Content

1. Introduction

2. General information applicable to all our personal data processing activities

  2.1 Who is the data controller?

  2.2 How do we collect your personal data?

  2.3 Do we transfer your personal data outside the European Union?

  2.4 What are your rights as a data subject?

  2.5 Do you wish to exercise your rights, or do you have a question or complaint?

3. Specific processing activities that may apply to you

  3.1 Are you a company user of our Artion platform?

  3.2 Are you a certified inspector offering services on the Artion platform?

  3.3 Are you a supplier or subcontractor of Artion?

  3.4 Are you a visitor to Artion’s website(s) or have you subscribed to our newsletter?

  3.5 Are you a participant in one of Artion’s activities (events, webinars, etc.)?

  3.6 Are you a (potential) job applicant at Artion?

4. Changes to this Privacy Policy

1. INTRODUCTION

Artion BV respects your privacy and treats your personal data with the utmost confidentiality.

The protection of your privacy and personal data is a matter we take very seriously. We collect, store, and use your personal data only in accordance with the content of this privacy policy (“Privacy Policy”) and applicable data protection laws, particularly the European General Data Protection Regulation (“GDPR”) and national data protection legislation.

This Privacy Policy explains what personal data we collect and process, for what purposes, how long we retain your data, what your rights are, and how to contact us.

This Privacy Policy applies to (i) our websites and platforms artion.eu and platform.artion.eu (hereinafter, our “Website”), and the services and activities associated with them, and (ii) all other communications between you and us.

2. GENERAL INFORMATION APPLICABLE TO ALL OUR PERSONAL DATA PROCESSING ACTIVITIES

2.1. WHO IS THE DATA CONTROLLER?

Artion BV, with its registered office at Grote Ganzeplas 34, 9880 Aalter, Belgium, and registered with the Crossroads Bank for Enterprises under number 0770.489.707 (“Artion” or “we”), is the controller for the processing of your personal data as described in this Privacy Policy.

This means that Artion is responsible for the processing of your data and holds a direct responsibility towards you in this regard.

2.2. HOW DO WE COLLECT YOUR PERSONAL DATA?

Personal data is any information that can directly or indirectly identify an individual. We may collect and process your data in various ways, including when:

• You contact us or have contacted us;

• You have registered for our services and are granted access to our platform;

• You visit one of our Websites.

You typically provide your data to us yourself, for example:

• When you share your contact details to schedule a meeting or download a brochure;

• When you register and create a user account on our platform;

• When you apply to become an inspection partner;

• When you apply for a job.

Sometimes, we receive your data indirectly from third parties. We may also verify, update, or enrich your data via public sources (e.g. the Crossroads Bank for Enterprises).

2.3. DO WE TRANSFER YOUR PERSONAL DATA OUTSIDE THE EU?

We generally process your data only to deliver the requested services. If we use external service providers, they have access to your data strictly for service-related purposes. We implement appropriate technical and organisational measures to ensure compliance with data protection laws and require the same from our service providers, with whom we have data processing agreements in place.

However, Artion may disclose your data to authorities (i) if required by law or legal proceedings, and (ii) to protect our rights.

Your data is generally stored on IT systems within the European Economic Area (EEA). We do not normally share your data with parties outside the Artion platform.

If data is transferred outside the EEA, appropriate safeguards are ensured, including standard contractual clauses issued by the European Commission or other mechanisms in compliance with the GDPR.

2.4. WHAT ARE YOUR RIGHTS AS A DATA SUBJECT?

You have the following rights:

• The right to access your data, to see what we hold about you.

• The right to rectify inaccurate or incomplete data.

• The right to have your data erased, under certain legal conditions.

• The right to restrict processing of your data.

• The right to object to processing based on legitimate interest.

• The right to withdraw your consent at any time.

• The right to object to direct marketing.

• The right to data portability.

To exercise any of these rights, please contact us by email or post using the contact details in section 2.5.

We will verify your identity before processing your request, using the least privacy-intrusive method, such as confirming your email address or, if necessary, requesting ID verification.

Exercising your rights is free of charge, unless your request is manifestly unfounded or excessive. In such cases, we may charge a reasonable fee or refuse the request.

We will respond to your request within one month. For complex or multiple requests, this may be extended by up to two additional months, with notice.

2.5 DO YOU WISH TO EXERCISE YOUR RIGHTS OR HAVE A QUESTION OR COMPLAINT?

You may contact us:

• By email: support@artion.eu

• By post:

  • Artion BV

  • Attn: Data Protection Manager

  • Grote Ganzeplas 34

  • 9880 Aalter, Belgium

You can also file a complaint with the supervisory authority in your country. In Belgium:

• Website: www.gegevensbeschermingsautoriteit.be

• Email: contact@apd-gba.be

• Phone: +32 2 247 48 00

• Post:

  • Data Protection Authority

  • Drukpersstraat 35

  • 1000 Brussels, Belgium

For more information about complaints and legal recourse, visit: www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen

3. SPECIFIC PROCESSING ACTIVITIES THAT MAY APPLY TO YOU

3.1. ARE YOU A COMPANY USER OF OUR ARTION PLATFORM?

Artion offers a platform that connects businesses with certified inspectors who perform legally required environmental and safety inspections on installations. Through the centralised platform, all inspection certificates—including B and C scores—are stored, corrective actions can be managed, and a new inspector can be assigned if needed.

Artion may collect and process the following personal data:

• Contact details: name, job title, phone number, email address, company address, and similar contact information.
• Correspondence and communications: emails, letters, and other forms of communication.
• Billing and administrative information: bank account numbers, payment details.
• Electronic identification and usage data: IP address, browser type, location data, browsing behaviour.
• Job information and assigned roles within your organisation.

We will never collect more personal data than necessary for the purposes stated.

Purposes of processing:

• To provide information about the platform upon your request or at our initiative.
• To deliver platform services as agreed.
• To handle complaints or feedback.
• To manage payments.
• To maintain a business relationship.
• To gather and share feedback on our websites and social media.

Legal grounds:

• Processing is necessary for the performance of a contract or pre-contractual steps (purposes I to IV).
• Processing is based on Artion’s legitimate interests to serve you better and keep you informed (purpose V).
• You have given consent for certain communications or marketing activities (purpose VI).

Retention period:
We retain your data for up to 10 years after your last platform use unless legally required to retain it longer.

Your data may be shared with:

• Subcontractors (processors) for hosting, mailing, platform maintenance, and marketing, under signed data processing agreements.
• Legal, police, or administrative authorities when required by law.

3.2. ARE YOU A CERTIFIED INSPECTOR ON OUR PLATFORM?

Artion may process the following data from certified inspectors:

• Contact information: name, role, phone number, email, address.
• Communication records: letters, emails, and other correspondence.
• Billing and administrative data: payment details, bank accounts.
• Training, education, and certification information.

We collect only what is strictly necessary.

Purposes:

• To provide platform and service information.
• To allow you to perform services for customers.
• To verify your certifications.
• To handle complaints or feedback.
• To manage payments.
• To maintain a professional relationship.

Legal grounds:

• Processing is necessary for contract performance or pre-contractual steps (purposes I to V).
• Processing is based on Artion’s legitimate interests to maintain effective communication (purpose VI).

Retention period:
Your data is stored for up to 2 years after the end of your services unless longer retention is legally required.

Your data may be shared with:

• Authorised subcontractors (processors).
• Legal, police, or administrative authorities when required.

3.3. ARE YOU A SUPPLIER OR SUBCONTRACTOR OF ARTION?

We may collect:

• Contact details: name, job title, phone number, email, office address, business data.
• Correspondence: emails, letters.
• Service and contract information: delivery details, account numbers, payment records.

Purpose:

• To purchase goods or services.

Legal basis:

• Processing is necessary for the performance of a contract or pre-contractual steps.

Retention:
Data is retained for 2 years following the end of service, unless legally required otherwise.

Your data may be shared with:

• Subcontractors processing data on our behalf.

3.4. ARE YOU A VISITOR TO OUR WEBSITE OR A NEWSLETTER SUBSCRIBER?

We may collect:

• Contact details: name, email, company, address.
• Communication records: emails, other interactions.
• Electronic identification data: IP address, session times, and data via cookies.

Purposes:

• To respond to enquiries.
• For direct marketing and newsletters.
• For cookie placement and usage (see our Cookie Policy).

Legal bases:

• Processing is necessary to respond to your request (purpose I).
• Your consent for marketing and cookie use (purposes II and III).
• Legitimate interest for strictly necessary cookies (purpose III).

Retention:

• Prospect data is stored for up to 5 years.
• Marketing data is kept until you withdraw consent.
• Cookie storage duration depends on the cookie type (see Cookie Policy).

Data may be shared with:

• Subcontractors acting as processors.
• Third parties listed in our Cookie Policy.

3.5. ARE YOU A PARTICIPANT IN AN ARTION EVENT OR ACTIVITY?

We may process:

• Contact details: name, company, job title, phone number, email, address, payment info.
• Communication: webinar questions, messages.
• Event data: business cards, dietary needs, photos/videos.

Purposes:

• Event organisation.
• Surveys and feedback.
• Direct marketing (event invitations).
• Promotional use of event photos and videos.

Legal bases:

• Contractual necessity (purpose I).
• Legitimate interest (purposes II and III).
• Consent (purpose IV).

Data is retained only as long as necessary for the stated purposes.

Shared with:

• Subcontractors processing data on our behalf.

3.6. ARE YOU A (POTENTIAL) JOB APPLICANT?

We may collect:

• Contact details: name, phone, email, address, social media.
• Communications: letters, emails.
• Recruitment-related data: gender, date of birth, photo, CV, interview notes, job history.

Purposes:

• To assess suitability and manage applications.
• To inform you of current and future job opportunities.

Legal bases:

• Pre-contractual steps at your request (purpose I).
• Your consent (purpose II).

Retention:

• Deleted within 4 weeks after the hiring process ends unless you consent to longer storage.
• If consent is given, data is retained for 2 years, after which consent renewal is requested.

Shared with:

• Subcontractors processing data on our behalf.

4. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically. We recommend reviewing it regularly to stay informed of any changes.

Last updated: 10 October 2024.