Privacy policy

The protection of your personal data is of great importance to Konnekto. With this privacy statement, we wish to inform you of the measures we have taken to guarantee the protection of your personal data in accordance with the GDPR (General Data Protection Regulation). This policy was last updated on 16 September 2020.

1. The Role of Konnekto

On the one hand, we act as a Data Controller for the processing of personal data within the various systems and procedures applicable within our company.

In turn, Konnekto will also process data on behalf of other companies. Whenever personal data is forwarded to us by an organisation, a Data Processing Agreement (DPA) will always be concluded beforehand. Naturally, we only request the data necessary to ensure the success of the collaboration's objectives.

2. Our Business Activities

We only collect data required to carry out our business activities in the best possible way. Our activities consist of auditing subsidy opportunities, applying for and following up on subsidies for clients, and providing guidance for subsidy projects.

3. What Data Do We Need?

To perform our services and business operations optimally, we request a number of personal data points:

Client Services

• Personal identification data of contact persons and employees of our clients.
• Personal details of our clients’ employees, such as age, gender, and date of birth.
• Data regarding the education and training of our client’s employees, specifically academic curricula, professional skills, and professional experience.
• Data regarding the profession of employees, such as current position, recruitment, termination of employment, career history, attendance and discipline, salary, assets held by the staff member, evaluations, and job-related training.

When you visit our website, we process your electronic identification data, provided you give us consent to do so.

Personnel Administration

• Personal identification data of our employees.
• Personal details of our employees, such as age, gender, date of birth, place of birth, and nationality.
• The National Register Number of our employees.
• Data regarding family composition, such as marital status, number of dependent children, and number of dependents.
• Data regarding the education and training of our employees.
• Data regarding the profession of our employees, including recruitment data, career experience, attendance information, salary data and fringe benefits, evaluations, and job-related training.

Recruitment & Selection

• Personal identification data of candidates.
• Data regarding the education and training of candidates.
• Data regarding professional history and career experience.
• Data related to assessments used within the framework of our selection procedure.

Accounting

• Personal identification data of contact persons at our clients.

4. How is Your Data Collected?

We collect your data in the following ways:

• In person / by telephone / via email.
• Information received from our client within the framework of a cooperation agreement.
• Contact forms on our website.
• Company events.
• Networking opportunities.

5. Why Do We Need Your Data?

We process data solely to fulfil our objectives. We have defined a specific legal basis for every processing activity:

• Service Delivery: Data used for our services is processed based on the agreement concluded with our client.
• Cookies: We only use cookies if you give your explicit consent.
• Personnel Administration: All data collected to conclude an employment contract is kept based on that contract.
• Payroll & Tax: Data regarding salary calculation, tax, and social security administration is processed based on our legal obligations.
• Employment Relationship: We process data regarding your employment based on our legitimate interest (e.g., data in evaluation reports, surveys, etc.).
• Recruitment: When searching for employees, we rely on the legitimate interest of our organisation. We only request explicit consent if we wish to include a candidate in our recruitment reserve.
• Accounting: Data processed for accounting is based on our legal obligation toward the FPS Finance (FOD Financiën).
• Marketing: If we use your data for marketing purposes, such as event invitations or info-mailings to clients, this is done based on our legitimate interest.

6. Digital Media

Website & Cookies

Our website, www.konnekto.be, aims to keep you informed about our business activities and achievements. To ensure the website functions optimally, we use various technologies, including cookies.

What are cookies? Cookies are small information files stored on your PC, smartphone, or tablet when you visit our site. They ensure the user-friendliness of our site and apps.

Functional Cookies: We only use functional cookies to provide a personalised browsing experience (e.g., remembering logins, passwords, and language preferences). These are completely anonymous.

Marketing/Social Media: Should we wish to use advertising cookies or social media links, we will always ask for your prior consent.

Disabling Cookies: You can disable cookies in your browser settings (usually under "Help" or "Internet Options"). Note that this may reduce the functionality of the website.

Social Media

The company has pages on LinkedIn and Twitter. These are used solely for corporate communication. You are free to choose whether or not to follow these platforms.

Newsletters

You can subscribe to our newsletter based on free consent. We record this consent in our database. Data entered for the newsletter is stored in our central CRM system and used for our activities based on Konnekto's legitimate interest. For existing clients, we send relevant info-mailings based on legitimate interest. You can unsubscribe at any time, though unsubscribing does not automatically delete your data from the CRM database.

7. How Long Do We Retain Your Data?

We do not store your data longer than necessary for our service delivery.

Project Contacts: 7 years after active service.

Service Data: 1 year after the completion of services.

Personnel Data: Up to 5 years after employment (based on the legal requirement to prove prior employment).

Recruitment: For the duration of the selection process. With consent, we keep data in our recruitment reserve for 2 years.

Accounting Data: Up to 7 years after the last closed financial year.

After these periods, data is deleted. You may request earlier deletion via [email protected], provided it does not violate legal retention periods.

8. Who Has Access to Your Data?

Your data will not be sold or rented to third parties. If we use external processors, this is governed by a Data Processing Agreement.

Processors may include:

• Our ICT partner (backups).
• Our Hosting partner.
• Our Social Secretariat (payroll processing).

Within Konnekto, only authorised employees or contractual freelancers have access to your data to the extent necessary for their tasks.

9. Data Minimisation

The personal data we collect is accurate and serves only our specific purposes. We limit collection to the minimum required for our business activities.

10. Automated Processing & Profiling

Konnekto does not engage in profiling, nor do we use fully automated processing to create profiles of individuals.

11. How Do We Secure This Data?

We take technical and organisational measures:

Technical: Encryption for portable data carriers, strong passwords, backup tools, anti-virus, and strict update policies. We also use rigorous rights management to ensure employees only access data necessary for their role.

Organisational: We have established procedures, including an information security policy and clear guidelines on responsibilities. We provide regular GDPR updates to staff via presentations and info-sessions.

12. What Are Your Rights?

As a data subject, you have the following rights:

• Right of access
• Right to rectification (correction)
• Right to erasure ("right to be forgotten")
• Right to data portability
• Right to object
• Right to restriction of processing

To exercise these rights or file a complaint, contact our DPO at [email protected] or by post: Konnekto BV, Frédéric Van der Nootstraat 29B, 9300 Aalst.

If you believe your data has not been handled correctly under the GDPR, you may contact the Belgian Data Protection Authority: Drukpersstraat 35, 1000 Brussels, Tel: +32 (0)2 274 48 00, Email: [email protected].