Privacy & Cookie Policy

1. Introduction

ocompass, located at Haie-Madame 22, 6953 Lesterny, and registered with the Crossroads Bank for Enterprises with company number 1016.096.378, highly values the safe, transparent, and confidential collection and processing of your personal data.

We aim to protect the data of our clients, contractors, subcontractors, and suppliers against loss, leaks, errors, unauthorised access, or unlawful processing. This privacy statement informs you about the collection and processing of your personal data. Please read this privacy policy carefully, as it contains essential information about how and why your personal data is processed. By providing your personal data, you explicitly acknowledge having read this privacy statement and agree to it and the processing itself.

2. Scope

This privacy policy applies to all services provided by us and generally to all activities we perform.

3. Data Controller and Its Commitments

ocompass, located at Haie-Madame 22, 6953 Lesterny, and registered with the Crossroads Bank for Enterprises with company number 1016.096.378, is the data controller of your personal data.

When collecting and processing your personal data, we comply with Belgian regulations on data protection and the General Data Protection Regulation (GDPR), effective from May 25, 2018.

4. Personal Data

Depending on your activities and your relationship with our company, you provide us with the following personal data: your identity and contact details (name, address, email address, phone number).

You are responsible for the accuracy of the data you provide us. If your data is outdated, please notify us immediately.

You are not obligated to provide your personal data, but understand that certain services or cooperation become impossible without consent to collect and process them.

5. Processing Purposes and Legal Basis

5.1 Client Data

In the context of our services and activities, we collect and process the identity and contact details of our clients, contractors, subcontractors, their staff, and other useful contacts. The purposes of these processes are the execution of agreements with our clients, contractors, and subcontractors, customer management, accounting, and direct marketing activities such as sending promotional or commercial information. The legal bases are the execution of the agreement, compliance with legal and regulatory obligations, and/or our legitimate interest.

5.2 Staff Data

We process personal data of our employees for staff management and payroll administration. Due to its specific nature, this processing is more extensively regulated in an Employee Data Protection Policy.

5.3 Analyses

Google Analytics

Personal Data: Usage Data; Tracker

5.4 Platform Services and Hosting Webflow

Personal Data: Usage Data; Tracker; various types of data as described in the service’s privacy policy.

6. Processing Duration

We retain and process personal data for a period necessary for the purposes of processing and the relationship (whether contractual or not) we have with you. Client data will be deleted from our systems after ten years following the termination of the agreement or project, except for personal data we are required to keep longer by specific legislation or in the case of an ongoing dispute.

7. Rights

In accordance with Belgian privacy legislation and the provisions of the General Data Protection Regulation, you have the following rights:

• Right of access and inspection: You have the right to freely access and inspect the data we have about you and to know the purpose of its use.
• Right to rectification: You have the right to obtain rectification (correction) of your inaccurate personal data and to complete incomplete personal data.
• Right to erasure or restriction: You have the right to request us to delete your personal data or restrict its processing under the conditions specified in the General Data Protection Regulation. We may refuse the deletion or restriction of personal data that is necessary for fulfilling a legal obligation, the execution of the agreement, or our legitimate interest, as long as these data are necessary for the purposes for which they were collected.
• Right to data portability: You have the right to obtain the personal data you provided us in a structured, commonly used, and machine-readable format and to transfer these data to another controller.
• Right to object: You have the right to object to the processing of your personal data for serious and legitimate reasons. However, keep in mind that you cannot oppose the processing of personal data that is necessary for fulfilling a legal obligation, the execution of the agreement, or our legitimate interest, as long as these data are necessary for the purposes for which they were collected.
• Right to withdraw consent: If the processing of the personal data is based on prior consent, you have the right to withdraw this consent. These personal data will then only be processed if we have another legal basis for this.
• Automated decisions and profiling: We confirm that the processing of personal data does not include profiling and that you are not subjected to fully automated decisions.

You can exercise these rights by contacting ocompass. The contact person for this is Mme. Sophie Samijn, with contact details: hello@ocompass.be.

We make every effort to handle your personal data carefully and legitimately, in accordance with the applicable regulations. If you believe that your rights are violated and you do not find a hearing within our company, you are free to file a complaint with the Commission for the Protection of Privacy, Drukpersstraat 35, 1000 Brussels, Tel. 02 274 4800, Fax. 02 274 48 35, Email: commission@privacycommission.be. You can also go to court if you believe you would suffer damage from the processing of your personal data.

8. Transfer to Third Parties

Certain personal data collected by us will be transferred to and possibly processed by third-party service providers, such as our IT supplier, accountant, auditor, and the government. One or more of these third parties may be located outside the European Economic Area (EEA). However, only personal data will be transferred to countries with an appropriate level of protection. The employees, managers, and/or representatives of the above-mentioned service providers or institutions and the specialised service providers appointed by them must respect the confidential nature of your personal data and can only use these data for the purposes for which they were provided.

If necessary, your personal data may be transferred to other third parties. This may be the case, for example, if we were to be fully or partially reorganised, our activities transferred, or if we were declared bankrupt. It is also possible that personal data must be transferred due to a court order or to comply with a specific legal obligation. We will make reasonable efforts to inform you in advance about this communication to other third parties. However, you will acknowledge and understand that this is not always technically or commercially feasible or that legal restrictions may apply. We will never sell your personal data or make them available commercially to direct marketing agencies or similar service providers, except with your prior consent.

9. Technical and Organisational Measures

We take the necessary technical and organisational measures to process your personal data at an adequate level of security and to protect them against destruction, loss, falsification, alteration, unauthorised access, or notification to third parties by mistake, as well as any other unauthorised processing of these data. ocompass cannot be held liable for any direct or indirect damage resulting from incorrect or unlawful use by a third party of the personal data.

10. Access by Third Parties

For the processing of your personal data, we grant access to our employees, collaborators, and appointees. We ensure a similar level of protection by making contractual obligations enforceable against these employees, collaborators, and appointees, which are similar to this privacy policy.

11. Any Questions?

If you have further questions or comments after reading this privacy policy about the collection and processing of your personal data, please contact ocompass by post to Mme. Sophie Samijn, Haie-Madame 22, 6953 Lesterny, or by email at hello@ocompass.be.

This privacy statement may be modified if our services or applicable legislation require it. Our online services are, for example, a dynamic and innovative environment. This means that we are continuously looking for better services tailored to you. It is possible that new applications will be developed, whereby we will collect or use your data differently. Naturally, we will inform you when there are significant changes and ask for your permission if necessary.

12. Cookie Statement

This website uses functional and analytical cookies. This is done anonymously. In summary: functional cookies make our website work better, and analytical cookies tell us something about how the website is used. No personal data is collected or passed on. You can enable or disable cookies in your browser settings and also delete them.

12.1 Google Analytics

A cookie from the American company Google is placed via our website, as part of the “Analytics” service. We use this service to keep track of and get reports on how visitors use the website. Google may provide this information to third parties if Google is legally obliged to do so, or insofar as third parties process the information on behalf of Google. We have no influence on this. We have allowed Google to use the obtained analytics information for other Google services.

The information collected by Google is anonymised as much as possible. Your IP address is explicitly not provided. The information is transferred to and stored by Google on servers in the United States. Google adheres to the Privacy Shield principles and is affiliated with the Privacy Shield program of the U.S. Department of Commerce. This means there is an adequate level of protection for the processing of any personal data.

12.2 More information about cookies?

On the following websites, you can find more information about cookies:

• Consumers' Association: What are cookies?
• Consumers' Association: Removing cookies: step-by-step plan
• Consumers' Association: Blocking tracking cookies with ad blocker

Privacy Statement

ocompass, located at Haie-Madame 22, 6953 Lesterny, is responsible for the processing of personal data as shown in this privacy statement.

Contact Information:

• ocompass Website
• Haie-Madame 22, 6953 Lesterny
• Phone: 0468328321
• Sophie Samijn is the Data Protection Officer of ocompass. She can be reached via hello@ocompass.be

Personal Data We Process

ocompass processes your personal data because you use our services and/or because you provide this data to us. Below is an overview of the personal data we process:

• First and last name
• Address
• Phone number
• Email address
• Data about your activities on our website
• Bank account number

Special and/or Sensitive Personal Data We Process

Our website and/or service does not intend to collect data about website visitors who are under 16 years of age unless they have permission from their parents or guardian. However, we cannot verify whether a visitor is older than 16. We encourage parents to be involved in the online activities of their children to prevent data collection without parental consent. If you believe that we have collected personal data about a minor without such consent, please contact us at hello@ocompass.be, and we will delete this information.

Purpose and Basis for Processing Personal Data

ocompass processes your personal data for the following purposes:

• Handling your payment
• Sending our newsletter and/or advertising brochure
• To be able to call or email you if necessary to carry out our services
• To deliver goods and services to you
• ocompass analyses your behaviour on the website to improve the website and tailor the range of products and services to your preferences.
• ocompass also processes personal data if we are legally obliged to do so, such as data we need for our tax return.

How Long We Keep Personal Data

ocompass does not retain your personal data longer than strictly necessary to achieve the purposes for which your data is collected.

Sharing Personal Data with Third Parties

ocompass shares your personal data with various third parties if this is necessary for the execution of the agreement and to comply with any legal obligation. With companies that process your data on our behalf, we conclude a data processing agreement to ensure the same level of security and confidentiality of your data. ocompass remains responsible for these processing operations. Additionally, ocompass provides your personal data to other third parties only with your explicit consent.

[Insert a table here with: category to which the third party belongs, name and jurisdiction, purpose, and which data.]

Cookies or Similar Techniques We Use

ocompass uses functional, analytical, and tracking cookies. A cookie is a small text file that is stored in the browser of your computer, tablet, or smartphone when you first visit this website. ocompass uses cookies with purely technical functionality. These ensure that the website works properly and that, for example, your preferences are remembered. These cookies are also used to make the website function well and to optimise it. Additionally, we place cookies that track your browsing behaviour so that we can offer tailored content and advertisements.

During your first visit to our website, we informed you about these cookies and asked for your permission to place them.

You can opt out of cookies by setting your internet browser so that it no longer stores cookies. Additionally, you can delete all information previously saved through your browser settings.

On this website, cookies are also placed by third parties. These include advertisers and/or social media companies. Below is an overview:

• Cookie: Google Analytics
• Function: Analytical cookie that measures website visits
• Retention period: 2 years

View, Modify, or Delete Data

You have the right to view, correct, or delete your personal data. Additionally, you have the right to withdraw your consent to data processing or object to the processing of your personal data by ocompass and you have the right to data portability. This means that you can submit a request to us to send the personal data we have about you in a computer file to you or another organisation mentioned by you.

You can send a request for access, correction, deletion, data transfer of your personal data, or request for withdrawal of your consent or objection to the processing of your personal data to hello@ocompass.be.

To ensure that the request for access has been made by you, we ask you to send a copy of your ID with the request. Make your passport photo, MRZ (machine-readable zone, the strip with numbers at the bottom of the passport), passport number, and Citizen Service Number (BSN) black in this copy. This is to protect your privacy. We will respond to your request as quickly as possible, but within four weeks.

ocompass also wants to inform you that you have the option to file a complaint with the national regulator, the Dutch Data Protection Authority. This can be done via the following link: Authority Personal Data Contact.

How We Secure Personal Data

ocompass takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure, and unauthorised modification. If you believe that your data is not properly secured or there are indications of misuse, please contact us at hello@ocompass.be.

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