Who we are

We are D'hondt Insurance NV with address Gistelse Steenweg 300 8200 Brugge Belgium and with company number BE0451 836 292 .

We care about your privacy and whenever we handle your personal data, we do so in accordance with the provisions of the General Data Protection Regulation (GDPR) and national laws governing the processing of personal data.

The privacy legislation obliges us to make the information that we communicate in this privacy statement accessible to you. This privacy statement clarifies what measures we take to protect your privacy when you use our services or products and what rights you have.

When we process your personal data, we are in most cases the "controller". This means that we determine the purposes and means of the processing.

By purchasing our services and/or products you agree that we collect and process some personal data about you in accordance with the purpose described in our privacy statement. We invite you to read this statement carefully. Sielke Torremans is our privacy coordinator who you can reach at sielke.torremans@fluo-visual.com for any questions you may have or to exercise your rights. It is possible that this statement will be amended in the future. We therefore ask you to re-read the privacy statement on a regular basis.

Processing your personal data

Personal data or personal data means any information about an individual that can identify that person. This does not concern data where the identity has been removed (anonymous data). We try to collect as little personal data as possible to achieve our goals.

We comply with data protection laws that require the personal data we process about you to:

• Collected only for valid purposes that we have informed you about.
• Used in a lawful, fair and transparent manner, i.e. used in a way that is adequate, relevant and limited to what is necessary for the purposes for which they are processed.
• Be accurate and updated as necessary, no longer kept as needed for the purposes we told you about, and handled securely.

We may request certain information from you to enable you to purchase or use our goods or services. If you have any questions, don't hesitate to contact our privacy coordinator.

More specifically, we will collect some or all of the following data elements:

• VAT number
• Bank account
• Company Address
• Business function
• Profession
• Payment history
• Payment card details
• Payment summary, customer account
• Date and time
• Third Party Cookies
• Electronic identification data
• Electronic Location Data
• Essential cookies
• Photos / images
• Date of Birth / Age
• Gender
• Signature
• Marital status
• Identity card
• Customer file
• Marketing cookies
• Name of the involved party
• Customer name
• Circumstances of the claim/case
• Performance cookies
• Personal email address
• Personal phone number
• Professional phone number
• Drivers license
• Family composition
• Home address
• Permission
• Security camera footage
• Insurance data
• Leisure activities and interests
• Work email address

We count on you to provide us with correct information. Let us know when information changes so that we can keep all information up to date.

The processing of data must allow us to provide our services and products, to continuously improve our services and products available to you and to adapt them to your needs. More specifically, we carry out the following processing operations:  

• Newsletter / promotion
  Description: Keeping clients informed about what the company has to offer
  Purpose: As long as the user remains subscribed to the newsletter
  Legal basis: Legitimate Interest
  Retention period: From termination of contract, retention during the limitation period and / or limitation periods relevant to legal action
  Data items: Personal email address, Photos / images, Work email address, Customer name, Consent
  Data is processed within the EU
  
• Customer appointments
  Description: Registration of customer appointments on paper or computer
  Purpose: Management of availability / calendar
  Legal basis: Contract
  Retention period: From termination of contract, retention during the limitation period and / or limitation periods relevant to legal action
  Data items: Personal email address, Personal phone number, Professional phone number, Work email address, Customer name, Date & time
  Data is processed within the EU
  
• Client referral
  Description: Transferring the client file to another professional
  Purpose: Fulfilling a request from the client and/or ensuring the proper handling of the file
  Legal basis: Contract
  Retention period: From termination of contract, retention during the limitation period and / or limitation periods relevant to legal action
  Data items: Home address, Personal email address, Personal telephone number, Name of the customer, Customer file
  Data is processed within the EU
  
• Delivery of goods and/or services
  Description: Sale and/or delivery of goods or services to customers
  Goal: Ensure correct delivery of goods and/or services, enable track & trace and feedback
  Legal basis: Contract
  Retention period: From termination of the contract, retention for the legal period and / or period relevant to legal action
  Data items: Home address, Personal email address, Personal phone number, Professional phone number, Work email address, Customer name, Customer file, Company address, Signature
  Data is processed within the EU
  
• Company website
  Description: Company website that can be visited by clients, prospects and various third parties
  Purpose: To inform clients and prospects
  Legal basis: Legitimate Interest
  Retention period: From termination of contract, retention during the limitation period and / or limitation periods relevant to legal action
  Data items: Personal email address, Electronic identification data, Electronic localization data, Essential cookies, Customer name, Third party cookies, Performance cookies, Marketing cookies
  Data is processed within the EU
  
• Customer prospecting
  Description: Management of information about prospects
  Purpose: To communicate goods and services to potential customers
  Legal basis: Legitimate Interest
  Retention period: All prospects that have not been converted to customers will be deleted after 2 years
  Data items: Home address, Personal email address, Personal phone number, Professional phone number, Work email address, Customer name, Company function
  Data is processed within the EU
  
• Security camera
  Description: Create and/or save security images or video.
  Purpose: Security monitoring, fraud prevention, theft prevention…
  Legal basis: Legitimate Interest
  Retention period: Maximum 4 weeks, unless in case of proof of the incident: until the incident has been dealt with
  Data items: Security camera images, Date & time
  Data is processed within the EU
  
• Client file formatting and handling
  Description: Creation of a client file and its handling.
  Purpose: To provide the services to the client
  Legal basis: Contract
  Retention period: From termination of the contract, retention for the legal period and / or period relevant to legal action
  Data items: Home address, Personal email address, Personal telephone number, Professional telephone number, Date of birth / Age, Bank account, Insurance details, Marital status, Gender, Family composition, Leisure activities and interests, Identity card, Driver's license, Name of the customer, Circumstances of the claim / case, Customer file, VAT number, Profession, Signature
  Data is processed within the EU
  
• Customer billing and accounting
  Description: Calculation of the fee or compensation due, taking care of invoicing and obtaining payment
  Purpose: To ensure correct payment
  Legal basis: Contract
  Retention period: From termination of contract, retention during the limitation period and / or limitation periods relevant to legal action
  Data items: Home address, Personal email address, Bank account, Payment history, Work email address, Customer name, VAT number, Payment overview, customer account, Company address, Signature
  Data is processed within the EU
  
• Card or app payments by customers
  Description: Payments by credit card, debit card, payment app…
  Purpose: To ensure correct payment
  Legal basis: Contract
  Retention period: From termination of the contract, retention for the legal period and / or period relevant to legal action
  Data items: Payment card details, Customer name, Date & time, Signature
  Data is processed within the EU
  
• Mandatory anti-fraud measures
  Description: Anti-fraud information mandated by law
  Objective: Ensure compliance with anti-fraud regulations
  Legal basis: Legal Obligation
  Retention period: From termination of the contract, retention for the legal period and / or period relevant to legal action
  Data items: Name of the customer, Name of the party involved
  Data is processed within the EU
  

 

We are the controller for these processing operations. If you have given permission for a certain processing, you always have the right to withdraw this permission.

If you do not want your data to be processed, please contact us so that we can evaluate together whether a contractual relationship is possible between us and whether it is possible for you to continue using our goods and/or services.

We also handle data from suppliers. When we collect, process and store data about our suppliers, we want to make sure that we only collect, process and store data that we really need and are allowed to process in this way. In our dealings with our suppliers, we typically collect, process and store the name, work email address and work telephone number of the person(s) who communicate with us. We also collect, process and store the VAT number of our suppliers. If we provide vehicles from our suppliers with parking or allow them on our premises, we may collect, process and store the license plate number and time data of the visit if this is necessary for organizational or security reasons. The legal basis for the processing of personal data is the conclusion and performance of a contract. We use security measures that are functionally and technically in line with best industry standards. We store the data during the statute of limitations and / or statutes of limitations relevant to legal action.

Processing personal data on your behalf

Sharing personal data

We may need to work with third parties to provide certain services or products such as IT partners, insurance partners, accountancy partners, legal advisors. More specifically, we reserve the right to share your personal data with these partners:

• Employee wages and remuneration
  Objective: To ensure the correct remuneration or remuneration of all stakeholders of the company
  Legal basis: Legal Obligation
  Data items: Name of the employee, Bank account, Presence at work, Home address, Days of sick leave, Wage and remuneration data, Date of employment, Marital status, Date of birth / Age, Leave / vacation days
  Data is processed within the EU
  Paycover receives the data
• Bookkeeping
  Objective: Ensure correct accounting and/or correct tax and VAT returns
  Legal basis: Legal Obligation
  Data items: Name of the employee, Home address, Name of the customer, Name of the involved party, VAT number, Payment overview, customer account, Company address
  Data is processed within the EU
  Sanders ACCOUNTING & CONSULTING receives the data
• Social Media - Facebook/Instagram
  Doel: Promotie van het bedrijf en diensten
  Legal basis: Legitimate Interest
  Data items: Name of employee, Photos/images, Electronic identification data, Electronic location data, Name of customer, Name of involved party, Date & time
  Data is processed within the EU
  META PLATFORMS IRELAND LIMITED (ex-Facebook) receives the data
• Social Media - Linkedin
  Doel: Promotie van het bedrijf en diensten
  Legal basis: Legitimate Interest
  Data items: Name of employee, Photos/images, Electronic identification data, Electronic location data, Name of customer, Name of involved party, Date & time
  Data is processed within the EU
  LinkedIn Ireland Unlimited Company receives the data
• IT support
  Objective: To ensure the proper functioning of the IT
  Legal basis: Legitimate Interest
  Data items: Personal email address, Electronic identification data, Name of the customer
  Data is processed within the EU
  Converge-IT receives the data
• Website analytics and visitor statistics via partner
  Objective: Measuring and analyzing website effectiveness
  Legal basis: Legitimate Interest
  Data items: Electronic identification data, Electronic location data, Third party cookies, Date & time, Performance cookies
  Data is processed within the EU
  Google Ireland Limited receives the data

These third parties will typically act as data processors. Please note that social media platforms, trading platforms and permanent sales partners are often considered joint controllers.

If you participate in an online conversation, meeting, conference,... know that all data you share is visible and/or audible to the other participants. Please keep this in mind before sharing your personal information, video, audio or other data.

If you object to the sharing of your data, we ask you to contact us so that we can evaluate together whether a contractual relationship is possible between us and whether you can continue to use our services and/or goods.

Please note that we may be required by law to process certain data and possibly pass it on to the relevant authorities. Since this is a legal obligation, you cannot object to this transfer.

Security and Confidentiality

We want to keep your personal data safe and confidential and have put in place security procedures to prevent the loss, misuse or alteration of this personal data. These procedures are functionally and technically in accordance with the best industry standards.

Website and Cookies

When you visit our website, cookies may be stored on your computer. They help to make visiting the website easy and improve your experience. When you visit our website you will receive information about the cookies we use and we will ask you to consent to this. Every time you visit our website, the web server will also automatically process the IP address and/or your domain name.

We may publish links to websites owned and operated by others. Clicking on such a link will take you to another website. Always make sure you read and understand the privacy statement of this other website, as it may differ from our privacy statement. If you are unsure or cannot agree with the privacy statement, we recommend that you leave the website concerned immediately.

Social media

If you use the social media functions such as the “like” or “share” button that may be on our website, or if you visit our social media page, please note that your personal data will be processed by the social media platform. In this processing, the European regulator considers us and the social media platform both to be joint data controllers, which means that we jointly determine why and how your personal data is processed. You can find out how we process your personal data in this privacy statement. Information about the processing by the relevant social media platform can be found in their privacy statement. We ask that you carefully read the privacy statement of the social media platform before visiting the social media items on our page or our page on the social media platform.

If we hold an event such as a networking event, opening event, premiere, etc., photographers or videographers may be present. The photos and videos they take are intended to be used in marketing materials and/or published on our social media pages. When you are not the main subject of these materials, the guideline of the data protection authority is that your explicit consent under GDPR is not required. However, if you object to the use of materials on which you are depicted, please let us know.

Exercise your rights

In accordance with the General Data Protection Regulation (GDPR) / General Data Protection Regulation (GDPR) you have the right to:

• Request access to your personal data (the data subject's right of access). This allows you to receive a copy of the personal data we hold about you.
• Request correction of the personal data we hold about you. This allows you to correct any incomplete or inaccurate information we hold about you.
• Request the deletion of your personal data. This allows you to ask us to delete all your personal data when there is no valid reason to keep it further. You also have the right to ask us to delete your personal data when you have exercised your right to object to a certain processing (see below).
• To object to the processing of your personal data when we rely on our legitimate interest (or that of a third party) and you want to object to the processing on this basis because of your particular situation. You also have the right to object when we process your personal data for direct marketing purposes.
• Request the restriction of the processing of your personal data. This enables you to ask us to suspend the processing of your personal data, e.g. if you have questions about the accuracy of the data or the reason for the processing.
• To withdraw your consent to processing at any time.
• Not to be subject to a decision based solely on automated processing.
• Obtain your data in a structured, commonly used and machine-readable format and have it transferred to another controller (the right to data portability).

In some cases we will be required to ask you for more specific information so that we can confirm your identity and ensure that your right to access information (or exercise any other of your rights) is properly exercised. We take this measure to ensure that your personal information is not disclosed to anyone other than yourself or to any other person who has no right to receive it. You can exercise your rights by contacting our privacy coordinator Sielke Torremans via sielke.torremans@fluo-visual.com or via the address of the company:  

 D'hondt Insurance NV 

Attn. Sielke Torremans 

 Gistelse Steenweg 300 8200 Bruges Belgium 

Data Protection Authority

You can address any complaint or comment to the data protection authority at the following address:

 Data Protection Authority 

 Drukpersstraat 35, 1000 Brussels http://gegevensbeschermingsautoriteit.be