Privacy 

This privacy notice ("Privacy Notice") describes how WeComply collects and processes personal data in relation to the services we provide. It also informs you of the rights you have regarding the processing of such data, and how you can exercise them.

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For purposes of this Privacy Notice, “personal data” means information about an identified or identifiable person, such as their name or email address and includes any equivalent term under applicable data protection law. The personal data we process differs depending on your interactions with us, as detailed more fully below. 

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The expression “User” (and “you”/”your”) in this Privacy Notice shall mean any person accessing the WeComply website, using WeComply products and services, or about whom we collect and use any information in the course of providing our products and services. Collectively, we describe our products and services, including the WeComply website as our “Services.”

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The controller of the personal data we process is SDV Consulting as WeComply (referred as "WeComply"/"we/"us"), having its registered office at 76 rue Lincoln, 1180 Brussels, and which is registered with the Belgian Crossroads Bank for Enterprises under number 0714.944.537.  

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By using any WeComply’s Services, you confirm that you have agreed to the relevant Terms of Service applicable to your use, to the extent permitted by law, and have read and understood this Privacy Notice.

 

Information collection and use  

 The information we collect, and the ways in which we use it, varies in line with the uses cases below: 

• Visitors to www.we-comply.be;

• When you provide us with information by completing forms; 

• Business contacts; 

• When you use our Services. 

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We collect personal data including:

• Identifying information, such as name, job title/position, company you work for, postal address, telephone number, mobile phone number, fax number and email address;

• Financial information, such as payment-related information;

• Further business information necessarily processed in a project or client contractual relationship;

• Any other data that you would voluntarily communicate to us;

• Information provided by candidates when applying for a job;

• Identification and background information on employees or suppliers provided by them or collected as part of our business acceptance process.

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Purpose and basis of processing data 

We may collect personal data from you in the course of our business, when you contact or request information from us, when you engage our services or as a result of your relationship with one or more of our staff and clients. We process your data for various purposes. For each purpose, only the data relevant to the pursuit of the purpose in question are processed.

 

Your personal data may be processed for the following purposes:

• To establish, carry out and conduct the contractual relationship with the client;

• To provide the Services;

• To manage and administrate business relationships, including processing  payments, accounting, billing and collection, support services and evaluation of  service providers and suppliers;

• To inform on relevant developments in European Regulations, on service offerings or on events and trainings organized by WeComply;

• To evaluate job applications;

• To perform training, performance review, employee suppliers;

• To respond to requests for information;

• For any other purpose to which you had expressly consented.

 

Personal data can be processed on one or more of the following legal basis:

• Performance of a contract: WeComply needs to collect some of your data to answer any of your requests. If you choose not to share this data with us, it may render the performance of the contract impossible;

• Your consent;

• Compliance with legal and regulatory obligations (record keeping obligations, anti-money laundering regulations, payroll administration, ...);

• Legitimate interest: WeComply has a legitimate interest in interacting with you, to respond to your requests and especially to improve the Services, prevent abuse and fraud, control the regularity of the operations, exercise, defend and preserve WeComply’s rights, unless such interests are supplanted by your interests or your fundamental rights and freedoms requiring the protection of your personal data.

 

If the legal basis of the processing is your consent, you have the right to withdraw it at any time without prejudice to the lawfulness of the processing performed prior to withdrawal.

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Recipients 

We may share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including: (1) our professional advisers and auditors including the prudential authorities and regulators; (2) external third-party service providers to whom we outsource certain support services (IT service providers, accountant...). These recipients are subject to a strict obligation of confidentiality.

 

The aforementioned list is presented in a non-exhaustive manner and there may be other examples of situations where we need to share/transfer your personal data with/to other parties in order to provide our services as effectively as we can. Your personal information will only be communicated to third parties to the extent that such information is necessary for the performance of a contract. In this case, the third parties will only communicate this information to other third parties if this is necessary for the performance of the contract or if they are obliged to do so by law and regulations.

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Transfer  

We generally do not transfer your personal data to third countries. We only transfer your data to a non-EU country if it provides a level of protection equivalent to what you can find in your country of residence (for more information, please consult the following link).

 

Period of storage  

We will keep your personal data no longer than necessary for the purposes for which we collected the data. WeComply will retain personal data where required to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled. Once this goal is achieved, all personal data is deleted or anonymised.

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Minors  

Our website and our services are not targeted to children under the age of 18. If you learn that your minor child has provided us with their personal data without your consent, contact us at the following address: info@we-comply.be

 

Information Security
We take technical and administrative precautions to protect your data from destruction, loss, modification or any unauthorized processing. These measures for protecting personal data will regularly be adjusted to the technical developments and organizational changes. In this respect, our partners, employees, consultants, workers and data processors, who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of such personal information. However we cannot guarantee its safety against all types of fraud or misuse. If you provide personal information, we cannot verify its total security against all types of interception.

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Your rights

As a data subject, whose personal data we process, you have 7 rights under the privacy laws in which we operate. These rights are not absolute and may be limited, for example, if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. We may, if necessary, apply any available exemptions to these requirements.

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1. Right to be Informed– as a data controller, we must tell you what activities we carry out that include the processing of your personal data. This information is provided to you in this privacy notice and any other notices or communications that we may send you or make available to you.

2. Right of Access– as a data subject, you can request copies of your personal data that we process, free of charge, unless the request is excessive or there is a valid exemption.

3. Right to Rectification– You may request that we correct or complete data that you believe is inaccurate or incomplete about you, you may request this right alongside the right to restrict processing. 

4. Right to Erasure– We may have an overriding legal basis or legitimate reason to continue to process your personal data, however, where we do not have a valid lawful basis, you may request erasure of your personal data that we process.

5. Right to Restrict Processing– You have the right to request that we stop processing your data any further. This right may be exercised where you contest the accuracy of the data, claim that it is unlawful for us to process it, we no longer require the data other than for legal purposes or that there is a pending decision on a right to object.

6. Right to Data Portability– You may request that we transfer your personal data to another controller or processor in a standard, machine readable format. This right is available if we process the personal data under the lawful basis of consent, we use automated means to process the data and the data is processed to fulfil a contractual obligation with you.

7. Right to Object– You have the right to object, on certain grounds relating to your particular situation, to the processing of your personal data at any time.
    

In many cases, the most effective way to exercise these rights will be to email us at info@we-comply.be.

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Question or Complaint   

Any request should be addressed to WeComply by mail or email. The most effective way to contact us will be to email us at info@we-comply.be. We may ask you for two valid forms of identification to ensure your rights are protected.

 

Each request should contain sufficient proof of identity. WeComply commits to examine any requests or complaints and to reply in a timely manner and in any case within one month of receipt of the application. If necessary, this period can be extended by one months, given the complexity and the number of requests.

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In any case, you are entitled to lodge a complaint with the Data Protection Authority:

• By email: contact@apd-gba.be 

• By mail : Data Protection Authority, rue de la Presse 35, 1000, Brussels. Tel: +32 (0)2 274 48 00 

• Online : https://www.autoriteprotectiondonnees.be/citoyen/agir/introduire-une-plainte 

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Changes to the Privacy Notice  

We reserve the right to change this Privacy Notice at any time and will list these changes in the updates section of the Privacy Notice. By reading this notice and visiting the site, you agree that you understand that Users will not be personally notified when this Privacy Notice changes. Therefore, we advise our Users to frequently review our Privacy Notice so that they remain aware of its updates. 

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Dispute 

In the event of a dispute between us, WeComply commits to give priority to dialogue and openness in search of an amicable solution. You can also contact the Data Protection Authority.

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