PRIVACY POLICY
Data Controller and Data Protection Officer
1.1. In this privacy statement, FICODEX SPRL . With headquarters located at Avenue des Arts 24 Bte 12 1000 Brussels (hereinafter “FICODEX” or “we”) explains how she handles your personal data as “controller”. This privacy statement applies to the processing by FICODEX of personal data of customers, potential customers (prospects) and individuals who contract with FICODEX in any other way as buyer or supplier. FICODEX has an establishment unit and can be contacted by mail at the address mentioned in point 7.4
1 .2 . All information concerning an identified or identifiable natural person is personal data. This is information that can reasonably be related to an individual.
1.3 . The data protection officer can be contacted by email at:
info@themis-security.be
2. The personal data we process
2.1. FICODEX may collect your personal data in several ways. We process personal data that you provide us when you enter into a contract with us, but also when you participate in an action or use our services and you communicate to us directly or indirectly data or we allow to record data on your interests , your behavior and your preferences.
Information you provide us
2.2. If you submit an application to FICODEX , we need the following personal information :
a) Surname, first name ;
b) E-mail address and other contact data ;
c) Possibly other information that is relevant to your request , such as : your business, your business number, other complementary options.
2.3. If you enter into a contract with FICODEX , we need, depending on the type of contract, product or service, the following personal information :
a) Name, address, postal code ;
b) Contact data (phone number and email address );
c) company number , identity card , national number ;
d) D ata financial (bank account, loan, quotes, invoices, stock holdings).
e) Data related to your insurance
f) The personal data of your customers
This personal data must be communicated directly to FICODEX . If you do not provide us with “mandatory” information (which differs depending on the type of contract ), we may not be able to provide the requested service and conclude the contract.
Information about your use of our services and / or products
2.5. If you make use of the services offered by FICODEX or you conclude a contract with us, we process the data as part of our services such as:
a) From the perspective of the accounting organisation
1. Keeping the accounts
2. Advice on the accounting and administrative organisation
3. (Other missions possible: to be completed on an optional basis …)
b) From the perspective of company law and non-profit organisations
1. The drafting of the annual accounts
2. The preparation of the annual general meeting for the approval of the annual accounts.
3. Filing of annual accounts approved at the National Bank of Belgium according to the law.
4. Assistance in respect of company law / NPO
5. (Other missions possible: to be completed on an optional basis …)
c) From the tax angle
1. Completion of the administrative formalities relating to tax obligations
2. Writing and / or filing of VAT returns : monthly / quarterly
3. Writing and / or filing of tax returns : ISOC – IPP
4. Defend the interests of the principal with tax administrations;
5. Other possible missions : to be completed as an option …
d) From the perspective of providing advice / assistance
1. Advice on setting up a company
2. Help writing a financial plan
3. Information on the application of the legislation on commercial leases
4. Help with obtaining subsidies
5. Tips in terms of financial analysis of the company : ex : Ex. Dashboards, elaboration of intermediate situations …
6. Other missions possible: to be completed on an optional basis …
2.6 each customer also can manage their file via an online platform (FID-MANAGER) available from our website via a login and password.
3. Foundations and legitimate interests
We treat personal data on the basis of the following legal grounds :
a) Consent
b) Execution of a contract with you or pre-contractual measures
c) Legal obligation
d) Execution of a public interest mission
e) Legitimate interest of FICODEX
We treat personal data in a legitimate interest when we use your data to provide services and related content, products and services, to communicate with you and for advertising or marketing purposes in connection with products or services that you have purchased in the past. Our legitimate interests include, for example: marketing and advertising related products or services that you have purchased in the past, communication, management and information security, research and analysis of our products or services, business management, affair es legal, internal management and sharing with our affiliates .
4. The purposes for which we process personal data
4.1. FICODEX processes personal data for the purposes (goals, objectives) mentioned below :
a) under a service contract that you enter into with FICODEX ;
b) maintain relationships with customers (including the maintenance of a direct relationship between the FICODEX century related financial services, including the execution of a contract and the pursuit of legitimate interest).
c) processing and administering of mands (including billing) to re-spawn at your request and / or preparation or execution of a contract;
d) provide customer service, fulfill legal obligations , handle complaints and requests, respond to your requests and execute contracts, or for legitimate interests ;
e) proactively contact clients to schedule service appointments, execute a contract or for legitimate interests ;
f) carry out or coordinate any recall actions, due to legitimate interests or legal obligations ;
g) Conduct market research to improve our operations, our brands, our services and our products, and identify the wishes of customers, due to legitimate interests ;
h) provide a loyalty program for the performance of a contract and the pursuit of our legitimate interests ;
i) the sending of informative and commercial messages by electronic mail, postal mail or other communication channels. For direct marketing, you always have the option of unsubscribing by opting out, or withdrawing your consent if you have given it.
j ) comply with legal obligations, settle disputes and enforce our rights;
(k ) improve the quality of the data by means of postal code address and control, because of our legitimate interests ;
5. Third parties involved in the treatment
5.1. In some cases, FICODEX sharing of personal data with third parties who are “controllers” independent. We explain below when and why. FICODEX can share data with:
a ) the service partners of the FICODEX distribution network , for the performance of a contract or for the pursuit of legitimate interests ;
b ) third parties to whom we are legally obliged or authorised to provide data;
c ) third parties, if we suspect a violation of the rights of third parties, criminal offenses or abuses, if they have a legitimate interest or if they are public authorities. It may also be authorities such as the police, the public prosecutor ;
d ) parties who assist FICODEX in its services and are not sub-contractors of personal data (for example, legal advisers) for the pursuit of its legitimate interests ;
e ) Buyers or (potential) investors for legitimate economic and business purposes (such as the sale of business or stock or reorganisation );
f ) parties who assist FICODEX in the development of (direct) marketing activities in pursuit of its legitimate interests.
5.2. The communication of personal data to the third parties referred to above will take place only if it is authorised on the basis of the applicable laws and regulations.
5.3. FICODEX also uses third-party services that act as “sub – contractors” (eg, hosting service providers, some software providers, mobility service providers or parties that organise or perform actions or inquiries for us ). With these service providers, FICODEX is obliged to conclude a subcontracting contract which stipulates that they only process personal data in accordance with the instructions and under our control.
5.4. Currently, we do not store personal data outside the European Union. If personal data were to be deliberately disclosed outside the European Union, we will take additional safeguards, such as the conclusion of a model EU contract.
6. Marketing, profiling and cookies
6.1. FICODEX can also share your email address and phone number with Facebook so that Facebook can find out if you have a Facebook account and offer personalised Facebook ads via the Facebook Custom Audience service when you visit Facebook. We also use Google services to display personalised advertisements that are compiled on the basis of information you provide to the website or the application operator (for example when creating an account), your activities on this site or application (for example, pages visited, searches specified, clicks on ads) and demographics and data about your interests and focus. We do this for the pursuit of our legitimate interests. You may object at any time as described in Article 7 below.
7. Your rights, including your right to object
7.1. You have the right to know what personal data we have stored about you and to whom we have disclosed your personal data.
7.2. In addition, you have the right to ask us, in compliance with applicable law, to correct, update, delete your personal data, limit the processing of your personal data or to give your personal data in a structured format, commonly used and machine readable for transmission to another company.
7.3. We are obliged to draw your attention to your absolute right to object to direct marketing and on your right (i) to object to any treatment, including profiling, made for the continuation of the legitimate interests of FICODEX or ‘a third and (ii) submit a complaint to a data protection authority. In Belgium, it is the Commission for the protection of privacy designated as the Data Protection Authority.
7.4. The rights of access, rectification, limitation of treatment, erasure, or portability of your data, as well as a withdrawal of agreement, can be exercised free of charge by e-mail, form, telephone or mail to following addresses or numbers;
Form via the website |
https://www.ficodex.be |
Phone |
+32 (0) 2 770 05 73 |
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FICODEX – Avenue des Arts 24 Box 12 – 1000 Brussels |