This text was translated by Google Translate. In the case of discussion, the Dutch text takes precedence.

Introduction

We handle and secure your personal data with the utmost care. In this privacy policy, we explain how we process your data and how we respect your rights regarding access, correction, data portability, withdrawal, objection, and deletion.

I. Explanation

This privacy policy is based on Article 13 of the General Data Protection Regulation (GDPR) and contains the rights and obligations of the company with regard to external individuals whose personal data it processes, mainly in the context of selling and marketing goods and services.

II. Model

This privacy policy governs the processing of your personal data by the data controller: InviteDesk NV, with registered office at A. de Brabanterstraat 108 - 9470 Denderleeuw and headquarters at Straatsburgdok-Noordkaai 3, 2030 Antwerp, Belgium, and registered in the commercial register under number BE0695.634.906. Hereinafter referred to as InviteDesk NV.

Please read this privacy policy carefully, as it contains essential information about how your personal data is processed and what cookies are used. By providing your personal data on our websites and via the email addresses listed on these websites, you declare that you have read this privacy policy and explicitly agree to it, including the processing itself.

Article 1 – General

With this Privacy Policy, InviteDesk NV complies with the European Regulation 2016/679 of 27 April 2016 on the protection of personal data, as well as with the transposition of this Regulation into Belgian law, which came into force on 5 September 2018 and repeals the Belgian Privacy Law of 1992.

InviteDesk NV also complies with the anti-spam provisions of Book XII of the Belgian Code of Economic Law concerning the "Law on the Electronic Economy".

The data controller of your personal data is InviteDesk NV.

Article 2 – Personal data

2.1. Personal data

Personal data you provide us includes: company name, first and last name, and email address. Additional data is collected per category:

  • Category 1, as a result of visiting our website: your IP address, browsing behavior, demographic data, and search queries that led you to our site. These are processed anonymously in Google Analytics to optimize the user experience. After 6 months, they are automatically deleted;
  • Category 2: when subscribing to our newsletter or filling out contact forms: phone number;
  • Category 3: via cookies during your visit and browsing behavior. These help us optimize your experience (remember language choice, autofill contact info, etc.). We also integrate third parties essential to our site’s functionality and security. These third parties may collect user data. For example, we use Google’s reCAPTCHA for protection (data collected per Google Privacy Policy), and Google Analytics and Hotjar for anonymous visitor analysis;
  • Category 4: when placing an order: job title, department, phone number, and billing information;
  • Category 5: during your job application: all information you send via email.

2.2. Information collection

InviteDesk NV may collect your data in several ways:

  • By using cookies (see below);
  • During your visit to the website.

2.3. Cookies

The website also uses cookies that collect certain personal data. For cookie use, see article 9.

Article 3 – Purposes of the processing

3.1. General purposes

InviteDesk NV will use the personal data collected from you only for the following purposes:

  • Category 1: maintaining and improving this website and compiling anonymous statistics where individual identities cannot be traced, based on InviteDesk’s legitimate interest in improving its site and services;
  • Category 2: sending direct marketing, newsletters, promotions, and offers, based on your prior explicit consent;
  • Category 3: cookie purposes (see article 9), based on your consent via the website's cookie notice;
  • Category 4: delivery and invoicing of ordered products, based on the service you requested. You are not obligated to provide personal data, but refusing may make some services unavailable;
  • Category 5: processing your job application, based on your prior explicit consent.

3.2. Direct marketing

Your personal data will also be used for direct marketing, provided you have given additional explicit consent (“opt-in”). If you're already on our mailing list for marketing material in paper and/or electronic form, InviteDesk NV may use your data to send marketing and other related material. InviteDesk NV may use your data to update its records.

You can withdraw your consent at any time, free of charge and without justification, by clicking the unsubscribe link at the bottom of any promotional email.

3.3. Disclosure to third parties

In the event of a full or partial reorganization or transfer of InviteDesk NV’s operations (including cessation or bankruptcy), your data may be transferred to new entities or third parties who carry out the company’s operations.

InviteDesk NV will make reasonable efforts to notify you in advance of any such data transfer but acknowledges this may not always be technically or commercially feasible. InviteDesk NV will not sell, rent, distribute, or otherwise commercially make your personal data available to third parties except as described above or with your prior consent.

3.4. Legal requirements

In rare cases, InviteDesk NV may be required to disclose your personal data due to a court order or to comply with mandatory legal obligations. Where possible, we will attempt to inform you in advance unless prohibited by law.

Article 4 – Duration of processing

We retain and process your data for as long as necessary for the purposes outlined and depending on the contractual relationship between you and InviteDesk NV.

If you do not place an order within five years, your data will be removed from our marketing platforms.

Article 5 – Your rights

5.1. Right to access

You have the right to access your personal data at any time and to understand how it is used.

5.2. Right to correction, deletion, and restriction

You are free to choose whether or not to share your personal data with InviteDesk NV. You also have the right to request corrections, additions, or deletion of your data. You acknowledge that refusing to share or requesting deletion may prevent certain services from being provided. You may also request the restriction of processing.

5.3. Right to object

You have the right to object to the processing of your personal data for serious and legitimate reasons. You can also always object to the use of your data for direct marketing, without providing a reason.

5.4. Right to data portability

You have the right to obtain your personal data in a structured, commonly used, and machine-readable format and to transfer it to another controller.

5.5. Right to withdraw consent

Where processing is based on your prior consent, you have the right to withdraw that consent.

5.6. Exercising your rights

You may exercise your rights by contacting us via email at privacy@invitedesk.com, by post to InviteDesk NV, Straatsburgdok-Noordkaai 3, 2030 Antwerp, Belgium, or using the contact form on the website. Always include a copy of your ID.

5.7. Automated decisions and profiling

Your data will not be used for profiling or automated decision-making.

5.8. Right to file a complaint

If you're dissatisfied with how we handle your data or privacy concerns, you can file a complaint with your local Data Protection Authority. Contact us if you need help identifying the correct authority.

This does not affect your right to take legal action. If you suffer damage due to the processing of your data, you may claim compensation.

Article 6 – Security and confidentiality

6.1. Security measures

We have implemented technical and organizational security measures to prevent the destruction, loss, alteration, unauthorized access, or accidental disclosure of personal data, and any other unauthorized processing.

6.2. Liability

InviteDesk NV cannot be held liable for any direct or indirect damage caused by improper or unlawful use of personal data by a third party.

6.3. Compliance with security rules

You must always comply with security measures, including preventing unauthorized access to your login and code. You are solely responsible for all activity on the website from your computer, IP address, and credentials, and for maintaining their confidentiality.

Article 7 – Access by third parties

7.1. Employees

Our employees are granted access to your data solely for processing purposes.

7.2. Contractual safeguards

We ensure a similar level of protection by making contractual obligations enforceable against these parties, consistent with this privacy policy.

7.3. Direct marketing

Data used for direct marketing (with prior opt-in consent) will be shared with Mailjet (email platform) and Teamleader (CRM) according to their respective privacy policies and terms.

Article 8

This article is no longer applicable.

Article 9 – Cookies

9.1. What are cookies

A “cookie” is a small file placed by your browser on your computer. It stores information about your visit. Only we can read these cookies, and only during your visit.

9.2. Why we use cookies

Our site uses cookies and similar technologies to distinguish your preferences from other users. This improves your experience and helps optimize the site.

9.3. Types of cookies

While there are many types, the law primarily distinguishes between essential/technical cookies and all others. We use only:

Functional or technically necessary cookies

These are required for optimal website performance and adjust the site based on your preferences, improving usability.

Non-functional cookies

Tracking cookies

These collect browsing info, e.g., to monitor interest while using the website.

Analytical cookies

Used to track visitor stats and analyze trends. InviteDesk continually improves how it delivers and protects information.

For cookies placed by third parties (e.g., Google Analytics), refer to their policies:
Google Analytics cookies.

9.4. Your consent

On your first visit, you’ll be asked to accept cookies. If you disagree with our policy, you may stop using the website.

You can withdraw consent at any time by emailing privacy@invitedesk.com.

You may also block cookies via your browser settings. Refer to your browser’s guide (e.g., Firefox, Chrome, Safari, Opera, IE, Edge).

Blocking cookies may impair some site functionality. You can also delete cookies after each session.

III. Contact Information

If you have any questions or comments about the processing of your personal data, please contact us by email at privacy@invitedesk.com, by post at InviteDesk NV, Straatsburgdok-Noordkaai 3, 2030 Antwerp, Belgium, or via the contact form on the website.

More information:

IV. Changes

This privacy policy may change. The latest version is available on our website.
The most recent change was made on 17/07/2024. (Version 24.1)