GENERAL

The website www.normalizedsystems.org (hereinafter referred to as: “website”) is managed by NSX, with its registered office located at 2845 Niel, Galileilaan 15 and with company number 0840.966.838 (hereinafter referred to as: “NSX” “we”, “us” or “our”).

Our Privacy Policy aims primarily to provide you with information regarding the processing of personal data in the context of our website, as well as to provide you with information regarding the personal data we process about you when you use our services. We will be considered the data controller for the personal data we collect in the context of your use of our website and/or our services. NSX attaches great importance to your privacy. This Privacy Policy was therefore developed by us to provide you with more information regarding the collection, communication, transfer, and use (“processing”) of the personal data you share with us in the context of your use of our website or our services, as well as to provide you with more information regarding your rights. More specifically, through our Privacy Policy, we provide you with more information about:

• How we use and collect your personal data;
• Which categories of personal data we collect;
• How long we retain your personal data;
• What your rights are as an individual;
• Who has access to your personal data;
• How the transfer of your personal data takes place.

 

If you have any questions, comments, or complaints regarding our Privacy Policy, the processing of your personal data, or if you wish to submit a request in accordance with our Privacy Policy, please contact us in one of the following ways:

• By e-mail to: info@normalizedsystems.org
• By post to: NSX, Attn: Data Protection Officer, Galileilaan 15, 2845 Niel.

 

We reserve the right to make changes to our Privacy Policy. The most recent version of our Privacy Policy is always available on our website. This Privacy Policy was last revised and updated on July 11, 2018.

HOW WE USE AND COLLECT YOUR PERSONAL DATA

Personal data is defined as all information about an identified or identifiable natural person. Identifiable refers to identifiers (such as name, identification number, location data, etc.) that can be used to identify a natural person directly or indirectly.

The personal data we collect is collected for the following purposes:

• Answering questions – If you use our web chat, the contact form on our website, the form “How can we improve your experience with our services?” on our website, our telephone number, email address, or address details, we use the personal data to answer your request, either via the web chat, by email, or by telephone. Your email address will also be included in our database for sending our newsletter and providing information regarding events, seminars, etc.
• Providing our services – We use your personal data in the context of our services, or to provide you with the requested information. We also use the personal data we receive when providing our services for customer and supplier administration, to improve the quality of our services, to develop new services, to be able to invoice our services, and to follow up on outstanding invoices and, if necessary, collect them.
• Recruitment and selection – We always list a number of internal open vacancies on our website. When you provide your personal data to us via the form “Would you like to join our team?” on our website or by clicking on the open vacancies, we process your personal data to invite you for an interview with us, as well as with a view to a possible hiring.
• Supporting our website – We process your personal data with the aim of supporting our website and improving your user experience. This purpose extends to monitoring the security, availability, performance, capacity, and health of our website.
• Exercising granted rights – Finally, we process your personal data to enforce or comply with the rights granted under applicable law (such as instituting or defending against legal claims) if necessary. We may also use your personal data to comply with our obligations under applicable law.

 

We collect the following categories of personal data:

• Personal identification data – We collect contact details about you. We receive this information when you communicate your data directly to us, for example by filling it in the contact form on our website, in our web chat, as well as via the forms “How can we improve your experience with our services?” and “Would you like to join our team?”. For example, you will provide us with your name and email address, as well as the personal data that you enter yourself in the free text field ‘message’. Please do not enter sensitive information, such as health information, information concerning criminal convictions, or bank account numbers, in the free text field.
• Identification data – As a (potential) professional customer of ours, or as a (potential) supplier, we process the coordinates of your contact persons, as well as of the partners in your business, namely name, first name, address, email address, telephone number, mobile number, VAT number, company number, title, and description of their function.
• Financial details – When our services are used, we process identification and bank account numbers, as well as credit or debit card numbers. We also process the amounts you have already paid, or still need to pay. Finally, we process data regarding solvency.
• Usage data – We process personal data concerning your use of our website: IP address, device ID and type, referral source, language settings, browser type, operating system, geographical location, duration of visit, visited page, or information concerning the timing, frequency, and pattern of your visit. This information can be aggregated and can help us gather useful information concerning the use of the website. In the event that such usage information is anonymized (and therefore not traceable back to you as a natural person), such information does not fall under our Privacy Policy. This information is collected automatically through your use of the website.
• Device data – We may collect data related to your specific device, e.g., serial number, hardware type, version, etc.

 

We use the personal data we receive from you via our contact form and the forms on our website, as well as the usage information we aggregate from the use of our website, based on the legal ground of “legitimate interest”. For example, we have a legitimate interest in responding to your questions or reacting to the comments you formulate. The user information is used to make the website experience of our users as pleasant and safe as possible. In any case, we strive for a balance between that interest and respecting your privacy.

In the context of our services, as well as towards our suppliers, we use the identification and financial data based on the legal ground “necessary for the performance of the contract”. For example, we need this identification data to be able to send you our invoices (electronically) or to include them in our accounting, as well as for our customer and supplier administration.

If the legal basis for the processing of your personal data is your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of the processing that took place before the withdrawal of your consent.

If the legal basis for the processing is our legitimate interest, you have the right to object to the processing as further outlined in our Privacy Policy.

HOW LONG IS YOUR PERSONAL DATA STORED BY NSX?

NSX will not retain your personal data longer than necessary for the stated purposes. If you choose not to share your personal data with us anymore, we will also no longer use your personal data. Your personal data will, however, still be retained for a period of two years for the handling of possible complaints and/or legal disputes. In such a case, your personal data will be archived, and thus only have limited accessibility.

If we process your personal data on the legal ground of “consent” and you withdraw your consent, or if you object to the processing of personal data and such objection is upheld, we will delete your personal data. However, we will retain the personal data necessary to respect your preference for the future.

Your rights as an individual

This article contains an overview of your main rights in accordance with the applicable legislation on personal data protection. We have attempted to summarize them for you in a clear and readable manner.

If you wish to exercise one of your rights, send us a written request in accordance with Article 1 of our Privacy Policy. We aim to respond to your request without undue delay, but in any case within a period of one month after receipt of your request. If we are unable to respond within the aforementioned period of one month and wish to extend the period, or in case we will not act on your request, we will inform you thereof.

• Right of access – In the event that we process your personal data, you have the right to access your personal data, as well as certain additional information as described in our Privacy Policy. You have the right to receive a copy from us of your personal data that we hold, provided that this does not adversely affect the rights and freedoms of others. The first copy will be provided to you free of charge, but we reserve the right to charge a reasonable fee when you request multiple copies.
• Right to rectification – If the personal data we hold about you is inaccurate or incomplete, you have the right to request us to correct this information, or to request us – taking into account the purposes of the processing – to complete it.
• Right to erasure / right to be forgotten – When one of the following cases applies, you have the right to obtain – without undue delay – the erasure of your personal data:
  • The personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed;
  • You withdraw your consent on which the processing is based, and there is no other legal ground for the processing of your personal data;
  • Your personal data has been unlawfully processed;
  • Erasure of your personal data is necessary to comply with EU law or Belgian law;
• There are certain exceptions to the right to erasure. These exceptions include where processing is necessary:
  • For the exercise of the right to freedom of expression and information;
  • For reasons of public interest in the area of public health;
  • For archiving purposes in the public interest, or statistical purposes;
  • For compliance with a legal obligation; or,
  • For the establishment, exercise, or defense of legal claims.
• Right to restriction of processing – You have the right to obtain the restriction of the processing of your personal data (which means that the personal data may only be stored by us and only used for limited purposes), if one of the following elements applies:
  • You contest the accuracy of the personal data, for a period enabling us to verify the accuracy of the personal data;
  • The processing is unlawful and you oppose the erasure of the personal data and request the restriction of its use instead;
  • We no longer need your personal data for the purposes of the processing, but you require them for the establishment, exercise, or defense of legal claims; or,
  • You have objected to the processing, pending the verification whether the legitimate grounds of us override those of you.
• In addition to our right to store your personal data, we may still process it, but only:
  • With your consent;
  • For the establishment, exercise, or defense of a legal claim;
  • For the protection of the rights of another natural or legal person; or,
  • For reasons of public interest

 

You will be informed before we lift the restriction on the processing of your personal data.

• Right to data portability – If the processing of your personal data is based on your consent, and the processing is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format. However, this right does not apply, insofar as this would adversely affect the rights and freedoms of others. You also have the right to have your personal data transmitted directly by us to another company, if technically feasible.
• Right to object – You have the right to object at any time – on grounds relating to your particular situation – to the processing of your personal data, but only to the extent that the legal basis for the processing is that the processing is necessary for:
  • The performance of a task carried out in the public interest or in the exercise of official authority vested in us;
  • The purposes of the legitimate interests pursued by us or by a third party.

 

If you object to the processing of your personal data, we will no longer process the personal data, unless we can demonstrate compelling legitimate grounds for the processing which override your interests or your fundamental rights and freedoms. Where your personal data is processed for direct marketing purposes, whether it is an initial or further processing, you have the right to object at any time and free of charge to this processing, including in the case of profiling to the extent that it relates to such direct marketing. If you make such an objection, we will stop processing your personal data for this purpose.

Right to lodge a complaint with a supervisory authority – If you believe that the processing of your personal data carried out by us is in breach of data protection legislation, you have the right to lodge a complaint with a supervisory authority responsible for data protection. You can do this in the EU Member State of your habitual residence, of your place of work, or of the place where the alleged infringement took place. In Belgium, you can lodge a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels (contact@adp-gba.be), https://www.gegevensbeschermingsautoriteit.be/contact.

WHO HAS ACCESS TO YOUR PERSONAL DATA?

We may transfer your personal data to the following categories of recipients:

• Service providers/suppliers – We transfer your personal data to the service providers we use to process and/or store your personal data. If you use the services of NSX, we may transfer your personal data to suppliers with whom we have contracted to be able to offer you the relevant services.
• Affiliated companies – If you use our services, it is possible that we transfer your personal data to affiliated companies of NSX. For certain services, we rely on the central services offered to us via our affiliated companies, such as, among other things, the collection of outstanding customer invoices.
• Social media providers – Our website uses social media plug-ins that make it possible to link you to our social media channels or that enable you to share content on your social media channels. These social media channels are Facebook, LinkedIn, and Twitter. If you click on such a link, the aforementioned social media partners may collect personal data, such as personal data concerning your profile. We are not responsible for how these social media partners use your personal data. In such a case, they will act as data controller. For your information, we list the relevant links below (these may change from time to time):
  • Facebook: http://facebook.com/about/privacy
  • LinkedIn: http://linkedin.com/legal/privacy-policy
  • Twitter: http://twitter.com/privacy
• Governments and authorities – It may be necessary to provide access to your personal data for legal purposes. In such a case, we will be forced to comply with this. We may also provide your personal data if this is necessary to protect the vital interests of another natural person.

 

TRANSFER OF PERSONAL DATA

There is no transfer of personal data outside the European Economic Area. If, in exceptional cases, a transfer outside the European Economic Area does take place, we ensure that this transfer of personal data to a third country will occur with due observance of the necessary safeguards.

You therefore agree to the transfer of personal data to a third country.