BRABEN ICT Solutions respects your privacy. This notice explains which personal data we process, why we do so, how long we retain data and what rights you have. This notice applies to our website, quotations, customer contacts, service provision and invoicing.
Please note: when BRABEN provides IT services in which we process personal data solely on behalf of a customer, that customer is generally the controller. Such processing is governed by the applicable data processing agreement and not by this privacy notice.
1. Who is responsible for your data
BRABEN ICT Solutions is the controller for the personal data we process for our own business operations.
| Detail | |
|---|---|
| Legal name | Steven Braspennincx, trading under the name BRABEN |
| Address | Schaapsdijk 2A, 2990 Wuustwezel, Belgium |
| Enterprise number and VAT number | BE 0556.753.967 |
| privacy@braben.be | |
| Telephone | +32 498 80 14 68 |
| DPO | Not appointed |
2. What data we process
Depending on your relationship with BRABEN, we may process the following categories of personal data:
- Identification and contact details, such as surname, first name, business email address, telephone number, job title and company name.
- Commercial and contractual data, such as requests for quotations, orders, agreements, correspondence and preferences.
- Invoicing and payment data, such as billing address, VAT number, bank or payment information and payment history.
- Service and technical data, such as contact persons, support tickets, configuration or asset data, logs and communications necessary for our service provision.
- Website and communication data, such as information you provide to us via a form, email or telephone.
3. Why and on what legal basis we process data
| Purpose | Legal basis |
|---|---|
| Quotations, orders, contracts and service provision | Necessary for the performance of a contract or to take pre-contractual steps at your request. |
| Invoicing, accounting and tax obligations | Necessary for compliance with legal obligations. |
| Customer management, security, quality monitoring and dispute management | BRABEN’s legitimate interests, with due regard for your rights and interests. |
| Business communications about similar services | Legitimate interests; you may object at any time. |
| Newsletters or marketing for which consent has been requested | Your consent; you may withdraw it at any time. |
4. Who we share data with
We share personal data only when necessary for the purposes described above. This may include sharing with:
- our accountant, payment provider and invoicing or accounting software providers;
- hosting, email, cloud and security providers;
- subcontractors or professional advisers who support us, insofar as they need access;
- public authorities or other parties when we are legally required to do so.
When a third party processes personal data on behalf of BRABEN, we put appropriate contractual arrangements in place regarding confidentiality and security.
5. Transfers outside the European Economic Area
BRABEN aims to process personal data used for its own business operations within the European Economic Area (EEA). If BRABEN uses a service provider for this processing where personal data is processed or accessible outside the EEA, this takes place only on the basis of a valid transfer mechanism in accordance with the GDPR, such as an adequacy decision or appropriate safeguards.
6. How long we retain data
| Category | Retention period or criterion |
|---|---|
| Quotations and prospective customer data | A maximum of 2 years after the last relevant contact, unless the prospective customer becomes a customer or longer retention is necessary. |
| Customer and contract data | For the duration of the business relationship and up to a maximum of 10 years after its termination, insofar as necessary for contractual, administrative or legal purposes. |
| Invoices and accounting records | 10 years / 10 financial years in accordance with the applicable tax and accounting retention obligations. |
| Support and technical data | For as long as necessary for service provision, security, recovery and agreed retention periods. |
| Marketing consent | Until consent is withdrawn or an objection to direct marketing is made. Minimal evidence of the withdrawal or objection may subsequently be retained to prevent the data subject from being contacted again. |
7. Security
BRABEN takes appropriate technical and organisational measures to protect personal data, including restricted access, strong authentication where appropriate, encrypted connections, updates and patch management, backup and recovery measures, and confidentiality obligations. No system is entirely risk-free; we review our measures periodically.
8. Your rights
Within the limits of the GDPR, you may request access to your personal data, rectification, erasure, restriction of processing or data portability, or object to processing based on legitimate interests. Where processing is based on consent, you may withdraw that consent at any time.
Send your request to privacy@braben.be with a sufficiently clear description. We may request reasonable information to verify your identity. You also have the right to lodge a complaint with the Belgian Data Protection Authority: Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be.
9. Cookies and external websites
Our website uses only strictly necessary cookies.
Links to external websites are subject to those parties’ privacy policies.
10. Changes
We may update this privacy notice when our working practices, services or legislation change. The most recent version is available at https://www.braben.be/privacy and always states the date of the last update.