Privacy statement

Last amended on 08/02/2021

Your personal data are extremely important to us and we consequently endeavour to make them as secure as possible, as well as to guarantee your rights whenever we use your data, in accordance with the applicable Belgian and EU regulations concerning privacy and the protection of personal data.

This Privacy declaration applies to processing personal data gathered in the framework of the Xpectrum platform (this includes Xpectrum.services and the Xpectrum app) and the Xpectrum.eu website. When you are referred to another website or application from Xpectrum, please bear in mind that the terms and conditions of that website or application apply.

1 SMARTRETAIL AS PROCESSING CONTROLLER

Xpectrum is owned and managed by SmartRetail BV, with its registered office at B-1500 Halle, Edingensesteenweg 196 and registered under enterprise number 0640.760.224 with the Register of Legal Entities of the Dutch-language Commercial Court of Brussels (VAT BE 0640.760.224) (hereinafter: "Xpectrum", "we" or "us"), which is also responsible for the processing of personal data in the Xpectrum platform.

You can reach our data protection officer (hereinafter: DPO) at our establishment in B-9820 Merelbeke, Guldensporenpark 100 (Blok K) and via: dpo@smartretailcompany.com

2 WHICH PERSONAL DATA DO WE GATHER AND PROCESS?

2.1 Application data and contact data

We process your name, email address, telephone number, LinkedIn profile, your availability and other relevant information about your CV that you share with us when you apply for a job by means of the Xpectrum.eu website.

When you contact us by means of the Xpectrum.eu website, we process your name, company, email address, telephone number and your message.

2.2 Information of your user profile for the Xpectrum platform

We process your (profile) name, a valid email address (hereinafter: the "Contact data") and your position.

2.3 Technical data and cookies

Each time you use the Xpectrum platform, we gather information by means of cookies and other technologies; this is a/o your browser and operating system, the external website/app which referred you to Xpectrum, the functions you use, the date and time of your session (hereinafter: the "Technical Data").

2.4 Scanning behaviour and data about the use of the platform

We also record the use of the platform and profile data is stored on the analysis reports submitted by the user

3 FOR WHICH PURPOSES AND ON WHAT LEGAL GROUNDS DO WE PROCESS YOUR PERSONAL DATA?

3.1 Application data and contact data

We process your application data based on your authorisation to complete the application procedure. Contact data obtained by means of the website are processed to be able to give an answer to questions/observations of visitors of the Xpectrum.eu website.

3.2 Contact Details and Profile Data

Contact Details and Profile Data obtained through Xpectrum are saved in a database and processed in order to:

Keep track of your scanning behaviour, a/o to be able to calculate Key Performance Indicators
Inform you of the Xpectrum platform (e.g. new functions, tips & tricks, manual, trainings...)
Be able to give an answer to questions/observations of users

We process these application and personal data based on your prior and informed authorisation. You can always modify or revoke your consent, pursuant to the provisions below.

3.3 Technical data and cookies

We gather and process technical data through the Xpectrum platform for statistical purposes and in order to continue improving our service to you. For non-required cookies, we will ask your authorisation.

3.4 Information regarding the use of the platform

We process the data concerning your use of the platform in order to be able to calculate Key Performance Indicators

Information about the use of the platform is processed because this is necessary for the execution of the agreement and to provide the services of Xpectrum.

Your personal data will not be further processed without your prior consent for purposes other than the ones mentioned above.

4 WHO HAS ACCESS TO MY PERSONAL DATA?

Xpectrum co-workers
Our co-workers only have access to your personal data insofar as they need them to perform their job.

All our co-workers are obliged to handle personal data as strictly confidential and not to pass them on to third parties.

Service providers
"Processor agreements" were concluded with a/o the (IT) service providers that are tasked by us with setting up and maintaining our data structure, for the purpose of providing the maximum level of protection to your personal data. Here again, access is only granted to personal data where this is strictly necessary for setting up and maintaining our database. The Xpectrum platform is put up with Amazon Web Services, in data centres within the European Economic Area.

Competent authorities
We can grant the competent authorities access within the context of threatening or pending legal proceedings, within the context of judicial investigations or requests for information, at the request of the authorities or in order to comply with other statutory obligations.

5 WHERE DO WE STORE YOUR PERSONAL DATA?

As described above, we appeal to suppliers outside the European Economic Area for specific processing activities. In that event, we will ensure that adequate measures are in place in order to guarantee a suitable level of protection.

6 HOW LONG DO WE STORE YOUR PERSONAL DATA?

We store and process your personal data no longer than is necessary for realising the aforementioned objectives for which the data are gathered. We store your personal data in our systems for as long as is reasonably necessary in order to be able to provide our services.

Data we obtain through the Xpectrum platform (profile) are stored for a period not exceeding 2 years after the last time you used Xpectrum, unless you close your account before that period expires (see below for deleting your account). After that, the data will be anonymised.

Data obtained through the website (contact form) are kept for as long as is necessary to provide the service. Application data are kept until the application process is wound up.

7 HOW DO WE SECURE YOUR PERSONAL DATA?

We handle your personal data confidentially and with the greatest possible care. Xpectrum secures its systems – to a reasonable degree – against loss and/or against any form of unlawful use or processing. To do so, we use appropriate technical and organisational measures, with due regard for the state of technology. Your data are adequately secured pursuant to the privacy laws and regulations in effect. The personal data you provide are stored on servers that are located in controlled and secured environments.

Notwithstanding the aforementioned endeavours, you should be aware that there is always a risk associated with sending personal data on the Internet. Consequently, we are never able to fully guarantee the safety and security of your personal data.

8 WHAT ARE YOUR RIGHTS AS A USER?

If you have provided us with your data, whether actively or automatically, you always have the right to request, free of charge, that we inform you what data we have, and where necessary to have these data corrected, restricted and transmitted in electronic form or deleted free of charge.

You also have the right to revoke your consent with respect to the processing of your personal data at any time. This revocation shall however not impact on the lawfulness of the processing of your personal data in the period prior to the time of said revocation.

As user of the Xpectrum platform, you can exercise these rights in the first place by contacting your administrator.

If you have additional questions, or if you did not receive an answer from your administrator, you can contact us by means of the contact data, provided that you adequately identify yourself.

9 HOW CAN YOU DELETE YOUR ACCOUNT?

If you want your account for the Xpectrum Platform and all corresponding data deleted from our files, you first have to contact the administrator of your organisation.

10 CHANGES IN THE PRIVACY DECLARATION

Xpectrum reserves the right to amend this Privacy Declaration from time to time by placing a new version thereof on the website.

11 HOW CAN YOU CONTACT US?

If you have questions about the privacy declaration, please contact us:

By mail: info@xpectrum.eu
By post: B-9820 Merelbeke, Guldensporenpark 100 (Blok K), Belgium