PRIVACY
POLICY
Identification
Company: EQS Pro-Rent
Street: Veilingstraat 47
City: 2320 Hoogstraten
Telephone number: +32 (0)487 76 28 74
E-mail: info@eqs-prorent.com
VAT: BE0724.735.203
Data Controller: Wouter De Loose, Managing Director of EQS Pro-Rent
Hereinafter referred to as “EQS Pro-Rent”.
General
EQS Pro-Rent considers the protection of personal privacy to be extremely important. Therefore, we only process data that is necessary to provide our services and to improve our service delivery. In addition, we take all appropriate measures to optimally protect your privacy, in accordance with the Law on the Protection of Privacy with regard to the Processing of Personal Data. We will never make your data available to third parties for commercial purposes.
Our privacy policy applies to the use of the website/webshop and all our (electronic) communications. Upon publication of a new version, all previous versions become invalid. This privacy policy provides an overview of which data about you is collected by us, how this data is used, and with whom and under which conditions this data may be shared with third parties for processing purposes. We also explain how we store your data and how it is protected against misuse. Furthermore, we explain which rights you have regarding the personal data you provide to us.
If you have any questions about our privacy policy, you can contact our privacy officer. The contact details can be found at the beginning of this privacy policy.
Purposes
We collect (personal) data primarily to be able to provide you with our products or services. We collect information such as your browser type, IP address, name, and email address. This data is provided through Google Analytics, cookies, or when you enter your data yourself via one of our forms.
We use personal data:
to improve our product offering and website, in the context of our agreement or its preparation, and for customer administration;
to recognize your personal preferences and personalize our services and advertisements;
for the sale and promotion of our services and products;
to conduct market research;
to manage our website;
to manage contests and promotional campaigns;
to comply with legal and regulatory obligations;
to prevent and detect fraud and abuse, when we have received your consent.
If we wish to use your personal data for new purposes not provided for in this privacy policy, we will inform you of this change and give you the opportunity to refuse participation.
Legal Grounds
The legal basis for data collection by EQS Pro-Rent can be found in the following grounds:
consent of the data subject;
the preparation or performance of a contract or service.
Some concrete examples:
If you wish to order one of our products and have it delivered, we necessarily need your address. Since delivery is handled by an external company, you automatically consent to us sharing the necessary data with that company.
If you wish to receive a newsletter or a quotation, we require your email address, which you provide when submitting your request.
Cookie Policy
When you visit our website/webshop, we place cookies (text files) on your computer as a visitor. You can read our cookie policy here.
In this way, we collect information to track which pages are visited, how often visitors return, and which pages/products perform well on our website. We also track the information your browser shares.
You can choose to disable cookies via your browser settings. More information can be found on the website of your browser provider.
Who Has Access to Personal Data
We only process the data necessary to deliver the service or product you ordered in accordance with the agreed terms. We reserve the right to outsource certain tasks; however, we have processing agreements with our subcontractors that impose strict confidentiality regarding personal data. Only the most necessary data is shared, and subcontractors may only use it to carry out the specific assignment. This applies to both our own staff and third parties.
In some cases, we are legally obliged to share your data, usually as a result of a court order in a fiscal or criminal investigation. Although the law provides us with options to object, in certain cases we are compelled to share the requested information.
Data Protection
We protect your data in the following ways:
use of the most recent versions of security products on all our systems according to industry best practices;
segmentation and restriction of access to personal data by staff, subcontractors, and third parties;
subcontractors and third parties are bound by strict confidentiality through processing agreements;
regular backups to prevent irrecoverable data loss as much as possible;
detected fraud attempts are reported to the data subject and the Data Protection Authority in accordance with legal provisions;
EQS Pro-Rent and all subcontractors commit to complying with the Belgian Law of 8 December 1992 on the Protection of Privacy with regard to the Processing of Personal Data, as well as the General Data Protection Regulation (GDPR), which entered into force on 24/05/2016 and became applicable on 25/05/2018.
The privacy law defines “personal data” as:
Any information relating to an identified or identifiable natural person (“the data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, an online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
The personal data collected and processed by EQS Pro-Rent consists of data entered by the customer via our website(s) and data obtained through your use of our website(s), products, and/or services.
Your personal data is also used for the administration of sales invoices. All data transfers to the accounting firm are securely transmitted, and the accounting firm has taken the necessary technical and organizational measures against loss or unauthorized use. The accounting firm is bound by confidentiality and will treat your data confidentially and will not use it for purposes other than accounting processing.
Websites may contain links to third-party sites, such as social media. These are not covered by our privacy policy. We therefore recommend that you carefully read their privacy policies.
Data Retention
EQS Pro-Rent does not retain your data longer than necessary. This may vary depending on the purpose for which the data is used.
Personal data provided in the context of subscribing to, for example, a newsletter is retained until you explicitly withdraw your consent. As long as you are a customer, we retain your data until you indicate that you no longer wish to use our services. Due to legal obligations to retain invoices for administrative purposes, these are kept for at least the statutory period, but our staff will no longer have access to your customer data.
Personal data and information provided under a processing agreement will be made available to the customer or destroyed no later than 6 months after termination, as agreed.
Data obtained through tools such as Google Analytics, used for long-term market strategy development, may be retained for up to 55 months.
Rights of Data Subjects
In accordance with applicable Belgian and European legislation, you have several rights regarding the personal data we collect or process on our behalf. After your request for rectification or restriction, we will respond within 30 days via an email address known to us. To prevent unauthorized disclosure of your personal data, we ask you to include a copy of the front of your identity card.
Right of Access
You always have the right to access your personal data and to request a free copy. More information about why and how long we store your data can be found in sections “Purposes” and “Data Retention” of this privacy policy.
Right to Rectification
Data subjects have the right to correct or complete inaccurate personal data at any time.
Right to Erasure (Right to Be Forgotten)
You have the right to request the deletion of your personal data. However, legal obligations to retain certain data take precedence, such as accounting and tax laws requiring invoice data to be kept for 7 years.
Right to Lodge a Complaint
You always have the right to lodge a complaint with the Data Protection Authority if you believe your personal data is being collected and/or processed unlawfully.
Right to Withdraw Consent
Any data subject whose personal data is collected has the right to object to the processing of that data.
Right to Restriction of Processing
This is the right to limit data processing; for example, incorrect data may not be used until corrected. In the event of restricted processing, the data may still be stored by EQS Pro-Rent.
Right to Data Portability
For personal data processed in the context of contract performance or provided by you, you have the right to receive this data in a commonly used and machine-readable format. You may also request that the data be transferred directly to another party, where technically feasible. This does not apply to paper records.
Right to Object to Automated Decision-Making
You have the right to request that we do not apply profiling or automated processing to your data.
Note:
We do not use automated decision-making processes.
You always have the right to unsubscribe from our newsletter.
Changes
We reserve the right to amend this privacy policy at any time. The most recent version can always be found here. If changes affect the way we previously processed your data, we will inform you by email.
Last modification: Friday, 23 July 2021.
