STRATOPOLIS attaches 
great importance to the 
protection of your privacy. 

We strive to process your personal data in a lawful, fair, and transparent manner.

This privacy statement (hereinafter also "Privacy Statement") pertains to all personal data collected and processed by STRATOPOLIS. When referring to STRATOPOLIS in this Privacy Statement, it refers to the BV “STRATOPOLIS” with its registered office at 33 Bouvelostraat, 9790 Wortegem, and company number 0826.258.173, as well as any company affiliated with BV “STRATOPOLIS” in accordance with Article 1:20 of the Companies and Associations Code.

This Privacy Statement outlines:

  • From whom we collect/process personal data;
  • What personal data we collect/process about you;
  • The purposes for which and the legal grounds on which we collect/process your personal data;
  • How long we retain your personal data;
  • What rights you have and how you can exercise them.

 

  1. From whom do we collect/process personal data?

STRATOPOLIS processes personal data in accordance with applicable data protection laws, specifically the General Data Protection Regulation 2016/679 of April 27, 2016 (hereinafter “GDPR”), of current, former, and potential clients, employees, contractors, agents, and other personnel of the client(s), as well as third parties designated by these individuals as family or contacts, with whom we have a direct or indirect relationship or wish to have in the future.

 

  1. What personal data do we collect/process?

'Personal data' refers to any information about an identified or identifiable natural person obtained by STRATOPOLIS. An identifiable natural person is considered to be a person who can be identified directly or indirectly by an identifier such as a name, location data, an online identifier, or one or more elements characteristic of the physical, physiological, genetic, mental, economic, cultural, or social identity of that person.

This includes:

  • General personal data such as name, date of birth, photo, address, email address, phone number(s), national registration number, nationality, access verification data such as usernames and passwords, automatic collection of personal data when you visit us online, such as IP addresses, cookies, web beacons, location-based tools, etc.
  • Specific personal data such as physical and mental health data, family composition and marital status, information about relatives, etc.
  • Financial data such as remuneration, payment details including account number (IBAN), etc.
  • Career data such as diplomas, previous employers, professional experience, (technical) skills, and other qualifications, personal development information and evaluations, including CV and references, etc.
  • Special categories of personal data such as racial data, data on trade union membership, health data, etc. STRATOPOLIS collects these personal data only when the relevant individuals voluntarily provide this information to us or when the collection of such information is required or permitted by law or professional standards.
  • Criminal data such as traffic violations, wage garnishments, and other convictions.
  • Any other category of personal data as agreed between the parties in the relevant agreement.

 

  1. For what purposes and on what basis do we collect/process your personal data?

Providing services to clients 

STRATOPOLIS collects/processes personal data to provide the requested services to you or our clients. This processing of personal data is necessary for the performance of our agreement with our clients. Given our extensive range of services, the way we process personal data may vary depending on the service(s) that you or our clients use.

Financial administration 

STRATOPOLIS processes personal data to manage its own accounting and invoicing. This includes identification data and invoice details. This processing is part of STRATOPOLIS's legitimate interest, namely the ability to keep its administration and obtain payment for the services provided, and there is also a legal obligation for STRATOPOLIS to maintain its accounts.

Recruitment purposes 

STRATOPOLIS engages in employer branding and collects personal data for the purpose of recruiting new employees. This processing is based on the pre-contractual phase of executing the agreement (if recruitment leads to an employment or service contract) and on legitimate interest (if recruitment does not lead to an employment or service contract). It is important for STRATOPOLIS to recruit suitable candidates.

Direct marketing 

With your consent, we collect your contact details to send newsletters, information about activities, and other relevant and interesting information. STRATOPOLIS does this based on legitimate interest, aiming to tailor this direct marketing to align closely with the interests and/or future prospects of the recipients.

 

  1. With whom do we share your personal data?

STRATOPOLIS will ask for your consent before using data for purposes other than those described in this Privacy Statement. STRATOPOLIS will not transfer personal data to third parties unless:

  • You have given instructions or consented;
  • As described in the relevant agreement with the client/contractor/employee;
  • If required for the processing of personal data by approved subprocessors, including service providers and domain administrators who support us in designing and maintaining our online tools, applications, and server management;
  • If required by law.

On our website and other social media channels such as LinkedIn, Facebook, Instagram, etc., we use links to other websites and social media applications. Please note that any personal data you provide to these other websites and social media applications may be read, collected, and used by other users of these applications. STRATOPOLIS has little or no control over these other users and cannot guarantee that these other websites and social media applications comply with this Privacy Statement.

If a client/contractor/employee instructs STRATOPOLIS to transfer personal data to a third party, it remains the responsibility of the client/contractor/employee to enter into written agreements with that third party to protect these personal data, and the client/contractor/employee will indemnify STRATOPOLIS against any losses arising from such transfer to the third party, unless and to the extent that these losses are attributable to proven shortcomings of STRATOPOLIS.

 

  1. How do we secure your personal data?

Considering the state of the art, the costs of implementation, and the nature, scope, context, and purposes of the processing, as well as the varying risks to the rights and freedoms of individuals, STRATOPOLIS takes appropriate technical and organizational measures to secure and protect the personal data being processed.

During the term of the agreement with the client/contractor/employee, STRATOPOLIS will, upon request from the client/contractor/employee, provide an up-to-date description of the implemented technical and organizational protection measures within a reasonable time frame.

 

  1. How long do we retain your personal data?

Deletion and return of personal data – retention periods 

Upon termination of the agreement, STRATOPOLIS will, without prior notice to the client/contractor/employee, delete or anonymize all personal data from its systems (except for any backup archives) after the expiration of all relevant legal and regulatory data retention requirements. If STRATOPOLIS is required to retain data used to verify the proper processing of data in accordance with the assignment or data that must comply with relevant legal and regulatory data retention requirements, STRATOPOLIS is authorized to retain this data in accordance with the respective retention periods after the termination or expiration of the agreement and will keep this data securely after the data retention requirements have ended.

Data breach notification 

STRATOPOLIS will inform the client/contractor as soon as possible about security breaches that need to be reported to the Belgian Data Protection Authority and/or the data subject(s).

At the request of the client/contractor/employee, STRATOPOLIS will provide the following information in the event of a breach:

  • The nature of the breach and the personal data affected;
  • The likely consequences of the breach;
  • The measures taken or being taken in this regard.

If it is not possible for STRATOPOLIS to provide this information immediately, it will do so in phases.

STRATOPOLIS will provide all necessary cooperation for providing additional information to the supervisory authority and/or data subjects if needed. STRATOPOLIS keeps a record of the facts and consequences of security breaches.

 

  1. What rights do you have?

You have several rights regarding the processing of your personal data carried out by us.

Right of access 

You have the right to access your personal data. You can request a free copy of your available personal data at any time via info@stratopolis.be.

Right to rectification 

You have the right to request that we update or correct any inaccurate personal data we hold about you or complete any incomplete data via info@stratopolis.be.

Right to deletion and restriction 

Except for personal data that must be processed as part of a client acceptance procedure or in compliance with a legal obligation, you can indicate which personal data should not be processed at all or only for a limited number of processing activities. You can also request the deletion of personal data that should not be processed in whole or in part via info@stratopolis.be.

Please be aware that refusal/restriction of certain personal data may mean that we are unable to provide certain services.

Right to object 

You can object at any time to the processing of your personal data when the objection is based on serious and legitimate reasons via info@stratopolis.be. If you wish to object to the use of your personal data for direct marketing purposes, you do not need to provide a reason.

Right to data portability 

Under the conditions specified in the General Data Protection Regulation (GDPR), you have the right to receive your personal data in a structured, commonly used, and machine-readable format via info@stratopolis.be. You can request that your data be transferred to another data controller in this manner.

Right to withdraw consent 

If the processing of your personal data is based on your consent, you can withdraw this consent at any time.

Please be aware that withdrawing your consent for the processing of certain personal data may result in us being unable to provide certain services.

 

Complaints

If you believe that your rights are being violated by or during the processing of your personal data, you have the right to lodge a complaint with the Belgian Data Protection Authority:

Drukpersstraat 35
1000 BRUSSELS

Tel. 02/274.48.00
Fax. 02/274.48.35
contact@apd-gba.be

If you wish to exercise the above rights, please contact info@stratopolis.be. Before fulfilling your request, we may ask you to provide proof of identity.

 

Changes

STRATOPOLIS reserves the right to amend this Privacy Policy. All changes will be indicated on this page.

If you have any questions about the processing of your personal data by STRATOPOLIS, you can contact us via email at info@stratopolis.be or by mail at STRATOPOLIS – GDPR, Bouvelostraat 33, 9790 Wortegem.

Version updated as of 11.09.2024.