Privacy Policy

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 controller when we process the personal data of our clients and users of our website.

It is important to us to create and maintain an environment in which our clients can be assured that their information will not be misused. We comply with the applicable data protection legislation, in particular the General Data Protection Regulation 2016/679 (GDPR), as well as national legislation in this field.

This policy aims to inform you which personal data we collect and how it will be used following your visit to our website, but also to assure you that it will be properly processed.

Most of our website is accessible without you having to provide personal data. We may collect and process the following categories of personal data for the purposes stated below:

• First name, last name, title, postal address, country

• Contact information (email address, phone 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 email, at trade shows or events).

Furthermore, we may also collect and process information obtained through our website or the devices you use. This may include the following data:

• Login data (username and password) for the customer-only section of the website

• 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 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

• Data that we receive from other websites, for example when you ask us to sign in using your Facebook account

• Telephone conversations, which may be recorded for quality assurance or training purposes

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

We collect the aforementioned information to better understand your needs and provide you with a 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 track online 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

• View data generated by our machines and available on the cloud platform

• To verify your identity and financial data for payment of our products and services

• To improve our products and services

• To examine claims concerning our products or services or relating to our website

• To meet legal and regulatory obligations as well as compliance obligations and requirements

• To analyze and monitor account use for the purpose of preventing fraud, terrorism, deception, security incidents and crime, investigating them and reporting them to the competent authorities

• To send you periodic promotional emails concerning our products and services, special offers or other information that we believe may be of interest to you

• To contact you from time to time in the context of market research (by email or by phone)

• To process your personal data for specific purposes as mentioned on specific forms on our website, in written communications or by email

We process the aforementioned personal data on the basis of different grounds 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 in order to provide our products or services. If personal data is processed in the performance of the contract (for example, invoices and communication), it will be retained for a maximum period of 7 years in accordance with legal accounting deadlines or 10 years after the end of the business 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 further have a legitimate interest in processing your personal data, which allows us to contact you to conduct our activities and inform you about our products, services, promotions and events. Your personal data will be retained for a maximum of one year after the end of the business 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 retain your personal data for one year.

We may share your personal data with:

• Companies belonging to the same group and/or subsidiaries

• 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 sign in with your account

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

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

We may disclose your personal data in order to enforce our policy, to meet our legal obligations or in the interest of security, in the public interest or for law enforcement purposes in any country where we have entities or subsidiaries. We may for example comply with a request from a law enforcement agency, a regulatory authority or a public authority. We may also disclose data in the context of current or potential disputes or to protect our property, security, staff and other rights or interests.

In the event of a sale or merger of VOCABASE activities with another company, your data will be communicated to the potential acquirer's advisor 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. The use of your personal data will, however, remain subject to this policy.

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

Data protection legislation provides the data subject with various rights relating to the processing of personal data, so that the data subject can continue to exercise sufficient control over the processing of their personal data.

You may exercise the following rights:

a) Right of access/consultation

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

We will inform you regarding the following points if not already mentioned in this policy:

• The purposes of processing

• The categories of personal data concerned

• The recipients or categories of recipients to whom the personal data has been disclosed

• Transfer to recipients established in third countries or international organizations

• If possible, the intended duration of retention of the personal data or, if not possible, the criteria used to determine this duration

• The existence of rights concerning your personal data, as listed in this chapter

• When we have not collected your personal data from you, any information available regarding its source

• The existence of automated decision-making, including profiling, and useful information concerning the logic underlying this decision-making, as well as the significance and expected consequences of this processing for the data subject

We will provide you with a copy of the personal data in our possession if you request it. If you request additional copies repeatedly and disproportionately, we may charge you reasonable fees.

b) Right of rectification

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

c) Right to be forgotten

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

d) Right to restrict processing

You may request restriction of processing if:

• You contest the accuracy of the personal data and do so during the period necessary to verify their accuracy

• Processing is unlawful and you oppose deletion 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 rights

• A complaint is lodged against processing pending explanation of the legitimate interests that outweigh your interests

e) Right to data 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 from us) to another controller provided that the processing is based on your consent and is carried out using automated procedures.

f) Right of opposition

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

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

g) Automated individual decision

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or affects you in a similarly significant manner, for example the evaluation of personal aspects relating to job performance, reliability, creditworthiness, etc.

This right does not exist when the decision is authorized by an imperative legal provision. The data subject also cannot invoke this right if the decision is necessary for the conclusion or performance of a contract between the data subject and the organization or if it is based on the explicit consent of the data subject. In these latter two cases, the data subject has the right to obtain human intervention from a member of the organization, to express their point of view and to contest the decision.

h) Right to withdraw consent

If you have given us your consent for a determined processing purpose, you can withdraw this consent at any time by sending an email 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 for 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 one of the aforementioned requests and to obtain the information.

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

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

We take every measure to ensure the security of your data. We have implemented reasonable technical and organizational measures to protect your personal data against any destruction, loss, accidental or unlawful alteration, unauthorized disclosure of personal data transmitted, stored or processed in any other way, or unauthorized access to such data.

You must, however, bear in mind that the Internet is an open system and 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 these sites or the standards and privacy practices of these 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.

a) Rights to the website and content – authorized use

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

Visitors to this website and any possible platform (customer area) enjoy a right of use enabling them to view 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 (e.g., reproduction, modification, publication or any other distribution) is prohibited, except with the express, prior and written consent of ourselves and/or our licensors.

b) Prohibited use of the website and content

You undertake not to use the site, the platform and the content:

• (1) Unlawfully and/or for unlawful purposes

• (2) In a manner that damages, modifies, interrupts, stops or makes them less effective

• (3) For the sending or placement of computer viruses or offensive, obscene or threatening content

• (4) In a manner that results in a violation of the rights of a third party or our rights, such as the right to privacy, data protection and intellectual property rights

• (5) For the display and sending of promotional or advertising messages without having obtained our prior consent

c) Liability

We take reasonable steps to ensure that the information we publish ourselves on our website and platform is as complete, correct and up-to-date as possible, but we cannot guarantee that the information provided is completely free from errors.

The information is not addressed to specific persons or organizations and is therefore not necessarily complete, relevant and accurate. The information cannot be considered professional or legal advice (an expert should always be consulted for that).

The user is responsible for the use they make of the website, the platform and the information found there. We disclaim all responsibility for damages resulting from any incorrect information published on our website.

We endeavor to limit technical malfunctions as much as possible. Nevertheless, when using the website or the platform, errors that may disturb its availability and operation may occur. The website, the platform and the content published on it/them are provided "as is", and we disclaim any responsibility for problems resulting from the use of our website, the online platform or the content of it/them.

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

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

VOCABASE may modify and update this policy at any time to ensure that it accurately reflects how we process your personal data at any given time. The updated version of this policy will be published on the same web page and will take effect upon publication.

Please consult this web page regularly to ensure that you are always aware of the type of information we collect and process, how your data is used and in what circumstances, and the cases in which we share your data with third parties.