Privacy Policy - ENG

We believe your privacy is important! Within MULTI.engineering we deal in a safe and confidential way with the personally identifiable information collected by all employees. This Privacy Policy describes what personal information we hold about you, on what basis it is processed and why we process it. Finally, we inform you about the security measures we take in order to protect your personal data.

1. Who to contact in case of questions?

MULTI engineering group BV, Visserijkade 99, 4382 ZA Vlissingen, registered under the number in the crossroads bank for enterprises (63642492), is the responsible for the processing of your personal data. MULTI engineering group BV states that the person responsible for the Processing complies with Belgian privacy laws, as well as the provisions of the General data protection regulation.

2. What are personal data?

The General data protection Regulation defines personal data as follows:

All information about an identified or identifiable natural person; an identifiable is considered a natural person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location information, anonline identifier or to one or more elements that characterize the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

If this Privacy Policy refers to personal data, reference is made to this definition from the regulation.
There are no special categories of personal data processed. Processing special categories of personal data means:

Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the unique identification of a person, or health records, or data related to one's sexual behavior or sexual orientation.

3. What personal data is being processed?

We collect and process various personal data from candidates, employees, subcontractors, customers and suppliers. This list is not exhaustive but contains e.g. name, address and place of residence data, cv’s, telephone numbers, company data, etc.
We also work with Google Analytics. We collect data that provide insight into the use of the website. 
We have concluded a data processing agreement with Google. No data will be shared with Google.
All data is processed anonymously. We do not use the collected data for advertising purposes.

4. Why are these personal data processed and what is the legal basis for processing?

To improve our service or cooperation.
To communicate with you.
In order to be able to process applications, both for immediate recruitment and for cooperation at a later date.
To be able to make quotations and to invoice.
To be able to handle any complaints.
For the above processing we base ourselves on the performance of a contract as well as partly on legitimate interest.
Any more detailed payroll information will only be collected for the purpose of our payroll administration and with the legal basis of performance of a contract and/or legal obligation.

5. Duration of the processing

A candidate/applicant’s personal data will be saved by us for 2 full calendar years after the last contact. After the expiry of this 2-year period, you will be contacted again and asked to give your consent if you wish to remain in the database any longer.
Your personal data will be deleted from our systems after a period of 5 years leaving the company.
Your personal data will be saved in accordance with the specific legislation, as well as limitation periods that oblige us to keep your personal data for a longer period of time.

6. What are your rights?

a) Right of access and inspection
You have the right to take note of your personal data at any time, as well as of the use that we make of your personal data.

b) Right on correction, removal and reduction
You are free to choose whether or not your personal data is shared with us. In addition, you have the right to ask us to improve, complete your personal information or remove it.
You are not able to object to the processing of personal data necessary for our payroll administration and the data we keep on the law and process based.
You may also ask for the imitation of the processing of your personal data.

c) Right to object
You have the right to object to the processing of your personal information due to serious and legitimate reasons.

d) Right of data transfer
You have the right to receive or transfer your personal data held by us in structured, common and machine-readable form.

e) Right to withdrawal of the consent
As far as the processing is based on your prior consent, you have the right to withdraw that permission. This should be done written through letter or email.

f) Automatic decisions and profiling
The processing of your personal data does not include profiling and you will not be subjected to automated decisions by us.

g) Exercise your rights
You can exercise your rights by contacting our personnel administration.
The responsible Privacy policy is Sabine Baecke, sabine.baecke@multi.engineering, tel: +32 (0)3 710.58.81.

h) Complaints
You have the right to complain to the Belgian Privacy Commission: Commission for the protection of privacy, drukpersstraat 35, 1000 Brussels, Tel + 32 (0) 2 274 48 00, Fax + 32 (0) 2 274 48 35, e-mail: commission@privacycommission.be.
This leaves a provision for a civil court.

If you would suffer damage as a result of the processing of your personal data, you can draw up a claim for damages.

7. Transfer to third parties

Certain of the personal information that we process about you will be passed on to third parties. It concerns the following information:

a) Payroll information is on the one hand passed to our social secretariat SD Worx for the purpose of performing our administration and on the other hand to the competent public authorities in the framework of our legal obligations.

b) Your name, first name and email address are passed to our IT service provider (name company) and/or our cloud provider (name company) for the purpose of managing your account.

c) Your name, first name, address and email address are passed to the leasing company Lease Plan to manage your company car ;

d) Your name, first name, address, email address and family status are passed to the insurance company DKV to benefit from the hospitalization insurance;

e) Transmission to provider for meal vouchers and/or eco vouchers Sodexo;

f) Pass the necessary information related to mobile phone provider Orange;

Above third parties process personal data on behalf of our Organization to perform a particular task.
We have with all these above organizations processing agreements and make every effort to ensure that they adequately would protect your personal data.
Your personal information will not be sold, rented, distributed or otherwise commercially nor made available to third parties, except as described above or with your prior consent.

In rare cases it can prevent your personal information pursuant to a court order or to comply with other compelling law or regulation should reveal.

8. Security and confidentiality

We have developed appropriate security measures on technical and organizational level, to the destruction, loss, modification, unauthorized access of a document by mistake to third parties of collected to avoid personal data and any other unauthorized processing of this data.

1. Technical measures

 Use of virus scans, firewalls, ...
 Passwords that are regularly adjusted
 Secure hard drives
 Encrypted e-mails
 Access protection to data on the basis of job profile
 Encryption of data
 Secure backups
 Work on secure hard drives

2. Organisational measures

 Specific people have access
 Procedure for incident management
 Policy to employees & employees
 Info moments for employees & employees
 Confidentiality clauses