Privacy statement (25/01/2021)

INTRODUCTION

This is the Privacy statement of Robbrecht en Daem architecten private limited company (bv)* (hereinafter: Robbrecht en Daem architecten Or We). In this statement we describe how Robbrecht en Daem deals with the personal data of our clients, prospective clients, subcontractors, suppliers, partners, job applicants and visitors.

This Privacy statement was last updated on the above date and may vary from time to time so please check it regularly. Any significant changes to this Privacy statement will be clearly indicated on the home page of our Website.

Please read the following notice (the Privacy statement) to understand how we collect, process and use your Personal Data and the rights you have in relation to your Personal Data. By communicating your personal data, you expressly declare that you have taken note of this Privacy statement and you also expressly agree with it, as well as with the processing itself.

In the event that you provide us with Personal Data about another individual, you must: (a) inform the individual about the content of this Privacy statement and any other applicable privacy notices provided to you by Robbrecht en Daem and (b) obtain her or his permission to share such Personal Data with us in accordance with this Privacy statement and other applicable privacy notices provided by Robbrecht en Daem.

* cooperative society with limited liability (cvba) of which the articles of association still have to be aligned with the Belgian CCA


CONTACT DETAILS

Robbrecht en Daem architecten
Lieremanstraat 64
9000 Gent
Belgium
T +32 9 216 26 30

For further information, questions or comments on our Privacy statement, you can also contact the e-mail address info@robbrechtendaem.com. For questions that are more than a request for information, we may ask you to identify yourself so that we can ensure that we provide the requested information and data to the right person.


SCOPE

This Data Protection Notice applies to all services provided by us and in general to all activities that we perform.


PERSONAL DATA WE PROCESS

Personal data is all data that can provide information about an identified or identifiable natural person.

The Personal Data we collect and process about you will differ depending upon our relationship. We will hold different types of Personal Data if you are a client, a prospective client, a supplier, a subcontractor, a partner, an applicant or a visitor to our Website, or you have enquired about our services.

Depending on your activities and your relationship with our company, you provide us with the following personal data, which we may process:

  • contact details (such as first name, last name, address, phone number, fax, email address)
  • personal characteristics (such as gender)
  • professional information (such as company, title/function, department, website)
  • government and other official identification numbers, subject to applicable laws and regulations (such as social security number, tax identification number, or other government-issued identification number)
  • bank Account number
  • information about the services we provide
  • photographs at events
  • information enabling us to provide our services
  • online activity information (such as information from your use of our Website)
  • additional information from other sources (such as from third-party commercial information sources, from publicly available information sources, from credit rating agencies)
  • Other personal data that you actively provide, in correspondence and by telephone
  • Additional information relating to job applicants such as personal details (such as your date of birth), information about the position you are applying for, language skills, education and training, curriculum vitae, motivation

We would like to point out that you are responsible for all information you provide to us and that we rely on its accuracy. If your details are no longer up to date, we request you to notify us immediately.

You are not obliged to provide your personal data, but you understand that the provision of certain services or collaboration becomes impossible if you do not consent to their collection and processing. The provision of certain Personal Data is a statutory or contractual requirement (e.g., we need certain Personal Data of clients in order to document our engagement.

In general, you are not obliged to provide us with any Personal Data when browsing our Website. Some of the functionalities provided on our Website however require you to provide us with certain Personal Data. We collect your personal data via the following ways:

  1. Contact. If you contact us, we will collect and hold your contact details (such as first name, last name and email address).
  2. Newsletter Subscription. If you subscribe to our newsletters, we will collect and hold your contact details (such as your first name, last name and email address).
  3. Event Registration. If you register for any of the events we are organizing, we will collect and hold your contact details (such as your first name, last name, job title, company, telephone, email address).
  4. Job Applicants. If you apply for a position at Robbrecht en Daem, we will collect and hold your contact details (such as first name, last name, address, telephone, email address), personal details (such as your date of birth), information about the position you are applying for, language skills, education and training, curriculum vitae and motivation.

Furthermore, when you browse our Website, certain user and device data may be collected. This information may not reveal your identity and therefore may not be Personal Data. Examples of this type of user and device data are: internet browser and electronic device information, information collected through cookies, pixel tags and other technologies, demographic information, and aggregated data (i.e., data grouped together so that it is not possible to link the data to a particular individual). We and our third-party service providers may collect user and device data in a variety of ways when you use our Website, including through your internet browser or electronic device.


PURPOSES OF THE PROCESSING

The purposes of processing your Personal Data will be different depending on our relationship. Below, we have set out the main purposes that apply to our processing of Personal Data.


CLIENTS

  • to communicate with you
  • to establish, perform and terminate engagements relating to our services
  • to make assessments and decisions about the terms of our engagement
  • to carry out client-relationship management (such as administration, invoicing, order/delivery follow-up, solvency follow-up, publication concerning the building permit)
  • to provide our services
  • to improve the quality of our services
  • to carry out research and analysis
  • to provide marketing information and personalized advertising (such as our newsletter, press releases and other publications)
  • to manage our business operations and IT infrastructure
  • to manage complaints, feedback and queries
  • to comply with applicable laws and regulatory obligations
  • to develop and improve our services
  • to establish and/or defend our legal rights


PROSPECTIVE CLIENTS

  • to communicate with you
  • to carry out prospective client-relationship management
  • to carry out research and analysis
  • to provide marketing information and personalized advertising (such as our newsletter, press releases and other publications)
  • to develop and improve our services
  • to manage our business operations and IT infrastructure


SUBCONTRACTORS

  • to communicate with you
  • to establish, perform and terminate engagements relating to our services
  • to make assessments and decisions about the terms of our engagement
  • to carry out subcontractor management (such as administration, invoicing, order/delivery follow-up, solvency follow-up, engagement for a mission, publication concerning the building permit)
  • to provide our services
  • to improve the quality of our services
  • to carry out research and analysis
  • to provide marketing information and personalized advertising (such as our newsletter, press releases and other publications)
  • to manage our business operations and IT infrastructure
  • to manage complaints, feedback and queries
  • to comply with applicable laws and regulatory obligations
  • to develop and improve our services
  • to establish and/or defend our legal rights


PARTNERS

  • to communicate with you
  • to establish, perform and terminate engagements relating to our services
  • to make assessments and decisions about the terms of our engagement
  • to carry out partnership management (such as administration, invoicing, order/delivery follow-up, solvency follow-up, engagement for a mission, publication concerning the building permit)
  • to provide our services
  • to improve the quality of our services
  • to carry out research and analysis
  • to provide marketing information and personalized advertising (such as our newsletter, press releases and other publications)
  • to manage our business operations and IT infrastructure
  • to manage complaints, feedback and queries
  • to comply with applicable laws and regulatory obligations
  • to develop and improve our services
  • to establish and/or defend our legal rights


SUPPLIERS

  • to communicate with you
  • to carry out supplier management
  • to establish, perform and terminate contracts
  • to make assessments and decisions about the terms of such contracts
  • to carry out research and analysis
  • to develop and improve our services
  • to provide marketing information and personalized advertising (such as our newsletter, press releases and other publications)
  • to manage our business operations and IT infrastructure
  • to manage complaints, feedback and queries
  • to comply with applicable laws and regulatory obligations
  • to establish and defend our legal rights


JOB APPLICANTS

  • to communicate with you
  • to carry out recruitment and selection activities
  • to evaluate applications
  • to assess your eligibility and suitability for a position
  • to possibly offer you a contract
  • to take pre-contractual measures
  • to build a recruitment pool

Your behaviour on the website may be analyzed to improve the website and tailor the range of products and services to your preferences.

Your data may be processed with a view to archiving our projects at the Ghent University Library for scientific or historical research or other educational purposes, as well as for exhibitions and publications. This is not considered incompatible with the initial purposes. In this context, personal data may be kept longer and transferred to the Ghent University Library.


LEGAL FOUNDATION FOR THE PROCESSING

The foundations for the processing of your personal data is, depending on the case, the necessity of that processing for concluding and executing our agreement with you, for complying with a legal obligation, to the vital interests of you or any other natural person or to defend the legitimate interests of Robbrecht en Daem or our partners.

We generally rely on the following legal grounds for the processing of Personal Data:

  1. Your consent. In many cases, your Personal Data will be processed by Robbrecht en Daem on the basis of your consent. For example, we may ask your consent to process your data in order to provide you with marketing information, to send you invitations to events or to send you news updates/press releases. We may seek your consent in writing or electronically. When seeking your consent, we will inform you about how your data will be used, as well as the purposes. In some circumstances, such as telephone conversations, consent can be given verbally. When you have provided your consent, you can withdraw it at any time.
  2. Necessary for the performance of a contract. Personal Data of clients may be processed by us in order to establish, perform and terminate a contract (e.g., for the provision of our services). Prior to a contract – during the contract initiation phase – Personal Data may be processed to prepare bids, pitches or purchase orders or to fulfil other requests of the prospective client that relate to contract conclusion. Prospective clients can be contacted during the contract preparation process using the information that they have provided.
  3. Legal obligations to which we are subject. In some cases, we may need to process your Personal Data because applicable laws or regulations require, request or allow it.
  4. Our legitimate interests. In many cases, we process your Personal Data because we have a legitimate business interest in doing so. This is the case, for example, when processing your Personal Data to communicate with you, to improve the quality of our services, to provide you with marketing information (incl. direct marketing) and to manage our business operations and IT infrastructure. Depending on the specific processing, Robbrecht en Daem's legitimate interests will in general consist of (i) the pursuit of our business activities and commercial objectives; (ii) the protection of our business, partners and shareholders; (iii) the improvement or further development of our services and our business operations in general; (iv) the compliance with legal and regulatory obligations, standards, guidelines and codes of conduct and/or (v) the maintenance and improvement of our position on the market.

The legal basis for our processing of Personal Data will be different depending upon our relationship. Below, we have set out the main legal justifications that apply to our processing of Personal Data.


CLIENTS

  • Necessary for the performance of a contract
  • Legal obligations to which we are subject
  • Your consent
  • Our legitimate interests


PROSPECTIVE CLIENTS

  • Your consent
  • Our legitimate interests
  • Necessary for the performance of a contract (if you decide to become a client)


SUPPLIERS

  • Necessary for the performance of a contract
  • Legal obligations to which we are subject
  • Your consent
  • Our legitimate interests


PARTNERS

  • Necessary for the performance of a contract
  • Legal obligations to which we are subject
  • Your consent
  • Our legitimate interests


SUBCONTRACTORS

  • Necessary for the performance of a contract
  • Legal obligations to which we are subject
  • Your consent
  • Our legitimate interests


JOB APPLICANTS

  • Necessary for the performance of a contract
  • Your consent
  • Our legitimate interests


TRANSFER TO THIRD PARTIES

If required to achieve the set purposes (f. ex. if this is necessary for the execution of an agreement and to comply with any legal obligation), we may need to share your Personal Data with third parties, so-called ‘recipients’ which are linked directly or indirectly with Robbrecht en Daem architecten or with any other partner of Robbrecht en Daem architecten. These third parties (recipients) may include:

  1. external third-party service providers (e.g. security professionals, accountants, auditors, experts, lawyers and other professional advisors or consultants; subcontractors; clients; call-centre service providers; IT systems, hosting service providers; insurers; banks and financial institutions; third-party claim administrators; and other third party vendors and outsourced service providers that assist us in carrying out our business activities);
  2. government authorities;
  3. third-party participants in legal proceedings and their advisors; and
  4. other third parties (e.g., credit-rating agencies, commercial-information providers, purchasers and prospective purchasers or other parties in any actual or proposed reorganisation, sale, joint-venture, merger, assignment, transfer or other transaction relating to our business, assets, companies or stock).

Robbrecht en Daem architecten is a Belgian company and has no offices outside Belgium. In principle, your Personal Data will be kept in Belgium or in another country within the European Economic Area. From time to time, we may however need to transfer your Personal Data to entities (recipients) located in countries outside the European Economic Area (EEA), including countries which do not offer adequate protection of Personal Data.

If Personal Data is being transferred from the European Economic Area to a country outside it which does not offer adequate protection of Personal Data, we will ensure that either (i) such transfer can be based upon an appropriate legal justification (e.g., your explicit consent or the necessity for the performance of our services) or (ii) appropriate safeguards are in place to protect your Personal Data to standards which are equivalent to the standards contained in this Privacy statement.


RETENTION PERIOD

Robbrecht en Daem architecten saves and processes your personal data only for as long as necessary to achieve the purposes for which your data is collected, to represent the legitimate interests of Robbrecht en Daem architecten, and for the time necessary to satisfy legal requirements (such as bookkeeping).


RIGHT TO VIEW, IMPROVE, CORRECT, DELETE, LIMIT, OBJECT AND TRANSFERABILITY OF PERSONAL DATA


As a Data Subject, you enjoy the following rights vis-à-vis Robbrecht en Daem architecten:

  • Right of access. You have the right to obtain confirmation about whether or not your Personal Data is being processed and, if so, to obtain access to your Personal Data and information regarding the processing.
  • Right to rectification. You have the right to correct incorrect Personal Data, complete your Personal Data and have recipients to whom Personal Data was provided informed of the rectification.
  • Right to erasure. Subject to certain conditions, you have the right to have your Personal Data erased. If your Personal Data was made public, Robbrecht en Daem will take reasonable steps to inform the controllers who are processing the Personal Data of your request to erase it and to inform the recipients of Personal Data of your request to erase it.
  • Right to restriction of processing. Subject to certain conditions, you have the right to obtain restriction of the processing of your Personal Data, and, in case of restriction, have the processing limited to mere storage.
  • Right to data portability. Subject to certain conditions, you have the right to be provided with your Personal Data, which you can reuse as you wish. If you so request, Robbrecht en Daem will transfer your Personal Data directly to another controller.
  • Right to object. You have the right to object to the processing of your Personal Data based on certain grounds and the right at all times to object to the use of your Personal Data for direct marketing purposes.
  • Right to withdraw consent. If you have given your consent to our processing of your Personal Data, you have the right to withdraw that consent at any time, without such withdrawal affecting the lawfulness of processing based on consent before its withdrawal.
  • Automated individual decision-making, including profiling. In the case of automated individual decision-making, you have the right to obtain human intervention, give your point of view, receive an explanation for the automated decision, and challenge that decision.

In order to exercise the aforementioned rights, you are requested to send an e-mail to the following address, with your identity proof (to ensure that the request has been made by you): info@robbrechtendaem.com.

We will respond as soon as possible to your request, in each case within four weeks.

Removal of your personal data is only possible if that data is no longer relevant.


DIRECT MARKETING

You are entitled to object free of charge to the processing of any processing of your personal data aimed at direct marketing. You can report this to the address info@robbrechtendaem.com.


COMPLAINT

If you have a complaint about compliance with this Privacy Statement or a violation of your rights under the law, you can report this to the address info@robbrechtendaem.com.

In addition, you have the right to file a complaint with the Belgian Privacy Protection Commission (35 Rue de la Presse, 1000 Brussels - commission@privacycommission.be).


SECURITY

Robbrecht en Daem takes the protection of your data seriously and takes appropriate technical, physical and organizational measures to prevent abuse, loss, unauthorized access, unsolicited disclosure and unauthorized alteration. This is done, amongst others, by means of the IT security policy, by training of our employees and by using secure storage and connections.

If you have the impression that your data is not securely protected or if you have indications of abuse, please contact us through info@robbrechtendaem.com.