cmpatible with the purpses fr which the data were initially cllected. We prcess yur persnal data fr the fllwing different purpses: If we have btained yur cnsent fr prcessing them. Within the scpe f a cntractual bligatin r in preparatin f a cntact with us. If it is essential fr fulfilling ur legal bligatins. If Acerta has a legitimate interest fr the prcessing, whereby the interest f Acerta and the rights f the data subject are kept in balance by taking sufficient apprpriate measures. If we want t prcess yur persnal data fr ther purpses than thse fr which the data were initially cllected, we will always ask fr yur prir explicit cnsent. Acerta prcesses persnal data fr the fllwing purpses We nly prcess the persnal data that are necessary within the framewrk f predefined bjectives. The primary bjectives fr prcessing persnal data are: T prvide services We require certain data t be able t prvide accurate services. We ensure that we always use the minimum infrmatin required t prvide the requested service. The infrmatin used depends n the service that is being prvided. Fr cntacts and interactin with peple Whenever yu cntact Acerta we will ask yu fr a basic set f data. This allws us t identify and cntact yu t handle yur requests r answer yur questins. T imprve the prvisin f Acerta s services We use yur persnal data t assess and imprve ur services. Fr this we use, amng thers, analysis techniques such as custmer surveys, analyses f surfing behaviur n ur websites and trends n scial media. Fr sales and marketing campaigns We use yur persnal data t rganise ur sales and marketing campaigns fr the prmtin f ur services t custmers and ptential custmers. T persnalise the service t ur custmers 5

6 Acerta als uses yur persnal data t ffer their custmers ptimal custmmade services. This requires ur use f persnal data which we cmbine with knw-hw dmains based n different studies. T guarantee a gd and safe service Acerta als prcesses yur persnal data with regards t general security in rder t prevent, detect and investigate illegal and suspected abuses, in line with ur general cnditins and gd service. T mnitr ur perfrmances Yur persnal data may als be used fr internal reprting t guide ur plicy bjectives in rder t ffer lng-term planning T cmply with ur legal and regulatry bligatins Acerta has a number f legal and sectral bligatins which we must meet regarding certain services. We will have t prcess certain persnal data t fulfil these requirements. Fr qualitative data and analyses Acerta may als use yur persnal data fr market analyses and research t predict certain trends in the market and t prvide advice. Des Acerta give r sell yur persnal data t third parties? Acerta never gives and/r sells yur persnal data t third parties unless they are ther cmpanies within ur Acerta grup; We will pass n yur persnal data t cmpanies within the Acerta grup if these transfers are in accrdance with the services fr which we have received the data and the latter are in accrdance with ur prcessing. it is necessary t prvide the service Acerta uses subcntractrs fr sme aspects f its services and yur persnal data may then be transferred t this subcntractr. Sme examples f these subcntractrs are call centres, data centres,... The transfer f data is always carried ut in accrdance with clear rules. Be assured that these persnal data will nly be used fr the purpses fr which we received them and that we will ensure fair prcessing. It is necessary fr the security f its internal systems 6

7 Acerta uses specialised, external parties t secure its systems. Within this cperatin framewrk, we may exchange persnal data with ur security partners. The necessity f exchanging persnal data is cnsidered n a case-by-case basis and exchange nly takes place when strictly necessary. There is a legal bligatin Fr certain services, Acerta is bliged t pass n infrmatin t fficial bdies such as the Crssrads Bank fr Enterprises when starting up a cmpany. This transfer always takes place accrding t clear guidelines and is always in accrdance with the purpses fr which we have received the data. Yu have given yur explicit cnsent If Acerta wants t pass n yur data t a third party and we cannt draw n any f the abve statements, we will request yur explicit permissin. Withut this permissin, we will nt sell yur data r pass it n t a third party. Regarding internatinal transfer f persnal data and prcessing utside the Eurpean Ecnmic Area (EEA), persnal data are nly transferred t third parties if this is prescribed r permitted under the applicable privacy legislatin. We guarantee apprpriate safeguards, s that yur rights are als respected utside the EEA in accrdance with an adequate level f data prtectin, and we als require the data recipient t prvide these apprpriate guarantees. Persnal data always remain prtected in accrdance with requirements specified in Eurpean regulatins. In sme cases we use annymus, aggregated data fr cmmercial purpses r fr external reprting. Such data can never be linked t a specific individual. What are yur rights and hw can yu exercise them? The right f access Yu have the right f access and cnsultatin t the data that Acerta has abut yu. Yu may ask the fllwing questins: Des Acerta have any f my persnal data? What des Acerta use my persnal data fr? What persnal data des Acerta have? Which parties can access my persnal data? T request this infrmatin, please fill in this frm as cmpletely as pssible. The infrmatin in this frm is nly used t respnd t this request and must be as cmplete as pssible t prevent us frm wrngly disclsing infrmatin n the basis f an incrrect applicatin. 7

8 If the applicatin des nt cntain enugh infrmatin, an Acerta emplyee may request additinal infrmatin. The right t rectificatin Yu have the right t have yur data rectified if they are incrrect and/r incmplete. Yu can exercise this right by filling ut this frm. We ask yu t cmplete it as fully as pssible. We will nly use the infrmatin n this frm t grant this request, it must be as cmplete as pssible t avid the unjustified rectificatin f any data based n an incrrect request. The rectificatin f persnal data may be impssible due t cntractual and/r legal restrictins. The right t erasure ( right t be frgtten ) Yu have the right t have yur data deleted frm ur systems. Yu can exercise this right by filling ut this frm. We ask yu t cmplete it as fully as pssible. We will nly use the infrmatin n this frm t grant this request, it must be as cmplete as pssible t avid the unjustified deletin f any data based n an incrrect request. Smetimes, it is nt pssible t delete persnal data due t cntractual bligatins, legal prvisins and ur rganisatin's legitimate interests. Fr example, we will nt delete yur cntact details if yu still have an unpaid invice. The right t bject Yu have the right t bject t receiving direct marketing frm Acerta. This is a free and basic right which yu may exercise thrugh this link which allws yu t manage yur preferences. This right t bject des nt apply t cmmunicatins established by cntractual agreements and/r legal bligatins. All the abve requests are free f charge, except if Acerta cnsiders the request t be unfunded r disprprtinate (e.g. repetitive requestd). We will handle each request crrectly and carefully within a perid f ne mnth after receiving all the relevant infrmatin. If necessary, this perid can be extended by tw mnths, e.g. taking int accunt the cmplexity and number f requests. If the perid is extended, we will ntify yu, including the reasn fr the extensin. If yu are unsatisfied with the supplied infrmatin r if yu think that yu have received incmplete infrmatin, yu can cntact Acerta's Data Prtectin Officer (dp@acerta.be) t discuss further ptins. 8

9 Yu als have the fllwing rights: If yu wish t exercise ne f these rights, please cntact ur DPO at dp@acerta.be. The right t withdraw cnsent Yu have the right t withdraw cnsent at any time if the prcessing f yur data is dne based n yur cnsent. This can be dne in the same way as yu gave yur cnsent. The right t restrictin f prcessing Yu have the right t request the restrictin f prcessing f yur data; in this case, we will cntinue t stre yur data, but we will restrict their use. Yu can, fr example, submit this request when yu think that the persnal data are inaccurate, r the prcessing by Acerta is unjustified. We nly have t grant these requests in specific cases as defined by law. The right t data prtability Yu have the right t btain the persnal data that we prcess f yu, and this in a structured, cmmnly used and digital frmat and/r t send this persnal data directly t anther cntrller. The right t ldge a cmplaint Yu have the right t ldge a cmplaint abut hw Acerta prcesses yur persnal data and/r hw we implement yur rights, if at any time yu are f the pinin that Acerta infringes yur privacy. Yu can d this as fllws: Ldge a cmplaint t Acerta Acerta has appinted a Data Prtectin Officer wh has an independent rle at the rganisatin and will handle yur cmplaint with a view t reaching a slutin tgether with yu. Yu can cntact ur DPO via dp@acerta.be Ldge a cmplaint t the data prtectin authrity Yu have the right t file a cmplaint with the data prtectin authrity abut the way in which Acerta prcesses yur persnal data and/r the way in which we prcess yur rights. We suggest yu t visit the data prtectin authrity website fr mre infrmatin. 9

10 Hw lng d we keep yur persnal data? Acerta has the necessary technical and rganisatinal measures in place t guarantee that yur persnal data are crrectly prcessed and are safe at Acerta. Within this framewrk, we may nt keep persnal data lnger than is strictly necessary fr the purpses fr which we received them r fr the executin f a cntract r fr fulfilling a legal bligatin. These perids depend n the purpse fr which the data are used and the type f service, because sme aspects are determined by law. The archived data have limited access. On expiry f the strage perid, yur persnal data are f curse definitively remved r rendered annymus. 10