Privacy policy relating to the processing of personal data of the customer and the user of the website

VOCABASE (hereinafter “we”) is aware of the importance of respecting privacy and protecting the personal data of customers and visitors to its website. In this policy, we detail how we process your personal data.

1. Scope

This website is managed by VOCABASE SA, whose registered office is located in Belgium, Avenue Léon Champagne 2 at 1480 Saintes and whose BCE number is 0475.517.160. We act as data controller when we process the personal data of our customers and users of our website.

It is important to us to create and maintain an environment in which our customers can be assured that their information will not be misused. We comply with applicable data protection regulations, including the General Data Protection Regulation 2016/679 (RGPD or GDPR), as well as relevant national legislation. This regulation concerns the protection of your personal data and you

The purpose of this policy is to tell you what personal data we collect and how it will be used at the end of your visit to our website, but also to ensure that it will be treated correctly.

2. What personal data do we collect?

Most of our website can be accessed without you having to provide any personal data.

We may collect and process the following categories of personal data for the purposes set out below:

• First name, last name, title, postal address, country;
• contact details (email address, telephone number);
• Company Name ;

You may also be asked to provide additional/optional information when you complete forms on our website or when we contact you (by phone, by e-mail, at trade fairs or at events).

In addition, we may also collect and process information obtained through our website or the devices you use. This can be the following data:

• connection data (username and password) for the part of the site reserved for customers;
• location data (location data collected via social media or your device's IP addresses; GPS signals sent by a mobile device);
• information from cookies, web beacons or the Internet. This information is collected automatically and may relate to the website you visited before or after ours. We may also collect information about the pages of our website that you visit, your IP addresses, the type of browser you use, browsing time and operating system. You will find more information on how we use cookies in our cookie policy on the page www.vocabase.be/cookies;
• data we receive from other websites, for example when you ask us to log in using your Facebook account;
• telephone conversations, which may be recorded for quality assurance or training purposes;

We may additionally collect publicly available information in order to verify the data we have previously collected and to manage and expand our business.

3. Why do we collect this information and on what legal basis?

We collect the aforementioned information in order to better understand your needs and provide you with better service, and in particular for the following purposes:

• to answer your (online) questions about our products or services, to provide you with information about our products and to follow up on-line offers;
• to provide you with the products and services you have ordered;
• to give you access to the online customer platform where you can:
  • place your orders;
  • view delivery times;
  • view your customer history and warranties;
  • consult the data that has been generated by our machines and is available on the cloud platform. You will be able to access this data – related to [machine operation and performance // worker operation, performance and use of machines] – through your personalized account after logging into the platform.
• to verify your identity and financial data for payment of our products and services;
• to improve our products and services;
• to investigate complaints about our products or services or in connection with our website;
• to meet legal and regulatory obligations and compliance obligations and requirements;
• to analyze and monitor account usage for the purpose of preventing, investigating and reporting fraud, terrorism, deception, security incidents and crime and reporting them to relevant authorities;
• to periodically send you promotional emails about our products and services, special offers or other information which we think you may find interesting;
• to contact you from time to time for market research. We may contact you by email or telephone;
• to process your personal data for specific purposes as mentioned on specific forms on our website, in written communications or by e-mail;
• [...].

We process the aforementioned personal data on the basis of different bases listed in Articles 6.1, (a), (b), (c) and (f) of the GDPR.

Indeed, the processing of your personal data is necessary for the performance of contracts under which we are required to fulfill our contractual obligations for the provision of our products or services. If personal data is processed in the context of the execution of the contract (e.g. invoices and communication), it will be kept for a maximum period of [7 years in accordance with the statutory accounting periods OR 10 years after the end of the commercial relationship in accordance with the applicable limitation period].

In some cases, the processing of personal data and their transmission to third party recipients (e.g. to public authorities in the context of public procurement or the fight against money laundering) are necessary to comply with a legal obligation.

We also have a legitimate interest in processing your personal data, which allows us to contact you to carry out our activities and inform you about our products, services, promotions and events. Your personal data will be kept for a maximum of one year after the end of the commercial relationship.

If you are not yet a customer, we will ask your permission to inform you about our events, products and services for promotional purposes. In this case, we will keep your personal data for one year.

4. How do we use and share your data?

We may share your personal data with:

• companies belonging to the same group and/or subsidiaries; Or
• any third party with whom you have asked us to share your personal data, such as Facebook or other social media if you have asked us to log in with your account; Or

We may also share your personal data, based on our legitimate interest, with third parties who assist us in providing our products and services. Some examples of third party activities: hosting web servers, data analysis, providing marketing support and customer service. These companies only have access to your personal data when it is strictly necessary for the exercise of their activities. They cannot use your data for any other purpose.

Your personal data will not be sold or rented to third parties.

We may disclose your personal data for the purpose of enforcing our policy, complying with our legal obligations, or in the interest of security, in the public interest or for the purposes of law enforcement in any country where we have entities or subsidiaries. For example, we may respond to a request from a law enforcement agency, regulatory body or public authority. We may also disclose data in connection with actual or potential litigation or to protect our property, safety, personnel, and other rights or interests.

In the event of sale to or merger of the activities of VOCABASE with another company, your data will be communicated to the adviser of the potential buyer and will be transferred to the new owners of the company. In this case, we will take appropriate measures to ensure the integrity and confidentiality of your personal data. However, the use of your personal data will remain subject to this policy.

5. Transfer of your personal data outside the European Economic Area

We do not transfer your personal data to third countries outside the European Economic Area.

6. Rights of the data subject

Data protection legislation provides the data subject with various rights in relation to the processing of personal data, so that the data subject can continue to exercise sufficient control over the processing of his or her personal data.

You can exercise the following rights:

a) Right of access/consultation

You have the right to obtain confirmation from us whether or not your personal data is being processed. If so, you can request access to your personal data.

We will inform you about the following points if they are not already mentioned in this policy:

• the purposes of the processing;
• the categories of personal data concerned;
• the recipients or categories of recipients to whom the personal data have been communicated;
• the transfer to recipients established in third countries or international organisations;
• if possible, the envisaged retention period of the personal data or, if this is not possible, the criteria used to determine this period;
• the existence of rights regarding your personal data, as listed in this chapter;
• where we have not collected your personal data from you, any available information as to its source;
• the existence of automated decision-making, including profiling, and useful information regarding the logic behind this decision-making, as well as the significance and the intended consequences of this processing for the data subject.

We will provide you with a copy of the personal data in our possession if you ask us to do so. If you repeatedly and disproportionately request additional copies from us, we may charge you a reasonable fee.

b) Right of rectification

If you notice that we hold inaccurate or incomplete personal data about you, you have the right at any time to inform us so that we can take the necessary steps to correct or complete this data.

c) Right to be forgotten

You can ask us to erase your personal data if the processing does not comply with data protection legislation and within the limits of the law.

d) Right to restriction of processing

You can request the restriction of processing if:

• you dispute the accuracy of the personal data for the period necessary to verify its accuracy;
• the processing is unlawful and you oppose the erasure of the data;
• we no longer need the data, but you request that it not be deleted because you need it for the exercise or defense of legal claims;
• a complaint is made against the processing pending the explanation of the legitimate interests which override your interests.

e) Right to portability

You have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format. You have the right to transmit this personal data (directly by us) to another controller provided that the processing is based on your consent and is carried out using automated methods.

f) Right to object

When your personal data is processed for direct marketing purposes (including profiling), you can always object to the processing.

You can also object to the processing for reasons relating to your particular situation. The organization will then cease the processing, unless it demonstrates that there are compelling legitimate grounds for the processing, which override your interests, or which relate to the exercise or defense of legal claims.

g) Automated individual decision

You have the right not to be subject to a decision based solely on automated processing, including profiling, producing legal effects concerning you or significantly affecting you in a similar way, for example the evaluation of personal aspects relating to the performance of the work, reliability, solvency, etc.

This right not to be the subject of a decision based on such automated processing does not exist when the decision is authorized by a mandatory legal provision.

The data subject may also not invoke this right if the decision is necessary for the conclusion or performance of the contract between the data subject and the organization or if it is based on the explicit consent of the data subject. In these last two cases, the person concerned has the right to obtain human intervention from a member of the organization, to express his point of view and to challenge the decision.

h) Right to withdraw consent

If you have given us your consent for a specific processing purpose, you can withdraw this consent at any time by sending an e-mail or via your account.

If, when registering on the website, you chose to receive [commercial emails, newsletters, etc.] from [us], you can unsubscribe at any time if you change your mind.

i) Procedure regarding the exercise of rights and other provisions

We may ask you to provide proof of your identity to ensure that your request is legitimate and that we are responding to the person who is authorized to send us any of the above requests and obtain the information.

Please note that in certain circumstances provided by law, we may refuse access to your information or not comply with your request where we have the right to do so under applicable data protection legislation.

If you wish to obtain further information concerning the processing of your personal data or if you wish to exercise your rights, you can contact us at info@vocabase.be.

Safety

We make every effort to ensure the security of your data. We have implemented reasonable technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of personal data transmitted, stored or otherwise processed, or unauthorized access to such data. However, you should bear in mind that the Internet is an open system and that we cannot guarantee that no unauthorized third party will ever be able to circumvent these measures or use your personal data for inappropriate purposes.

This website may contain links to third party websites. We are not responsible for the content of those sites or the privacy standards and practices of those third parties. Please ensure that you read and understand the relevant privacy policy of these third parties and their websites before accepting their cookies and browsing their website to ensure that your personal data is adequately protected.

7. Terms of Use and Liability

a) Rights to website and content – ​​permitted use

Our website and the content made available on it (for example, text, images, films, data, software, trademarks and trade names, and other information) are protected by intellectual property rights and other rights which we or to our licensors.

Visitors to this website and any eventual platform (customer area) enjoy a right of use allowing them to consult the website, the platform and the content for their own use. This right of use is personal, non-exclusive and non-transferable and we reserve the right to revoke it at any time and without justification. Any other use of the content and any other element of the website and the platform (eg reproduction, modification, publication or any other distribution) is prohibited, except with the express, prior and written consent of our from and/or our licensors.

b) Prohibited Use of Website and Content

You agree not to use the site, the platform and the content (1) in an illegal manner and/or for any illegal purpose, (2) in such a way as to damage, modify, interrupt, stop or make them less effective, (3) to send or place any computer virus or content that is offensive, obscene or threatening, or otherwise not consistent with the intent of the website and the platform (4) in a manner that violates the rights of a third party or our rights, such as the right to privacy, data protection and intellectual property rights (5) for displaying and sending promotional or advertising messages without having obtained our prior consent and insofar as the recipient has not consented.

c) Liability

We take reasonable steps to ensure that the information we publish ourselves on our website and our platform is as complete, correct and up-to-date as possible, but we cannot guarantee that the information provided is completely error-free. The information is not directed to specific persons or organizations and is therefore not necessarily complete, relevant and accurate.

The information cannot be considered as professional or legal advice (an expert should always be consulted for this purpose). The user is responsible for the use he makes of the website, the platform and the information therein. We accept no liability for damage resulting from any incorrect information published on our website.

We strive to limit technical malfunctions as much as possible. However, when using the website or the platform, errors that may affect its availability and operation may occur. The Website, the Platform and the Content published thereon are provided " as is », and we accept no responsibility for any problems resulting from the use of our website, the online platform or the content thereof.

The web pages or the platform may contain links to external websites over which we have no control and for which we accept no responsibility. We are also not responsible for the content and information that users may post on the website or platform. The user undertakes to indemnify us and hold us harmless for any damage resulting from this content and this information.

8. Applicable law and competent courts

Belgian law applies to our website, this policy and all disputes relating thereto. In the event of a dispute, only the courts of Nivelles are competent.

9. Changes to this Policy

VOCABASE may modify and update this policy at any time to ensure that it reflects how we are processing your personal data at any given time. The updated version of this Policy will be posted on the same web page and will be effective upon posting. Please check this webpage regularly to ensure that you are always aware of the type of information we collect and process, how your data is used and under what circumstances, and the cases in which we share your data with third parties. third.

Version – 1/11/2022