Personal Data Management Policy
The data that you communicate to us when processing an assessment request (audit, inspection, etc.) or analysis request as well as the data that you create during your visit to our website are mainly personal data.
Quality Partner SA complies scrupulously with the legislation applicable in this area as in all others. Here is how:
This policy applies to all persons directly or indirectly concerned by an equity case-file processed by Quality Partner SA or on a delegated mission on behalf of Quality Partner SA as well as to any person who has provided Quality Partner SA with personal data by connecting to the latter’s website.
2. Data controller
Your personal data are processed by the company Quality Partner SA whose registered office is at 4040 Herstal, Rue Hayeneux, 62, registered in the Crossroads Bank for Enterprises under number 0470.109.411. Quality Partner SA processes your data in its capacity as data controller or, in the event of a delegated mission on behalf of Quality Partner SA, in its capacity as joint data controller.
3. Why do we process your data?
3.1. Management of your intervention request
The mission of Quality Partner SA is to carry out assessments (audits, inspections, etc.) and/or analyses.
The data that you communicate to us and those that we receive from third parties regarding you are obviously processed at your request for the purposes of carrying out pre-contractual measures and in order to communicate with you on this matter.
3.1.2. Categories of data processed
For this purpose, we process your last name, first name(s), gender, language, address, phone number, (landline/mobile) and fax, email address and data about the business (accounting data, organisational chart of the company and the group to which it belongs).
In no case, do we process special categories of data within the meaning of the GDPR for this purpose.
Where you have not provided all the personal data necessary for the purpose set out in the previous paragraph, we collect and use the information available on official websites freely accessible to the public such as the website of the Moniteur belge, that of the Crossroads Bank for Enterprises, Belfirst, and others, in order to complete and to perform the contractual documents that are needed to generally manage your case-files within our company.
All these data are essential for processing your request. Without them, we cannot carry out our mission successfully.
If your intervention request is accepted, your personal data are kept for 10 years after the end of our contractual relationship.
In the opposite case, they are erased 1 year after notification of the rejection of your intervention request by Quality Partner SA.
3.1.4. Data recipients
The data are transmitted – in the event of a contractual agreement from you – to our various subsidiaries (Inscert Partner, Genalyse Partner) but also to financial consultants, providers of legal services, auditors, competent authorities (Regions and Afsca, repository owners). They may be transmitted to our external legal counsel or a bailiff in the event of judicial recovery.
3.2. Management of our contractual relationship
Contact data, contracts, financial data. These data are essential for processing your case-file. Without them, we cannot carry out our contractual relationship successfully.
They are transmitted to the tax and labour administrative authorities, to our labour secretariat and to our accountant, to the competent authorities (regions and Afsca, repository owners). They may be transmitted to our counsel or a bailiff in the event of judicial recovery.
We are required to retain invoicing data until expiry of our tax and accounting obligations and expiry of our period of contractual liability of 10 years.
3.3. Promotion of our services – informing you
We communicate electronic newsletters to you.
Categories of data processed
Your name and your e-mail address will then be processed.
We keep your contact data for this purpose until you withdraw your consent.
3.4. IT maintenance
Personal data may also be accessed during the maintenance of the IT infrastructure, our management programme and the production and maintenance of our website.
In this event, our sub-contractors responsible for the IT infrastructure, our management programme and the production and maintenance of our website could access your data as strictly necessary for the performance of their respective missions.
They will however not retain the data to which they have had access.
3.5. Job applications
If you send us your application, your data will be processed at your request in order to assess the possibility of a contractual relationship.
The last name, first name(s), gender, language, date and place of birth, domicile or residence, telephone number, (landline/mobile) and fax, email address, civil status, position, as well as the content of a curriculum vitae and covering letter, as the case may be, may be processed by Quality Partner SA. All these data are therefore essential for processing your job application. Without them, we cannot process your application.
They will be erased within 2 years of the end of the recruitment process.
3.6. Visiting our website
In principle, there is access the information available on or via the website without the need to provide personal data.
3.6.1. Complementary services and contact form
Exceptionally, in order to obtain additional services (request for information, registration for an event), certain personal data may be requested from the website user.
The data provided are used only to fulfil your complementary service request or your contact request.
Last name, first name, address, email, company, phone, address, content of your message: all these data are therefore essential for processing your request.
If your contact request results in a contractual relationship, your personal data are kept for 10 years after the end of our contractual relationship. In the opposite case, they are erased 1 year after the first contact.
A “cookie” is a small piece of information stored by a website within the web browser on your computer. This “cookie” can be retrieved at a later visit to this same site. The “cookie” cannot be read by a website that is different from the one which created it. The website uses “cookies” for administrative purposes, for example to record your preferences for certain types of information which means you will not have to key in the same data each time you visit the site.
Most cookies only work for the duration of a session or visit. None of them contains any information that makes you contactable by telephone, email or postal mail.
Most browsers automatically accept cookies. It is however possible to set your browser so you receive a warning prior to the registration of a cookie on your computer or to block them. You will find more information about your browser’s settings via the latter’s “Help” button or via the following links:
- Google Chrome https://support.google.com/chrome/answer/95647?hl=en
- Internet Explorer https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
- Mozilla Firefox https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences#w_how-do-i-change-cookie-settings
- Safari https://support.apple.com/kb/PH19214?viewlocale=en_GB&locale=en_US
- Store the language you have chosen;
- Protect our site.
For statistical reasons, when the user accesses the Quality Partner SA website, the servers visited automatically collect the following data:
- The IP address that is assigned to you during your connection;
- The date and time of access to the website;
- The pages visited;
- The type of browser used;
- The platform and/or the operating system installed on the PC;
- The search engine as well as the keywords used to find the website.
This information is retained for the sole purpose of measuring the number of visitors in the various sections of the website and to make improvements to them.
The legal bases of the personal data processing carried out by Quality Partner SA
- With your permission (legal basis: Article 6a of the Privacy Regulation):
- Your personal data are processed on the basis of your consent for the purposes listed in Article 3.3 (if you are not bound to Quality Partner SA by a contract) and 3.6.2.
- As part of the performance of a contract to which Quality Partner SA is a party or fulfilment of your request for pre-contractual measures (legal basis: Article 6b of the Privacy Regulation)
- Processing of the personal data stated above allows us to meet the purposes stated in Articles 3.1, 3.2, 3.5 and 3.6.1.
- In order to meet the legal obligations to which we are subject (legal basis: Article 6c of the Privacy Regulation)
- We are also subject to tax and accounting obligations imposing the retention and transmission of certain personal data to the accounting and tax administrative authorities.
- For the purposes of our legitimate interest that we are pursuing as Data Controller (Article 6f of the Privacy Regulation)
- Processing of the personal data stated above allow us to meet the purposes stated in Articles 3.4 and (if you are bound to Quality Partner SA by a contract) 3.3.
4. Can your personal data be transmitted to third parties, possibly outside the European Union?
Your data are stored exclusively by Quality Partner SA on servers located within the E.U.
They may be communicated to Quality Partner SA sub-contractors as part of services carried out exclusively on behalf of Quality Partner (e.g. financial consultants, legal service providers, auditors, computer service providers and others) and only on the basis of our instructions. These recipients are in principle located in the European Union. If, exceptionally, they were to be transferred to a country not providing an adequate level of protection, we would take care to ensure that appropriate safeguards are established for this transfer. A copy of these appropriate guarantees would then be available on request.
5. How does Quality Partner SA protect your personal data?
Your personal data are treated confidentially. Quality Partner SA makes every effort to take the necessary technical and organisational measures to ensure their security.
6. What are your rights? How can you exercise them?
This right is exercised through this document. If the data processed contain data about members of your personnel, you undertake to make them aware of this document.
Access and correction
You have a right to access your data and to correct them if necessary.
You can oppose the processing of your data that we carry out on the basis of our legitimate interest.
Withdrawing your consent
When data are processed after having given your consent for it, you may reverse this decision, without calling into question the past processing.
You can obtain the erasure of your data or a limitation of the processing in accordance with the conditions provided for in Articles 17 and 18 of the European Data Protection Regulation.
The data that you have provided to us may be communicated to you or transmitted to another data controller in an electronic format.
To exercise these rights:
You can send a written request accompanied by proof of your identity (a single-sided copy of your identity card), to our Data Protection Officer at the following address: firstname.lastname@example.org.
You may also make a request to the Data Protection Authority whose contact details are stated on its website: https://www.dataprotectionauthority.be/contact-us
7. What are your rights? How can you exercise them?
If you share information from the Quality Partner website SA through social networks, personal data may be seen by visitors to your personal pages on this website.
Quality Partner SA may not in any way be held responsible for any data processed through this type of media.