Please read this Privacy Notice carefully. It explains why and how we collect your personal data, how we protect these and for how long we retain these. We strive to process your personal data in accordance with applicable data protection legislation, in particular the Belgian Privacy Act of 8 December 1992 and the General Data Protection Regulation no. 2016/679 of 17 April 2016 (‘GDPR’).
You are hereby expressly requested to notify this Privacy Notice to other data subjects whose personal data are processed by AUDI BRUSSELS, such as your employees, other contact persons, etc. Where necessary, you must also ensure their consent for the processing of their personal data as described in this Privacy Notice.
Who will process the personal data?
The data controller for the processing of your personal data is the following legal entity:
AUDI BRUSSELS NV/SA Bd 2me Armée Britannique 201 1190 Forest Company number: 0407.687.238 Hereinafter “AUDI BRUSSELS” or “we”
In addition, AUDI BRUSSELS will make use of the categories of processors as described in Article 6 of this Privacy Notice for the processing of your personal data.
Why are the personal data being processed?
AUDI BRUSSELS will process your personal data for the following purposes, and for other purposes that may be compatible therewith:
• Leveranciersbeheer; • Supplier management; • Contacting you; • Ensuring and facilitating the services you provide to AUDI BRUSSELS; • Execution of purchasing activities; • Follow-up of invoices and payments; • Managing disputes; • Complying with our legal obligations; • Follow-up and handling of incidents, problems and accidents; • Negociate contracts; • Ask for an offer; • Terminate contracts.
If you effectively access the site of AUDI BRUSSELS for the provision of services, the following purposes and other compatible purposes therewith may also apply:
• Medische controles en verstrekken van eerste hulp; • Medical examinations and provision of first aid; • Access control (including use of badges and distribution of keys); • Time recording (if applicable); • Camera surveillance; • Security; • Reviews and evaluations (if applicable); • Organisation of education and training (if applicable); • Insurance; • Incident management, back-up and maintenance of software and IT systems; • Social inspections; • Collaboration for purpose of criminal proceeding or other mandatory by law.
What is the legal ground for the processing of personal data?
Your personal data are processed by AUDI BRUSSELS based on amongst others the following legal grounds:
• Your consent (if necessary) ; and/or • The preparation, entering into and performance of the agreement you have with us; and/or • The compliance with our legal obligations (a.o. collaboration with tax, social or criminal proceedings); and/or • The legitimate interests pursued by AUDI BRUSSELS or a third party, if these override your interests or fundamental rights and freedoms, such as, but not limited to, guaranteeing safety, preventing fraud, as foreseen in article 5, f) of the Belgian Privacy Act of 8 December 1992, etc.; • The protection of your vital interests.
Which categories of personal data are being processed?
Personal data includes any information relating to you that may identify you directly or indirectly.
For the purposes described above, AUDI BRUSSELS processes, inter alia, the following categories of personal data: identification data, contact data, professional data (employer, profession, position), financial data, personal characteristics, etc.
If you effectively access the site of AUDI BRUSSELS for the provision of the services, the following categories of data may also be processed: medical data, photograph, image/video recordings, evaluation data, access control data (time, place, access rights, start and end date, time registration), identity card, number plate, etc.
How are the personal data collected?
Your personal data that are processed by or on behalf of AUDI BRUSSELS are: 1. either obtained directly from you, for example via information entered into or provided by you, etc.; 2. either obtained via other information channels, such as your organization or employer, etc.; 3. either obtained by actions of AUDI BRUSSELS itself, for example via certain controls or checks, evaluations, camera surveillance, access control measures, etc.
Who will have access to the personal data?
Internal use Your personal data may be shared with other departments and employees within AUDI BRUSSELS, to the extent that these departments and employees require your personal data for the performance of their tasks and for the provision of our services.
External use For the purposes described in article 2, your personal data may be communicated to, and possibly processed by, third parties engaged by AUDI BRUSSELS, such as: • IT- and hosting providers; • Legal and tax advisors; • Legal institutions such as for tax, social and criminal law within the framework of such proceedings for which a collaboration is mandatory for AUDI BRUSSELS; • Other suppliers to ensure the good collaboration and organization of a project; • Affiliated entities of AUDI BRUSSELS belonging to the Volkswagen group.
If you effectively access the site of AUDI BRUSSELS for the provision of the services, your personal data may also be communicated to and possible processed by the following categories of third parties: • Insurance companies; • Education and training centres; • Evaluation centres; • Security companies; • Legal institutions such as for tax, social and criminal law within the framework of such proceedings for which a collaboration is mandatory for AUDI BRUSSELS.
In addition, your personal data may also be shared with public authorities to the extent that these are entitled thereto.
Are the personal data being transferred outside the European Union?
Your personal data may be shared with third parties as described in Article 6 of this Privacy Notice, which are usually located in the European Union.
However, it is possible that one of these recipients would be located in a country outside the European Union. In such a case, AUDI BRUSSELS shall, where required, ensure that appropriate safeguards are put in place to protect your personal data, such as the conclusion of standard data protection clauses as adopted or approved by the European Commission.
How long are the personal data being stored?
Your personal data will not be kept longer than necessary for the purposes described in article 2 of this Privacy Notice or communicated in any other way. In any event, your data will be kept for the period required by law or as long as AUDI BRUSSELS may have a legitimate interest in the retention of your personal data, such as, for example, for the duration of the applicable statutory period of limitation.
Which rights do I have?
You may exercise a number of rights regarding your personal data vis-à-vis AUDI BRUSSELS, in so far as you effectively have those rights under applicable data protection legislation.
The first point of contact for exercising these rights is and for any other comments, objections or questions regarding the processing of your personal data is the Data Protection Officer (see Article 13). AUDI BRUSSELS shall respond to such requests and may or may not comply with such requests in accordance with applicable legislation and, in principle, within a period of one month, also in accordance with applicable legislation.
You also have the right to address yourself to or to file a complaint with the Belgian Data Protection Authority (Belgian Privacy Commission): (https://www.autoriteprotectiondonnees.be, firstname.lastname@example.org).
Right to object
You have the right to object, on grounds relating to your particular situation, to the processing of your personal data based on the legitimate interest of AUDI BRUSSELS, and to object to the processing of your personal data for direct marketing purposes
Right to withdraw consent
You have the right to withdraw consent at any time when the processing is based on your consent. This withdrawal shall not affect the lawfulness of the processing based on consent before such withdrawal.
Right of access
You have the right to access your personal data and to obtain a copy thereof. However, this right only concerns the personal data itself, and does not entail that you gain access to a certain file or document containing the personal data, nor that you can gain access to the files or systems in which the personal data are located.
You also have the right to certain information concerning the processing of your personal data, including the purposes of the processing, the categories of personal data, the categories of recipients, etc.
Right to rectification
You have the right to have inaccurate personal data rectified or to have incomplete personal data completed.
Right to erasure
You have the right to have your personal data erased if and to the extent that: • your personal data are no longer necessary for the purposes for which they have been processed or collected; • you withdraw your consent and there no longer is a legal ground for the processing; • you object to the processing and there are no overriding legitimate grounds for the processing by AUDI BRUSSELS, or you object to the processing for direct marketing; • your personal data have been unlawfully processed; or • your personal data have to be erased in order to comply with a legal obligation to which AUDI BRUSSELS is subject.
Right to restriction of processing
You have the right to obtain from AUDI BRUSSELS the restriction of processing of your personal data if and to the extent that: • you contest the accuracy of the personal data, for a period enabling AUDI BRUSSELS to verify the accuracy thereof; • the processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead; • AUDI BRUSSELS no longer needs the personal data for the purposes of the processing, but you need them for a legal claim; • you have objected to the processing, pending the verification whether the legitimate grounds of AUDI BRUSSELS override those of yours.
In case of a restriction of processing, the personal data may still be stored by AUDI BRUSSELS.
Right to data portability
For the personal data that are (i) processed in the context of the performance of the agreement or based on your consent, (ii) provided to AUDI BRUSSELS by yourself and (iii) processed by automated means, you have the right to obtain these from AUDI BRUSSELS in a structured, commonly used and machine-readable format, as well as the right to transmit these data to another controller or to have them transmitted directly, where technically possible.
What are the obligations of suppliers?
You have the duty to protect the privacy, security and confidentiality of all personal data of which you become aware in the context of your services for, contacts with or access to AUDI BRUSSELS. You must at all times behave as a bonus pater familias, thus demonstrating a general duty of care in relation to the processing of or access to personal data.
If, during or in the context of your services for, contacts with or access to AUDI BRUSSELS, you would become aware of any incident involving the security, protection or integrity of personal data, in any manner and of any size or importance whatsoever, you shall immediately inform AUDI BRUSSELS and the Data Protection Officer (see Article 13) thereof in as much detail as possible.
In order to optimally protect the security of both the company's goods and its employees, AUDI BRUSSELS also uses an access control system. This includes the following aspects: verifying your identity when accessing the site, use of badges, time registration, etc. Your personal data may only be processed by competent employees of AUDI BRUSSELS with their badge. Actually all PC are secured by badge control en password. Access to SAP, where all your personal data is stored is strictly defined and limited. This access right are regularly controlled.
In order to optimally protect AUDI BRUSSELS’ assets as well as the safety of its employees, certain premises and sites are placed under permanent camera surveillance. An overview of the cameras installed can be consulted via interanet > B/GW > security > camera list.
The camera images are kept for a period of one month. However, these images may be kept longer if (i) they provide evidence of damage and/or crime or offence, or (ii) they can contribute to the identification of an offender, a witness or a victim.
In addition, both police and judicial authorities may have the right to consult the stored camera images which may also be transferred to insurance companies within the framework of an incident.
Data Protection Officer
Your contact person at AUDI BRUSSELS for any further information regarding the processing of your personal data and for the exercise of the rights described in Article 9 is our Data Protection Officer, who can be contacted directly at all times via the following details:
DPO AUDI BRUSSELS S.A./N.V Bd. De la Deuxième Armée Britannique, 201 B-1190 FOREST email@example.com. 02/348 22 96
Entry into force and modifications
This Privacy Notice enters into force on, and is therefore applicable as of, 25 May 2018 for an indefinite period of time.
We reserve the right to amend this Privacy Notice from time to time, for example in the light of new developments or new legislation, but always within the limits of applicable privacy and data protection legislation. AUDI BRUSSELS will inform you in a timely manner of any such changes. In any case, it is recommended to consult this Privacy Notice on a regular basis.
This Privacy Notice has last been modified on 25/05/2018.