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Privacy Policy

1 Who we are
The website https://www.equides.be/ (hereinafter: the “Website”) is offered by:

EquiDes BV, Panhovenstraat 21, 3990 Peer
VAT BE1009602229

Thank you for visiting our Website and for your interest in our services.

Please feel free to contact us if you have any privacy-related questions. We promise to get back to you as soon as possible!
Via Email: info@equides.be

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2 Why this privacy policy?
Every person who visits or uses our Website (hereinafter: the “User”) automatically provides certain personal data. This may happen, for example, when you submit a contact form, request information and/or a quote, or apply for a job at Equides. Your personal data consists of information that allows us to identify you as a natural person, whether we do so or not. You are identifiable as soon as a direct or indirect link can be established between one or more pieces of personal data and you as a natural person.

For Equides, data hygiene is a given, and the security of your personal data left on our Website is an absolute priority. We use and process your personal data in accordance with the GDPR and other relevant legal provisions. Any reference in this Privacy Policy to the GDPR refers to the Regulation of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation).

This Privacy Policy informs every User about the processing activities Equides may carry out with their personal data. Equides reserves the right to amend this Privacy Policy at any time. Any significant change will be clearly communicated to the User. We advise the User to consult this document regularly.

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3 Links to other websites
The content of our Website may contain links, hyperlinks, or framed links to other websites or electronic portals. A link does not automatically imply a connection between us and third-party websites, nor does it mean we (implicitly) agree with the content of those websites.

We have no control over these external websites and are not responsible for the secure and proper functioning of the link or its final destination. Once the link is clicked, you leave our Website and we can no longer be held liable for any damages.

Other websites may not offer the same guarantees as we do. If you use a link on this Website that leads to an external website and provide your personal data there, the processing of that data is not covered by this privacy policy but by the potential privacy policy of the operator of that external website. Therefore, we recommend carefully reading the Terms and Conditions and the Privacy Policy of those external websites.

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4 Who processes the personal data?

4.1. Data Controller
Equides is the data controller and determines independently or in cooperation with others which personal data is collected, as well as the purpose and means of the processing of these data.

Equides has taken the necessary technical and organizational measures to effectively protect the personal data of its Users against unauthorized access and use.

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4.2. Processor(s)
Equides is free to use data processors. A processor is a natural or legal person who processes personal data on behalf of the data controller.

The processor is legally required to ensure the security and confidentiality of the personal data.

The processor always acts according to the instructions of the data controller.

Equides uses the following categories of “processors”:

  • Companies engaged for analytical purposes;

  • Companies engaged for hosting purposes;

  • Companies engaged for administrative purposes;

  • Companies engaged for marketing and communication purposes (e.g., for live chat with the User);

To optimally protect Users’ personal data, Equides has made the necessary contractual arrangements with the above processors to ensure they apply the same standards as Equides.

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5 On what legal basis are my personal data processed?
In accordance with the GDPR, we process personal data based on the following legal grounds:

  • Based on the execution of the agreement as agreed with the User, or pre-contractual steps taken at their request;

  • Based on compliance with legal or regulatory provisions related to the management of the contractual relationship, in particular invoicing;

  • Based on our legitimate interest in sending information and newsletters to our customers;

  • Based on explicit consent for sending information and newsletters to prospects and other interested parties;

  • Based on explicit consent for communication about job vacancies after a previous application;

  • Based on explicit consent for sending promotional offers (direct marketing).
     

6 What personal data are processed?
Equides commits to only collecting and processing personal data that is relevant and necessary for the purposes for which they are processed. The following categories of personal data may be processed:

  • Personal identification data (name, first name, address, login data);

  • Contact details (phone number and email address);

  • Electronic identification data (IP address, cookies, click behavior);

  • Personal data (gender, age, date and place of birth, nationality);

  • Content of communication (emails, chats, forms, etc.)

These data may be collected when you use our Website (e.g., by filling in a contact form) or by using our services. Other data may be collected at a later time, for example during after-sales service. The amount of collected data depends on your use of the Website and its functionalities.

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7 We also use cookies!
We use cookies to recognize the User and provide a personalized user experience, to remember their technical choices (e.g., a language), to monitor and analyze Website usage, and to detect and correct errors. You may refuse these cookies. If you refuse cookies, the Website or parts of it may no longer function properly.

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8 For what purposes are my personal data used?
Equides collects your personal data to offer every User a safe, optimal, and personalized user experience. The collection of personal data expands as the User makes more intensive use of our Website and services. Equides reserves the right to suspend or cancel certain operations if personal data are missing, incorrect, or incomplete.

Data processing is essential for the operation of our Website and its services.

Processing is carried out exclusively for the following purposes:

  • Responding to information requests and quote requests;

  • Customer management: customer administration, order processing, deliveries, invoicing, support, complaint handling, and sending newsletters;

  • Answering and following up on questions and suggestions via the Website chat in a clear, relevant, and targeted way;

  • Following up on job applications and storing CVs and cover letters for future vacancies;

  • Dispute management;

  • Protection against fraud and violations;

  • Personalized marketing and advertising if you have given explicit consent. You may withdraw your consent at any time.

When visiting the Website, some personal data are also collected for statistical purposes. Equides uses Google Analytics. The results of these analyses help us optimize the use of our Website. By visiting the Website, you agree to the collection of data for statistical purposes as described above.

The User always provides their personal data to Equides and thus retains a certain degree of control. If certain data are incomplete or apparently incorrect, Equides reserves the right to temporarily or permanently postpone certain expected actions.

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9 Who receives your personal data?
Your personal data are processed exclusively for internal use by Equides. Your data will not be sold, transferred, or communicated to third parties, unless you have given us your explicit prior consent.

Data provided in the context of a job application will never be disclosed to third parties.

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10 How long do we retain your personal data?
Your personal data are retained as long as necessary to achieve the purposes set out in Article 5. They will be removed from the database once they are no longer needed or if the User validly exercises their right to deletion.

Regarding CVs and cover letters of rejected candidates: with your consent, we will retain this data for a maximum of two years. Should a suitable vacancy arise, we may contact you.

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11 What are your rights?

11.1 Guarantee of lawful and secure processing of personal data
Your personal data are always processed for legitimate purposes, as outlined in Article 5.
They are collected and processed in an appropriate, relevant, and proportional manner and are not retained longer than necessary to achieve the intended purposes.

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11.2 Right of access
If you can prove your identity, you have the right to obtain information about the processing of your personal data. You have the right to access the purposes of the processing, the categories of personal data, the recipients of the data, the retention period, and your rights.

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11.3 Right to rectification
Incorrect or incomplete data can be corrected. It is primarily the responsibility of the User to make the necessary adjustments to their “User Profile.” You may also contact us with a request for correction.

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11.4 Right to erasure
You have the right to request the deletion of your personal data, in the following cases:

  • The data are no longer necessary for the intended purpose;

  • You withdraw your consent and there is no other legal ground for processing;

  • You validly object to the processing;

  • The data have been unlawfully processed;

  • The data must be deleted due to a legal obligation.

Deletion mainly relates to visibility; deleted data may still be temporarily stored.

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11.5 Right to restriction of processing
In some cases, you may request a restriction of processing, especially in disputes regarding the accuracy of the data, if the data are required for legal proceedings, or while Equides assesses whether you can validly exercise your right to erasure.

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11.6 Right to object
You may object at any time to the processing of your data for ‘direct marketing,’ profiling, or purposes arising from the legitimate interests of the controller. Equides will stop processing unless it demonstrates compelling legal grounds that override your objection.

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11.7 Right to data portability
You have the right to receive your personal data provided to Equides in a structured, commonly used, and machine-readable format (e.g., Excel file). You also have the right to transfer these data to another controller, unless technically unfeasible.

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11.8 Right to withdraw consent
You have the right to withdraw your consent at any time, for example for direct marketing purposes.

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12 How can you exercise your rights?
If you wish to exercise your rights, you must send a written request and proof of identity by registered letter to EquiDes BV, Panhovenstraat 21, 3990 Peer, or via email to info@equides.be. We will respond as soon as possible, and no later than one (1) month after receiving your request.

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13 Right to lodge a complaint
If you do not agree with the processing of your personal data by Equides, you have the right to file a complaint with the competent supervisory authority (for Belgium: https://www.privacycommission.be/).

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