Who we are

We are Fluo Visual with address Monnikeredestraat 15 8340 Damme Belgium with company number BE0882386729.

We care about your privacy and whenever we handle your personal data, we do so in accordance with the provisions of the General Data Protection Regulation (GDPR) and national laws governing the processing of personal data.

The privacy legislation obliges us to make the information that we communicate in this privacy statement accessible to you. This privacy statement clarifies what measures we take to protect your privacy when you use our services or products and what rights you have.

When we process your personal data, we are in most cases the "controller". This means that we determine the purposes and means of the processing.

By purchasing our services and/or products you agree that we collect and process some personal data about you in accordance with the purpose described in our privacy statement. We invite you to read this statement carefully. Sielke Torremans is our privacy coordinator who you can reach at sielke.torremans@fluo-visual.com for any questions you might have or to exercise your rights. It is possible that this statement will be amended in the future. We therefore ask you to read the privacy statement on a regular basis.

Processing your personal data

Personal data or personal data means any information about an individual that may allow that person to be identified. This does not concern data where the identity has been removed (anonymous data). We try to collect as little personal data as possible to achieve our goals.

We comply with data protection laws that require the personal data we process about you to:

• Collected only for valid purposes that we have clearly explained to you.
• Used in a lawful, fair and transparent manner, i.e. used in a way that is adequate, relevant and limited to what is necessary for the purposes for which they are processed.
• Be accurate and updated as necessary, no longer kept as needed for the purposes we told you about and handled securely.

We may request certain information from you to enable you to purchase or use our goods or services. If we obtain your personal information in a different way, we will state this in this privacy statement. If you have any questions, don't hesitate to contact our privacy coordinator.

More specifically, we will collect some or all of the following data elements:

• VAT number
• Bank account
• Company Address
• Business function
• Profession
• Payment summary, customer account
• Date & time
• Third Party Cookies
• Electronic Identification Data
• Electronic Location Data
• Essential cookies
• Photos / images
• Signature
• Content of correspondence
• Customer file
• Marketing cookies
• Customer name
• Performance cookies
• Personal email address
• Personal phone number
• Professional phone number
• Social media links
• Home address
• Permission
• Work email address

We count on you to provide us with correct information. Let us know when information changes so that we can keep all information up to date.

The processing of data must allow us to provide our services and products, to continuously improve our services and products available to you and to adapt them to your needs. More specifically, we carry out the following processing operations:

• Newsletter / promotion
  
  Description: Keeping clients informed about what the company has to offer
  Purpose: Zolang de gebruiker ingeschreven blijft op de nieuwsbrief
  Legal basis: Legitimate interests
  
  Retention period: From contract termination, retention during the statute of limitations and/or statutes of limitations relevant to legal action
  
  Data items: Photos / images, Permission, Work email address, Personal email address, Customer name
  
  Data is processed within the EU

• Customer appointments
  
  Description: Registration of customer appointments on paper or computer
  
  Purpose: Management of availability / calendar
  
  Legal basis: Contract
  
  Retention period: From contract termination, retention during the statute of limitations and/or statutes of limitations relevant to legal action
  
  Data items: Date & time, Work email address, Personal email address, Professional phone number, Personal phone number, Customer name
  
  Data is processed within the EU
  

• Customer prospecting
  
  Description: Management of prospect information
  
  Purpose: To communicate goods and services to potential customers
  
  Legal basis: Legitimate interests
  
  Retention period: All prospects that have not converted to customers will be deleted after 2 years
  
  Data items: Company function, Company address, Work email address, Personal email address, Customer name
  
  Data is processed within the EU
  

• Delivery of goods and/or services
  Description: Sale and/or delivery of goods or services to customers
  
  Purpose: Ensure correct delivery of goods and/or services, enable track & trace and feedback
  
  Legal basis: Contract
  
  Retention period: From termination of the contract, retention during the legal period and / or period relevant to legal action
  
  Data items: Social media link, Company function, Photos / images, Company address, Home address, Profession, VAT number, Customer file, Work email address, Personal email address, Signature, Personal phone number, Customer name
  
  Data is processed within the EU
  

• Communication with customers
  
  Description: Communication with customers on paper or electronic form
  
  Purpose: To provide good customer service
  
  Legal basis: Contract
  
  Retention period: From contract termination, retention during the statute of limitations and/or statutes of limitations relevant to legal action
  
  Data items: Content of correspondence, Company address, Home address, Work email address, Personal email address, Name of the customer
  
  Data is processed within the EU
  

• Customer billing and accounting
  
  Description: Calculation of the fee or compensation due, taking care of invoicing and obtaining payment
  
  Purpose: Ensure correct payment
  
  Legal basis: Contract
  
  Retention period: From contract termination, retention during the statute of limitations and/or statutes of limitations relevant to legal action
  
  Data items: Company address, Home address, Payment overview, customer account, VAT number, Work email address, Personal email address, Bank account, Signature, Customer name
  
  Data is processed within the EU
  

• Company website
  
  Description: Company website that can be visited by clients, prospects and various third parties
  
  Purpose: To inform clients and prospects
  
  Legal basis: Legitimate interests
  
  Retention period: From contract termination, retention during the statute of limitations and/or statutes of limitations relevant to legal action
  
  Data items: Electronic location data, Performance cookies, Third party cookies, Electronic identification data, Essential cookies, Work email address, Personal email address, Professional telephone number, Personal telephone number, Customer name, Marketing cookies
  
  Data is processed within the EU
  

We are the controller for these processing operations. If you have given permission for a certain processing, you always have the right to withdraw this permission.

If you do not want your data to be processed, please contact us so that we can evaluate together whether a contractual relationship is possible between us and whether it is possible for you to continue using our goods and/or services.

We also handle data from suppliers. When we collect, process and store data about our suppliers, we want to make sure that we only collect, process and store data that we really need and are allowed to process in this way. In our dealings with our suppliers, we typically collect, process and store the name, work email address and work telephone number of the person(s) who communicate with us. We also collect, process and store the VAT number of our suppliers. If we provide vehicles from our suppliers with parking or allow them on our premises, we may collect, process and store the license plate number and time data of the visit if this is necessary for organizational or security reasons. The legal basis for the processing of personal data is the conclusion and performance of a contract. We use security measures that are functionally and technically in line with best industry standards. We store the data during the statute of limitations and / or statutes of limitations relevant to legal action.

Processing personal data on your behalf

The specific nature of our relationship makes it unlikely that you will allow us to process personal data of others. In the exceptional case that this nevertheless occurs, we are the processor and you are the controller. We will then carry out your instructions for the processing, possible subcontracting, the fate of the data at the end of the contract and the possible transfer of data. We will therefore take the necessary security measures and assist you in complying with your obligations under the GDPR.

Sharing personal data

We may need to work with third parties to provide certain services or products such as IT partners, insurance partners, accountancy partners, legal advisors. More specifically, we reserve the right to share your personal data with these partners:

• Social Media – Facebook / Instagram
  
  Purpose: Promotion of the company and services
  
  Legal basis: Legitimate interests
  
  Data items: Customer name, Electronic identification data, Photos / images, Date & time, Electronic location data
  
  Data is processed within the EU
  
  META PLATFORMS IRELAND LIMITED (ex-Facebook) receives the data

• Social Media – Linkedin
  
  Purpose: Promotion of the company and services
  
  Legal basis: Legitimate interests
  
  Data items: Employee name, Electronic identification data, Photos / images, Date & time, Electronic location data
  
  Data is processed within the EU
  
  LinkedIn Ireland Unlimited Company receives the data

• Marketing platform – Mailchimp
  
  Purpose: Promotion of the company and services
  
  Legal basis:
  Legitimate interests
  
  Data items: Personal email address
  
  Data is processed within the EU
  
  The Rocket Science Group LLC (Mailchimp) receives the data

• Website analytics and visitor statistics via partner
  
  Purpose: Measuring and analyzing website effectiveness
  
  Legal basis: Legitimate interests
  
  Data items: Electronic identification data, Date & time, Third party cookies, Performance cookies, Electronic location data
  
  Data is processed within the EU
  
  Google Ireland Limited receives the data

If we receive your personal information from a third party who refers you to us, we assume that this information has been obtained directly from you or with your consent. If this is not the case, please let us know immediately.

These third parties will typically act as data processors. Please note that social media platforms, trading platforms and permanent sales partners are often considered joint controllers.

If you participate in an online conversation, meeting, conference,… know that all data you share is visible and/or audible to the other participants. Please keep this in mind before sharing your personal information, video, audio or other data.

If you object to the sharing of your data, we ask you to contact us so that we can evaluate together whether a contractual relationship is possible between us and whether you can continue to use our services and/or goods.

Please note that we may be required by law to process certain data and possibly pass it on to the relevant authorities. As this is a legal obligation, you cannot object to this transfer.

Security and Confidentiality

We want to keep your personal data safe and confidential and have put in place security procedures to prevent the loss, misuse or alteration of this personal data. These procedures are functionally and technically in accordance with the best industry standards.

Website and Cookies

When you visit our website, cookies may be stored on your computer. They help to make visiting the website easy and improve your experience. When you visit our website you will receive information about the cookies we use and we will ask you to consent to this. Every time you visit our website, the web server will also automatically process the IP address and/or your domain name.

We may publish links to websites owned and operated by others. Clicking on such a link will take you to another website. Always make sure you read and understand the privacy statement of this other website, as it may differ from our privacy statement. If you are unsure or cannot agree with the privacy statement, we recommend that you leave the website concerned immediately.

Social media

If you use the social media functions such as the “like” or “share” button that may be on our website, or if you visit our social media page, please note that your personal data will be processed by the social media platform. In this processing, the European regulator considers us and the social media platform both to be joint data controllers, which means that we jointly determine why and how your personal data is processed. You can find out how we process your personal data in this privacy statement. Information about the processing by the relevant social media platform can be found in their privacy statement. We ask that you carefully read the privacy statement of the social media platform before visiting the social media items on our page or our page on the social media platform.

If we hold an event such as a networking event, opening event, premiere, etc., photographers or videographers may be present. The photos and videos they take are intended to be used in marketing materials and/or published on our social media pages. When you are not the main subject of these materials, the guideline of the data protection authority is that your explicit consent under GDPR is not required. However, if you object to the use of materials on which you are depicted, please let us know.

Exercise your rights

In accordance with the General Data Protection Regulation (GDPR) / General Data Protection Regulation (GDPR) you have the right to:

• Request access to your personal data (the data subject's right of access). This allows you to receive a copy of the personal data we hold about you.
• Request correction of the personal data we hold about you. This allows you to correct any incomplete or inaccurate information we hold about you.
• Request the deletion of your personal data. This allows you to ask us to delete all your personal data when there is no valid reason to keep it further. You also have the right to ask us to delete your personal data when you have exercised your right to object to a certain processing (see below).
• To object to the processing of your personal data when we rely on our legitimate interest (or that of a third party) and you want to object to the processing on this basis because of your particular situation. You also have the right to object when we process your personal data for direct marketing purposes.
• Request the restriction of the processing of your personal data. This enables you to ask us to suspend the processing of your personal data, e.g. if you have questions about the accuracy of the data or the reason for the processing.
• To withdraw your consent to processing at any time.
• Not to be subject to a decision based solely on automated processing.
• Obtain your data in a structured, commonly used and machine-readable format and have it transferred to another controller (the right to data portability).

In some cases we will be required to ask you for more specific information so that we can confirm your identity and ensure that your right to access information (or exercise any other of your rights) is properly exercised. We take this measure to ensure that your personal information is not disclosed to anyone other than yourself or to any other person who has no right to receive it. You can exercise your rights by contacting our privacy coordinator Sielke Torremans via sielke.torremans@fluo-visual.com or via the address of the company:

Fluo Visual

Attn. Sielke Torremans

Monnikeredestraat 15 8340 Damme Belgium

Data Protection Authority

You can address any complaint or comment to the data protection authority at the following address:

Data Protection Authority

Drukpersstraat 35, 1000 Brussel http://gegevensbeschermingsautoriteit.be