Data Protection Information Notice « IPIC Plastic »

1. Introduction

IPIC PLASTIC SA, with its registered office at 63B Haut-Vinave, 4682 Houtain-St-Siméon, and VAT number BE.0439.335.071

hereinafter referred to as « IPIC PLASTIC »,

attaches great importance to the safe, transparent, and confidential collection and processing of your personal data. We want to protect the data of our customers, subcontractors, and suppliers, in particular, against loss, breaches, errors, unauthorized access, or unauthorized processing.

We ask you to carefully read this data protection information notice, as it contains important information on how we process your personal data and the reason why we do so

By communicating your personal data, you explicitly declare that you have read this data protection information notice and explicitly accept its content and processing.

2. Scope

This data protection information notice applies to all services provided by us and, more generally, to all activities that we carry out.

3. Data Controller and its commitments

IPIC PLASTIC is the data controller of your personal data.

In collecting and processing your personal data, we comply with Belgian legislation on the protection of personal data, as well as the General Data Protection Regulation (GDPR) from its entry into force on May 25, 2018.

4. Personal data

Depending on your activities and the relationship you have with our company, you may provide us with the following personal data: your identity and contact information (name, title, address, email address, phone number, mobile number). For certain specific legal obligations (electronic registration of attendance, 30bis declaration of work), you may be required to provide us with additional data.

As part of its online commercial activities, you also provide us with your banking details.

We would like to remind you that you are responsible for all the data you provide to us, and we rely on its accuracy. If your data is no longer up to date, we ask that you inform us immediately.

You are not obligated to provide your personal data, but please understand that it will be impossible to offer certain services or collaborate if you do not consent to the collection and processing of certain data.

5. Processing purposes and legal basis

5.1. Customer data

As part of our services and activities, we collect and process the identity and contact information of our customers, principals, their staff, employees, agents, and any other useful contact person. The purposes of these processing activities are the execution of orders, agreements, contracts, and agreements with our customers, customer management, accounting, and direct prospecting activities, such as sending promotional or commercial information. The legal bases are the execution of a contract, compliance with legal and regulatory obligations (such as the 30bis declaration of work), and/or our legitimate interest.

5.2. Supplier and subcontractor data

We collect and process the identity and contact information of our suppliers and subcontractors, as well as their possible (sub) subcontractors, their staff, employees, agents, and any other useful contact person. The purposes of these processes are the execution of this agreement, the management of suppliers/subcontractors, accounting, and direct prospecting activities such as sending promotional or commercial information. The legal bases are the execution of the contract, compliance with legal and regulatory obligations (such as mandatory electronic presence registration, 30 bis work declaration, attendance list or other obligations in public procurement, etc.), and/or our legitimate interest (such as for direct prospecting). If applicable, E-ID data or the Limosa number will be processed for electronic attendance registration. For direct prospecting activities by email (such as newsletters or event invitations), consent will always be requested and can be withdrawn at any time.

5.3. Personnel data

We process personal data of our employees in the context of our personnel management and salary management. Given its specific nature, this processing is addressed in more detail in a Workers’ Data Protection Policy.

5.4. Other data

In addition to customer, supplier/subcontractor, and employee personal data, we also process the personal data of other individuals, such as new customers/prospects, useful contacts within our industry, networking contacts, expert contacts, etc. The purposes of these processing activities are in the interest of our business, direct marketing, and public relations. The legal basis is our legitimate interest or, in some cases, the performance of a contract.

6. Duration of processing

Personal data is stored and processed by us for a period necessary according to the purposes of processing and the (contractual or non-contractual) relationship between us.

Customer and supplier/subcontractor data will in any case be removed from our systems after a period of 5 years following the termination of the contract, or after the end of the project, except for personal data that we are required to keep for a longer period on the basis of specific legislation or in the case of an ongoing dispute for which personal data is necessary.

7. Rights

In accordance with and subject to the conditions of Belgian data protection legislation and the provisions of the General Data Protection Regulation, we inform you that you have the following rights:

Right of access: You have the right to know for free which personal data we hold about you and for what purposes they are used.

Right of rectification: You have the right to obtain rectification (correction) of inaccurate personal data concerning you, as well as the right to complete incomplete personal data.

Right to be forgotten or data limitation: You have the right to ask us to delete the personal data concerning you as well as to limit the processing of this data in the circumstances and under the conditions stipulated in the General Data Protection Regulation. We may refuse deletion or limitation of data necessary for us for payroll processing, fulfilling a legal obligation, performing the employment contract, or our legitimate interest, provided that such data are necessary for the purposes for which they were collected.

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 data to another controller.

Right of objection: You have the right to object to the processing of your personal data for serious and legitimate reasons. However, you cannot object to the processing of data necessary for us for fulfilling a legal obligation, performing the employment contract, or our legitimate interest, provided that such data are necessary for the purposes for which they were collected.

Right to withdraw consent: If the processing of personal data is based on prior consent, you have the right to withdraw this consent. Such personal data will then only be processed if we have another legal basis.

Automated decisions and profiling: We confirm that the processing of personal data does not include profiling and that you will not be subject to entirely automated decisions.

You can exercise the aforementioned rights by contacting IPIC PLASTIC. The contact person is Mr. Antoine CARLHIAN, whose contact details are: +32 4 286 48 85 or acarlhian@ipicplastic.be.
We take all necessary measures to ensure meticulous and lawful processing of your personal data, in accordance with applicable regulations. However, if you believe that your rights have not been respected and that your concerns are not being heard within our company, you are free to file a complaint with the Belgian Data Protection Authority:
Commission for the Protection of Privacy
Rue de la Presse 35, 1000 Brussels
02 274 48 00
02 274 48 35
Email: commission@privacycommission.be
You can also resort to legal action if you believe that you have suffered damage as a result of the processing of your personal data.

8. Transfers of data to third parties

Certain personal data collected by the employer regarding employees may be transferred to and processed by third parties, such as our IT provider, accountant, auditor, social secretariat, and the government (e.g. in the case of the declaration of work 30bis, electronic registration of attendance, or for the award of public contracts). It is possible that one or more of these third parties are located outside the European Economic Area (“EEA”). However, personal data will only be transmitted to third countries that provide an adequate level of protection.

Workers, managers, and/or representatives of the aforementioned service providers or institutions, as well as specialized service providers designated by them, are required to respect the confidential nature of your personal data and may only use this data for the purposes for which it was provided.

If necessary, personal data may be transferred to other third parties. This may occur in the event of a partial or complete reorganization on our part, if our activities are transferred, or in the event of bankruptcy. It is also possible that personal data must be transferred due to an injunction or to fulfill a particular legal obligation. In this case, we will make every effort to inform you in advance of this communication to other third parties. However, you acknowledge and understand that under certain circumstances, this is not always technically or commercially feasible, or that legal limitations may apply.

We will not sell your personal data under any circumstances, and we will not make it available to direct marketing or similar service providers without your prior consent.

9. Technical and organizational measures

We will take technical and organizational measures to process data at a sufficient level of security and to protect personal data against any destruction, loss, falsification, unauthorized access or disclosure to third parties by mistake, as well as any unauthorized processing of this data.

Under no circumstances shall IPIC PLASTIC be liable for any direct or indirect damages caused by the misuse or unlawful use of personal data by a third party.

10. Access by third parties

In order to process your personal data, we authorize access to your personal data by our employees, collaborators, and agents. We guarantee a similar level of protection by imposing contractual obligations on these employees, collaborators, and agents, similar to those described in the Data Protection Notice.

11. Do you have any questions?

If you have any questions regarding the collection and processing of your personal data after reading this data protection information notice, you can contact Mr. Antoine CARLHIAN whose contact details are: +32 4 286 48 85 ou acarlhian@ipicplastic.be