Privacy Policy Professionails nv/sa (ProNails)

Professionails nv/sa is committed to protecting your privacy as one of our clients, prospective clients, suppliers, job applicants and visitors to our website (www.pronails.com) (the Website) and is committed to inform you on how we gather and use your personal data.

Please read our Privacy Policy to understand how we collect and use your Personal Data and the rights you have in relation to your Personal Data.

version: 17/12/2020

1. Who is responsible for Personal Data?

Professionails is responsible for all Personal Data it processes about its clients, prospective clients, suppliers, job applicants and Website visitors. Professionails is a nv/sa with registered office at Ruiterijschool 11, 2930 Brasschaat, Belgium, registered under number KBO 0432.600.303. You can contact us via our details in Section 13.  

2. What Personal Data do we process?

The Personal Data we collect and process about you will differ depending upon our relationship. We will process and hold different Personal Data if you are a client, a prospective client, a supplier, an applicant or a visitor to our Website.

This is the Personal Data we process depending on your relationship with Professionails:

Clients

contact details (such as first name, last name, address, telephone, email)
personal characteristics (such as gender)
professional information (such as company, title /function, department, website)
areas of professional interest
activities and events
information about the services we provide
financial information and account details (such as VAT-number, bank account number, account details, credit history, credit reference information, and other financial information)
photographs and video recordings at events
marketing preferences, marketing activities, and client feedback

Prospective clients or students

contact details (such as first name, last name, address, telephone, email address)
professional information (such as company, title/function, department, website), VAT number

Suppliers

contact details (such as first name, last name, address, telephone, email address)
professional information (such as company, title /function, department, website)
financial information and account details (such as VAT-number, bank account number, account details, credit history, credit reference information and other financial information)
information enabling us to receive products and/or services from you
online activity information (such as information from your use of our Website)
additional information from other sources (such as from publicly available information sources, from credit rating agencies)

Job applicants

contact details (such as first name, last name, address, telephone, email address)
personal details (such as your date of birth)
information about the position you are applying for
language skills
education and training
curriculum vitae
motivation

3. What Personal Data do we collect through our website?

When using our Website, you are not obliged to provide us with any Personal Data. Check our cookie policy to see how you can switch off tracking cookies when browsing. However, to use some of the functionalities on our website, you will be asked to share some Personal Data.

Contact (form). If you contact us via our Website, we will collect and hold your contact details (such as first name, last name and email address, IP address).
Newsletter Subscription. If you subscribe to our newsletters, we will collect and hold your contact details (such as your first name, last name, job title, email address, postal code, country, your IP address and language preferences)
Event Registration. If you register for any of the events we are organizing (such as open door events, trainings,…), we will collect and hold your contact details (such as your first name, last name, job title, telephone, email address, postal code, country, your IP address and language preferences).
Job Applicants. If you apply for a position at Professionails, we will collect and hold your contact details (such as first name, last name, address, telephone, email address), personal details (such as your date of birth), information about the position you are applying for, language skills, education and training, curriculum vitae and motivation.

When you browse our Website, certain user and device data may be collected. This information will never reveal your personal identity and therefore isn’t concerned as Personal Data.

To be able to track this type of data, our Website makes use of cookies. You can find our cookie policy right here: (LINK)

What is user and device data? Internet browser and electronic device information, information collected through cookies, pixel tags and other technologies, demographic information, and aggregated data (i.e., data grouped together so that it is not possible to link the data to a particular individual). We and our third-party service providers may collect user and device data in a variety of ways when you use our Website, including through your internet browser or electronic device.

This type of data collection can be switched off via your browser. Find out here how you can do this if you don’t want us to collect this type of data.

4. For what purposes do we use Personal Data?

The purposes of processing your Personal Data will be different depending on our relationship.

Clients

to communicate with you    
to sell and deliver our products and services
to carry out client-relationship management
to improve the quality of our services
to carry out research and analysis
to provide marketing information
to ensure the security of our premises and facilities
to manage our business operations and IT infrastructure
to manage complaints, feedback and queries
to comply with applicable laws and regulatory obligations

Prospective clients & students

to communicate with you
to carry out prospective client-relationship management
to carry out research and analysis
to provide information on products and services
to ensure the security of our premises and facilities

Suppliers

to communicate with you
to carry out supplier management
to ensure the security of our premises and facilities
to manage our business operations and IT infrastructure
to manage complaints, feedback and queries in the framework of our procurement activities
to comply with applicable laws and regulatory obligations

Job applicants

to communicate with you
to carry out recruitment and selection activities
to evaluate applications
to assess your eligibility and suitability for a position
to possibly offer you employment
to take pre-contractual measures prior to your employment as an employee or engagement as a lawyer
to build a recruitment pool

As a prospective client, you are not obliged to provide any Personal Data to us. If you are a client or a supplier, the provision of certain Personal Data is a statutory or contractual requirement (e.g., we need certain Personal Data of clients in order to document our engagement, for billing purposes). If you are a job applicant, the provision of certain Personal Data is a requirement necessary to entering into a possible contract.

5. What are the legal grounds for our use of Personal Data?

Applicable data-protection legislation requires us to be transparent about the legal grounds or justification for the processing of Personal Data. We generally rely on the following legal grounds for the processing of Personal Data.

Your consent. In many cases, your Personal Data will be processed by Professionails on the basis of your consent. For example, we may ask your consent to process your data in order to provide you with marketing information, product updates,… We may seek your consent in writing or electronically. When seeking your consent, we will inform you about how your data will be used, as well as the purposes. In some circumstances, such as telephone conversations, consent can be given verbally. When you have provided your consent, you can withdraw it at any time.
Necessary for the performance of a contract. Personal Data of clients may be processed by us in order to establish, perform and terminate a contract (e.g., for the provision of our services). Prior to a contract – during the contract initiation phase – Personal Data may be processed to prepare bids, pitches or purchase orders or to fulfil other requests of the prospective client that relate to contract conclusion. Prospective clients can be contacted during the contract preparation process using the information that they have provided.
Legal obligations to which we are subject. In some cases, we may need to process your Personal Data because applicable laws or regulations require, request or allow it, for example to prevent, detect and investigate fraud or crime or to comply with specific tax obligations.
Our legitimate interests. In many cases, we process your Personal Data because we have a legitimate business interest in doing so. This is the case, for example, when processing your Personal Data to communicate with you, to improve the quality of our services, to provide you with marketing information (incl. direct marketing) and to manage our business operations and IT infrastructure. Depending on the specific processing, Professionails's legitimate interests will in general consist of (i) the pursuit of our business activities and commercial objectives; (ii) the protection of our business, partners, shareholders and clients; (iii) the improvement or further development of our services and our business operations in general; (iv) the compliance with legal and regulatory obligations, standards, guidelines and codes of conduct and/or (v) the maintenance and improvement of our position on the market.

The legal basis for our processing of Personal Data will be different depending upon our relationship.

Clients

Necessary for the performance of a contract
Legal obligations to which we are subject
Your consent
Our legitimate interests

Prospective clients & students

Your consent
Our legitimate interests

Suppliers

Necessary for the performance of a contract
Legal obligations to which we are subject
Your consent
Our legitimate interests

Job Applicants

Necessary for the performance of a contract
Your consent
Our legitimate interests

6. Where do we process Personal Data?

In principle, your Personal Data will be kept in Belgium or in another country within the European Economic Area. From time to time, we may however need to transfer your Personal Data to entities (recipients) located in countries outside the European Economic Area (EEA), including countries which do not offer adequate protection of Personal Data.

If Personal Data is being transferred from the European Economic Area to a country outside it which does not offer adequate protection of Personal Data, we will ensure that either (i) such transfer can be based upon an appropriate legal justification (e.g., your explicit consent or the necessity for the performance of our services) or (ii) appropriate safeguards are in place to protect your Personal Data to standards which are equivalent to the standards contained in this Privacy Policy. In other words, Professionails will remain responsible for the processing of your Personal Data and will take the necessary measures to protect the processing thereof (through, for example, Standard Contractual Clauses).

7. How do we protect Personal Data?

Professionails has in place appropriate technical and organizational measures to prevent or act against any unauthorized and unlawful processing or disclosure, as well as accidental loss, modification or destruction of Personal Data. Before the introduction of new methods of data processing, particularly new IT systems, technical and organizational measures to protect Personal Data will be defined and implemented by Professionails. These measures will be based on the state of the art, the risks of processing, and the need to protect the Personal Data. Furthermore, these technical and organizational measures for protecting Personal Data will regularly be adjusted to the technical developments and organizational changes.

8. How long do we keep Personal Data?

We will keep your Personal Data no longer than necessary for the purposes for which we collected the data. This period is different for each purpose. In addition, there are laws and regulations that apply and which set minimum and maximum periods for retention of Personal Data.

9. Who may Personal Data be shared with?

In connection with the purposes described in Section 4, we may need to share your Personal Data with third parties, so-called ‘recipients’. These third parties (recipients) may include:

Regional distributors, serving your region;
external third-party service providers (e.g., accountants, auditors, , lawyers and other professional advisors; call-centerre service providers; IT systems, hosting service providers; banks and financial institutions; outsourced service providers that assist us in carrying out our business activities);
government authorities;
other third parties (e.g., credit-rating agencies, commercial-information providers, purchasers and prospective purchasers ).

 10. Which data do we share with third-parties?
This info will only be shared if it is relevant for our distributor (third party). Deciding whether your information will be shared with this party, is based on your location. Professionails is an international company operating in different countries via several independent distributors. Based on your location, your information will be shared with the nearest distributor so that your request,… can be dealt with in your vicinity.

11. What rights do you have as a Data Subject?

As a Data Subject, you enjoy the following rights regarding your own Personal Data:

Right of access. You have the right to obtain confirmation about whether or not your Personal Data is being processed and, if so, to obtain access to your Personal Data and information regarding the processing.

Right to rectification. You have the right to correct incorrect Personal Data, complete your Personal Data and have recipients to whom Personal Data was provided informed of the rectification.
Right to erasure. Subject to certain conditions, you have the right to have your Personal Data erased. If your Personal Data was made public, Professionails will take reasonable steps to inform the controllers who are processing the Personal Data of your request to erase it and to inform the recipients of Personal Data of your request to erase it.
Right to restriction of processing. Subject to certain conditions, you have the right to obtain restriction of the processing of your Personal Data, and, in case of restriction, have the processing limited to mere storage.
Right to data portability. Subject to certain conditions, you have the right to be provided with your Personal Data, which you can reuse as you wish. If you so request, Professionails has the obligation to transfer your Personal Data directly to another controller.
Right to object. You have the right to object to the processing of your Personal Data based on certain grounds and the right at all times to object to the use of your Personal Data for direct marketing purposes.

Right to withdraw consent. If you have given your consent to our processing of your Personal Data, you have the right to withdraw that consent at any time, without such withdrawal affecting the lawfulness of processing based on consent before its withdrawal.
Automated individual decision-making, including profiling. In the case of automated individual decision-making, you have the right to obtain human intervention, give your point of view, receive an explanation for the automated decision, and challenge that decision.
Right to lodge a complaint with a supervisory authority. You have the right to lodge a complaint with a supervisory authority. The Belgian Commission for the Protection of Privacy (as of 25 May 2018, the 'Data Protection Authority') can be contacted by regular mail at Drukpersstraat 35, 1000 Brussel, Belgium, by telephone at +32 (0)2 274 48 00, by fax at +32 (0)2 274 48 35 and by email at commission@privacycommission.be

Contact details for other countries: http://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm

The above rights may be applicable in certain circumstances only and may be subject to certain conditions, exemptions or exceptions as set out in applicable data protection legislation.

12. How to change your marketing preferences?
You can decide to change your marketing preferences at any time.

If you are a past or current client, we may use your contact details, including your email address, to send you marketing communications. You can at any time and free of charge opt out of receiving marketing communications by unsubscribing in the email or by contacting us (see Section 13).

If you are not a past or current client, we may use your contact details, including your email address, to send you marketing communications, provided you have given your consent.

Marketing communications used by Professionails may include the following: (i) receiving e-mail messages from us; (ii) receiving telephone communications and postal or electronic mail from us; and (iii) sharing your Personal Data with selected third-party partners for their marketing purposes. (see Section 10)

13. Who to contact about your Personal Data?

If you have any questions, concerns or complaints about the manner in which your Personal Data is used by Professionails, you can contact us by email or regular mail using the contact details below:

email: privacy@pronails.com
regular mail: PROFESSIONAILS NV/SA, Att. Marketing Department, Ruiterijschool 11, 2930 Brasschaat, Belgium