PRIVACY NOTICE - VISITORS

(version 05/07/2024)

Your privacy is important for us.

All personal data that we obtain about you when you visit our premises, will be collected and processed in accordance with applicable data protection legislation, in particular the General Data Protection Regulation 2016/679 of 27 April 2016 (“GDPR”), as well as this privacy notice.

This privacy notice provides more information about the personal data that we process, why we process it, how we obtain the data, how long we retain the data and with whom we share it. It also provides more information on how you can exercise your rights.

I. IDENTITY AND CONTACT DETAILS

The joint data controllers for your personal data are the following legal entities:

Aminolabs Holding BV
Research Campus 6
3500 Hasselt
Belgium
Enterprise number 0805 035 167

Eurofood International NV
Research Campus 6
3500 Hasselt
Belgium
Enterprise number 0462 325 457

Aminolabs Belgium NV
Research Campus 6
3500 Hasselt
Belgium
Enterprise number 0450 846 397

 

If you have any questions about the processing of your personal data, you can always contact us:

II. PURPOSES

When you visit our premises, we may process your personal data for one or more of the following purposes:

  • Security registration
  • Camera surveillance
  • Litigation management

Below, you can find for each purpose the personal data that we process, why we process it, how we obtain the data, how long we retain the data and with whom we share it.

A. Security registration

In order to ensure the security at our premises, we may register your personal identification data (name, e-mail address), employment data (position and company name) and your time of visit.

These data allow us to ensure the security at our Aminolabs’ premises, such as through access registration, as well as to have an overview of the people present at the premises.

The legal basis for this processing is our legitimate interest to ensure the security at our premises (Art. 6.1 (f) GDPR).

We obtain these personal data directly from you after access registration at our reception.

For monitoring security in our premises, we keep your personal data for up to 1 month after registering the personal data, unless it needs to be kept longer as evidence of a concrete crime or claim or for identifying a potential perpetrator, victim or witness (plus a verification period of 2 weeks).

We only share these personal data with third parties on a need to know basis, including potential transfers to the police and judicial authorities and fire brigade. In addition, third parties with whom we cooperate for the storage and management of our data also have access to these personal data (IT and software providers).

B. Camera surveillance

Our premises (incl. the factory) are equipped with camera surveillance. When visiting the premises, images of you might be recorded, as well as the location, date and time of the recording.

The purpose of camera surveillance is to ensure the security at our premises, to prevent thefts and to intervene / deal with (criminal) offences, disputes, damages claims and other incidents.

The legal basis for this processing is based on our legitimate interest to ensure the security of our employees / consultants and premises (Art. 6.1 f) GDPR).

The images are kept for a maximum of 30 days, unless it needs to be kept longer as evidence of a concrete crime or claim or for identifying a potential perpetrator, victim or witness (plus a verification period of 2 weeks).

We only share these images with third parties with whom we cooperate in achieving the purposes mentioned above (security advisors) and, if necessary, with the police and judicial authorities. In case of a claim, the images may also be passed on to our insurer, law firms, experts or other involved parties. In addition, third parties with whom we cooperate for the storage and management of our data also have access to these personal data (IT and software providers).

C. Litigation management

In case of a (potential) litigation, we may process your personal identification data (name, (company) address, email address, telephone number) and any other information that is relevant to the (potential) litigation.

These data allow us to defend our legal interests in all forms of dispute resolution.

The legal basis for this processing is our legitimate interest to exercise our (contractual, extra-contractual, legal and other) rights as well as our rights of defence (Art. 6.1 (f) GDPR).

We obtain these personal data directly from you or via third parties.

For our litigation management, we store your personal data for up to 5 years after the expiry of the deadline to appeal (longer if necessary, e.g. to comply with legal obligations) (plus a verification period of 1 year).

We only share these personal data with third parties on a need to know basis, including public authorities and judicial authorities (i.e. courts and tribunals, bailiffs, public prosecutor and the police), banking and insurancecompanies, our accounting and law firm and debt collection agency. Our IT and software providers also have access to these personal data.

III. SECURITY

We have implemented appropriate technical and organizational measures to ensure the confidentiality of your personal data and to protect your data from accidental and unlawful destruction, loss, alteration, unauthorized disclosure and access.

We have made the necessary contractual arrangements with the third parties with whom we work together and will not transfer your personal data outside the European Economic Area without ensuring that your data is granted an equivalent level of protection there.

IV. RIGHTS

You can always contact us to exercise the following rights:

  • the right to access or rectification of your personal data;
  • the right to erasure of your personal data;
  • the right to restrict the processing of your personal data;
  • the right to object to the processing of your data;
  • the right to transmit your data to another service provider;
  • a complaint if you believe that we are not acting in accordance with applicable data protection laws. You can also submit a complaint to the Belgian Data Protection Authority.

You can reach us via one of the following channels:

We respect all rights relating to your personal data to which you are entitled under applicable law.

For the purposes for which the legal basis for the processing of personal data is a legitimate interest, you can always request more information from us about the balancing of interests that Aminolabs has carried out in this context (for more information, see PURPOSES). You can exercise your right to object to the processing of your personal data at any time, specifying the reasons that relate to your specific situation. Aminolabs will cease the processing of your personal data unless it believes that there are compelling legitimate grounds that override the interests, rights, and freedoms you assert.

To process and respond to your requests correctly, we process your personal data based on our legal obligations arising from Chapter III in conjunction with Article 5.2 GDPR (Art. 6.1 (c) GDPR). For identification purposes, we may ask you for a copy of the front of your identity card. We will retain your personal data for up to 5 years after responding to the request (plus a verification period of 1 year).

V. UPDATES

This privacy notice may be amended from time to time, within the limits of the applicable data protection laws.