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Privacy Policy

Section I - Who are we and how to contact us ?

Purpose of the privacy policy

Hello and welcome,

Thank you for taking the time to read our privacy policy before deciding whether to share your personal data with us. Personal data is any information that allows you to be identified directly or indirectly. This document explains who we are, how we collect and use your personal data, and your individual rights in compliance with the GDPR (General Data Protection Regulation) and the legislation enacted to enforce this regulation.

People covered by this privacy policy are :

  • Our current or past clients.
  • Our prospects.
  • Users of our website.
  • Our partners.
  • Our suppliers.
  • Our candidates.

Who are we ?
 We are responsible for processing your personal data :

KERN-IT SRL
Rue Belliard 2A
1040 Bruxelles
Belgique
Company ID : BE0845906217

How to contact us ?

If you have any questions about this privacy policy and how we use your personal data, you can contact us :

By email : privacy@kern-it.be

By postal mail :
 Rue Belliard 2A
1040 Bruxelles
Belgique

Update of the privacy policy.
This privacy policy may be updated regularly. In case of significant changes, we will inform you through our usual communication channels. Otherwise, please check our website regularly. As a reminder, this privacy policy came into effect on July 26, 2023.

Section II - What data do we collect and how ?

Categories of data collected.

The categories of personal data we collect and process include:

  • Data related to cookies and similar technologies.
  • Data related to identity.
  • Contact information.
  • Professional background data.
  • Personal life data.
  • Commercial relationship tracking data.
  • Data processed for marketing purposes.
  • Customer feedback data.
  • Location data.

How is data collected ?

Direct collection: Personal data obtained directly from you in the following contexts:

  • Becoming a client.
  • Filling out a form (online).
  • Contacting us through one of our channels.
  • Visiting our website.
  • Applying for a job.

Cookies and similar technologies.

Cookies are text files placed on your device when you use our website or other services. To learn more about the use of cookies and other similar technologies, please refer to our "Cookie Policy" : https://kern-it.be/fr/cookie/

Section III - Why do we need your data ?

Purposes and legal bases for processing.

This section describes the reasons why we use your personal data and the legal bases, as provided by law, that allow us to process your data.

Based on your consent.

  • Managing customer reviews on products, services, or content.
  • Conducting satisfaction surveys and customer studies
  • Compiling statistics related to service usage.

Necessary for contract performance or pre-contractual measures between you and us.

  • Management of client records necessary for the provision of goods and/or services.
  • Management of pre-contractual relationships with potential clients.
  • Management of complaints, after-sales service, or warranties.
  • Communication with clients regarding the provision of goods and/or services.
  • Management of the implementation of our customer support or IT support.
  • Process of orders for goods and/or services.
  • Management of the delivery of goods and/or services.
  • Process of invoices and payments of goods and/or services.
  • Selection of our suppliers.
  • Management and monitoring of our suppliers.
  • Management of our suppliers' invoices and payments.
  • Selection of our partners.
  • Management and monitoring of our partners.
  • Management of our partners' invoices and payments.
  • Management of pre-litigation and litigation: to establish proof of a right or contract.
  • Management of recruitment and applications, including via our website or third-party sites.

To comply with legal obligations.

  • Keeping the general accounts and any subsidiary accounts that may be attached to them
  • Compliance with accounting and tax obligations, etc.

In order to fulfil our legitimate interests, provided that we do not infringe your interests or your fundamental rights and freedoms.

  • Conducting commercial prospecting and marketing activities.
  • Ensuring the security of networks, information, and data.
  • Maintaining our website functionality and displaying the correct version for the device used. As part of our efforts to keep our website secure and prevent fraud.
  • When the processing of your data is based on our legitimate interest, you have the right to obtain further information on the balancing analysis of your rights by contacting us via our communication channels indicated in Section I ‘How to contact us ?’.

Is providing data mandatory ?

What happens if you do not provide the personal data necessary for the performance of the contract or pre-contractual measures between you and us?
We would unfortunately be unable to provide you with the services and would be obliged to refuse to enter into a contractual relationship with you.

What happens if you do not provide the personal data required to comply with one or more of our legal obligations?
We would be unable to comply with one or more of the legal and/or regulatory obligations incumbent upon us and therefore unable to supply you with the goods and/or services.

Section IV - What do we do with your data ?

Who are the data recipients ?
As part of the processing purposes set out in Section III ‘Why do we need your data?’, in addition to our internal departments, we may share your personal data with the following categories of third party recipients:

Our subcontractors and suppliers.

  • IT hosting and website service providers.
  • IT maintenance service providers.
  • Providers of audience analysis and optimisation of online services.
  • Providers of customer support solutions.
  • Database management solutions providers.
  • Accounting and financial solutions providers.
  • Document management solution providers.
  • Providers of automated email and/or newsletter solutions.
  • Marketing services and solutions providers.
  • Customer satisfaction survey solution providers.
  • Providers of statistical analysis solutions.

Other external organisations.
 Professional advisers, including regulated professions.

Public authorities, to comply with a legal obligation or legal process.
In specific cases, we may share your data with public or governmental authorities, supervisory authorities, third parties involved in legal proceedings and judicial authorities. This sharing is done only to the extent permitted by law, to comply with a legal obligation or legal process or to enforce our terms and conditions, protect our rights, privacy, security, or otherwise.

How long do we keep your data ?
We only keep your personal data for as long as is necessary for the purposes for which it is processed in accordance with Section III ‘Why we need your data ?’ and in accordance with the following criteria:

Management of the customer file necessary for the supply of goods and/or services.
 For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Management of the pre-contractual relationship with our potential customers.
After a period of inactivity or following the last interaction with the data subject of :
1 year

Management of complaints, after-sales service or guarantees.
For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Communication with the customer in connection with the supply of goods and/or services.
For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Management of people's opinions on products, services or content.
On withdrawal of consent or following a period of inactivity or lack of interaction with the person concerned of :
1 year

Management of the implementation of our customer support or IT support.
After a period of inactivity or following the last interaction with the data subject of :
6 months

Management of orders for goods and/or services.
For the duration of the contractual relationship or the execution of pre-contractual measures and in accordance with the legal prescription periods, defined by the applicable national legislation, for a period of :
7 years

Management of the delivery of goods and/or services.
For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Management of invoices and payments for goods and/or services.
For the duration of the contractual relationship or the execution of pre-contractual measures and in accordance with the legal prescription periods, defined by the applicable national legislation, for a period of :
7 years

Selection of our suppliers.
After a period of inactivity or following the last interaction with the data subject of :
1 year

Management and monitoring of our suppliers.
For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Management of our suppliers' invoices and payments.
For the duration of the contractual relationship or the execution of pre-contractual measures and in accordance with the periods of legal prescriptions, defined by the applicable national legislation, for a period of :
7 years

Selection of our partners.
After a period of inactivity or following the last interaction with the data subject of :
1 year

Management and monitoring of our partners.
For the duration of the contractual relationship or the performance of pre-contractual measures and in accordance with the statutory limitation periods defined by the applicable national legislation, for a period of :
7 years

Management of our partners' invoices and payments.
For the duration of the contractual relationship or the execution of pre-contractual measures and in accordance with the legal prescription periods defined by the applicable national legislation, for a period of :
7 years

General accounting and any subsidiary accounting that may be attached to it.
For the duration of the contractual relationship or the execution of pre-contractual measures and in the context of compliance with our legal obligations during the retention period defined by law for a period of :
7 years

Compliance with accounting and tax obligations, etc.
For the duration of the contractual relationship or the execution of pre-contractual measures and as part of compliance with our legal obligations during the retention period defined by law for a period of :
7 years

Conducting commercial prospecting and marketing activities.
If you exercise your right to object, or for a maximum period of :
2 years

Customer satisfaction surveys and studies.
On withdrawal of consent or following a period of inactivity or lack of interaction with the data subject of :
3 years

Guarantee the security of computer networks, information and data.
Following data collection for a maximum period of :
2 years

To ensure the proper functioning of our website and display the version adapted to the terminal used..
Following data collection for a maximum period of :
2 years

As part of our efforts to keep our website secure and prevent fraud. Following data collection for a maximum period of :
2 years

Management of pre-litigation and litigation: to establish proof of a right or contract. For the duration of the contractual relationship or the execution of pre-contractual measures and in accordance with the legal prescription periods, defined by the applicable national legislation, for a period of :
7 years

Management of recruitment and applications, including via our website or third-party sites. After a period of inactivity or following the last interaction with the data subject of :
2 years

Preparation of statistics relating to the use of services.
On withdrawal of consent or following a period of inactivity or lack of interaction with the data subject of :
1 year
If you would like more information about our policy on the retention of your personal data for each of the purposes for which it is processed, you can contact us via the communication channels indicated in Section I ‘How to contact us ?’.

Are data transferred outside the European Economic Area ?

In connection with the purposes of processing described in Section III (‘Why do we need your data ?’), your personal data may be transferred outside the European Economic Area (EEA). In this case, we have implemented the following safeguards to ensure the security of your personal data and your individual rights.

  • Transfer on the basis of standard contractual clauses (SCC) adopted by the European Commission (art. 46-2(c) of the GDPR) or by the supervisory authorities (art. 46-2(d) of the GDPR).

You can obtain further information on the transfer of your personal data to third countries by contacting us via the communication channels indicated in Section I ‘How to contact us ?’.

Section V - What are your rights ?

Introduction

You have rights in relation to the use of your personal data. These rights vary depending on the legal basis used to justify the processing of your personal data and certain processing purposes.

When you exercise a right (e.g. a right of access, deletion, rectification, etc.), we may ask you to attach any document enabling us to prove your identity if we have reasonable doubts about your identity, for example in order to avoid identity theft and to protect you against the risk of fraud.

You may exercise these rights via the various communication channels made available to you in Section I: ‘How to contact us ?’.

Exercising your rights is free of charge, except where requests are repetitive or excessive, in which case we are entitled to charge a reasonable fee based on our administrative costs.

Right to be informed about the use of your personal data.
You have the right to obtain clear information on the use of your personal data and on how to exercise your rights.

Right to access and receive a copy of your personal data.
You can view and obtain a copy of your personal data, as well as the following information:

  • whether or not we process your personal data, and if so, which data;
  • the purposes for which your personal data is processed;
  • the recipients to whom the data is disclosed and the way in which we have obtained your personal data;
  • how long we keep the data or the criteria that determine this period.

There are exceptions to this right, which is exercised subject to respect for the rights and freedoms of third parties (for example: we cannot communicate information concerning other people to you).

You can make your request via the various communication channels we make available to you.

Right to obtain rectification of your personal data..
If your personal data is incomplete, inaccurate or simply out of date, you have the right to request that it be corrected. This right enables us to avoid processing or distributing false information about you.

Right to obtain the deletion of your personal data.
You may request the deletion of your personal data when it is no longer necessary for the purposes for which it was processed.

However, we may refuse to do so where we need to continue processing your personal data, in particular where it is necessary to comply with our legal obligations or for evidential purposes.

Right to limit the processing of your personal data.
You have the right to request that the processing of your personal data be restricted (i.e. ‘blocked’, ‘locked’) in certain specific cases. If you exercise this right, we must refrain from carrying out any other processing whatsoever on the personal data in question, for the time necessary to exercise your right.
Unless such disclosure proves impossible or requires disproportionate effort, we will notify each recipient to whom the personal data has been disclosed.

Right to object to the processing of your personal data.

You have the right to object to the processing of your personal data in certain cases. You have the right to object to the processing of your personal data where this is based on our legitimate interests. Please note that this right is not a right to the simple and definitive deletion of all your personal data or the account linked to you. We may refuse this request if there are compelling legitimate grounds or if the processing of personal data is necessary for the establishment, exercise or defence of legal claims.
You have the right to object to your personal data being processed for direct marketing purposes. This right applies in particular to the processing of your personal data for the purposes of advertising communications (e.g. to stop receiving commercial prospecting, online newsletters, etc.)
You have the right to object to profiling; this right always applies when profiling is linked to direct marketing.

Right to withdraw your consent at any time.
Where the processing of your personal data is based on your consent, you may withdraw it at any time for the processing of your data by us or by any of our subcontractors.

You can make your request via the various communication channels we make available to you. You can also change your mind through the same channels.

The right to portability of your personal data.
 Where we process your personal data using automated processes and on the basis of your consent or the existence of a contract, you have the right to retrieve free of charge the data you have provided to us (in a structured, commonly used and machine-readable format) and, where appropriate, to pass it on to another data controller.

However, this right to the portability of personal data is not general. Only data collected with your consent or as part of a contract is concerned. The right to portability concerns information that you have actively and consciously provided (e.g. by filling in an online registration form) but also data observed through the use made of our service or product. However, it does not concern data derived or inferred from information that you have provided.

If it is technically impossible to transfer data directly to another controller, we will provide you with a copy of your personal data in a structured, commonly used and machine-readable format.

Right to lodge a complaint with the supervisory authority.
If you are not satisfied with the way we process your personal data, you have the right to lodge a complaint with the supervisory authority responsible for the protection of personal data in your country of residence or employment.

The list of supervisory authorities in EU countries is available on the EDPB (European Data Protection Board) website.

Belgium :

APD
 Rue de la Presse 35
1000 Bruxelles