Privacy Policy
Latest Version: April 2024
This Privacy Statement ("Privacy Statement") applies to all processing activities of FLOORIFY (as defined below) as (joint) data controller.
We understand that your trust in us is the most important capital of the public limited company "FLOORIFY" (hereafter referred to as "FLOORIFY," "we," or "us"). Your privacy is therefore of utmost importance to us.
This Privacy Statement applies in particular to (i) our website https://www.floorify.com, (ii) our webshop... [DEL1]#_msocom_1 (hereafter referred to as the "Webshop"), and (iii) all (commercial) relationships between FLOORIFY and its customers, prospects, and business partners.
FLOORIFY emphasizes that it always strives to act in accordance with the "Privacy Legislation," namely (i) the Belgian Privacy Law of July 30, 2018, on the protection of natural persons with regard to the processing of personal data, (ii) the EU Regulation 2016/679 of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, and/or (iii) the (future) Belgian legislation regarding the implementation of the aforementioned Regulation.
Please read this Privacy Statement in conjunction with FLOORIFY's Cookie Policy. You can find the archived versions of our privacy statement here.
I. FLOORIFY AS DATA CONTROLLER
FLOORIFY is a public limited company located at Kruisboommolenstraat 30A, 8800 Roeselare, Belgium, registered with the Crossroads Bank for Enterprises under number 0655.893.511, RPR Gent, division Kortrijk.
In light of the Privacy Legislation, FLOORIFY will act as the data controller of your personal data for the purposes described in this Privacy Statement. This means that we have control and responsibility over your personal data.
If the processing activities mentioned below occur via the Webshop, FLOORIFY will act, together with its distributors, as joint data controllers of your personal data for the purposes described in this Privacy Statement. This means that both parties jointly determine the purposes and means of the processing.
II. PROCESSING ACTIVITIES OF FLOORIFY
The personal data we collect, store, and process and the purpose for which FLOORIFY processes these data may vary depending on your relationship with FLOORIFY.
More specifically, we have identified six different scenarios:
1. You visit the Website of FLOORIFY.
2. You wish to receive direct marketing from FLOORIFY.
3. You are a potential customer and/or are seeking a commercial relationship with FLOORIFY.
4. You are a customer of FLOORIFY.
5. You are a partner or supplier of FLOORIFY.
6. You order via the Webshop of FLOORIFY.
II.1 You visit our Website
General communication and support for inquiries
**Purpose:** To conduct general communication with & assist Floorify end-users with inquiries (via the website (LiveChat), email, telephone, social media)
Personal data:
- First name
- Last name
- Email address
- Social media
- Telephone number
- Voluntarily provided information
**Legal basis:** Consent
**Retention period:** Until you request to no longer be contacted by FLOORIFY or up to one (1) year after your last contact with FLOORIFY, whichever comes first
You have applied for an extended warranty
**Purpose:** To claim the extended warranty as provided in FLOORIFY's warranty terms
Personal data:
- Name
- Email address
- Last name
- Product information
- Type of room
**Legal basis:** Necessary for the execution of the contract
**Retention period:** For the duration of the extended warranty period offered by FLOORIFY and in accordance with any (data processing) agreements concluded with FLOORIFY
Cookies
During your visit to our Website, we may also collect your personal data via Cookies stored on your devices to optimize the operation of the Website. Please consult our Cookie Policy for more information.
You have ordered samples
**Purpose:** To deliver free samples to you and to assist you specifically in your search for a suitable floor
Personal data:
- First name
- Address
- Last name
- (Work) email address
- Capacity (private/professional)
- Age category
**Legal basis:** Consent
**Retention period:** Until you request to no longer be contacted by FLOORIFY or up to one (1) year after your last contact with FLOORIFY, whichever comes first
II.2 You wish to receive direct marketing from FLOORIFY
Receiving Direct Marketing
**Purpose:** To provide more information about FLOORIFY's products or related services.
Personal data:
- Name
- (Work) email address
- Last name
**Legal basis:** Consent
**Retention period:** Until you object to the processing of your personal data for this purpose. You will be automatically unsubscribed if we have not contacted you for more than a year.
II.3 You are a potential customer of FLOORIFY
General communication with FLOORIFY & prospecting by FLOORIFY
**Purpose:** To discuss the products and/or associated services of FLOORIFY (via email, phone, social media such as LinkedIn).
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Employer's name
- Country
- Type of industry
- Preferred language
- Social media/business channel
- Voluntarily provided information
**Legal basis:** Legitimate interest
**Retention period:** Until you have requested to no longer be contacted by FLOORIFY or up to one (1) year after your last contact with FLOORIFY, whichever comes first
II.4 You are a customer of FLOORIFY
You receive a price list
**Purpose:** To provide you with a price estimate
Personal data:
- Name
- Employer (if necessary)
- Last name
- (Work) email address
- Address
- VAT number (if necessary)
**Legal basis:** Necessary for the execution of the contract
**Retention period:** Up to one (1) year after the termination of the commercial relationship between your company and FLOORIFY
You use our B2B portal
**Purpose:** To provide you access to our B2B portal
Personal data:
- Name
- VAT number
- Last name
- Email address
**Legal basis:** Necessary for the execution of the contract
**Retention period:** For the duration of your commercial relationship with FLOORIFY and in accordance with any (data processing) agreements concluded with FLOORIFY
General communication with FLOORIFY & offering services
**Purpose:** To communicate concerning our commercial cooperation
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Employer's name
- Country
- Type of industry
- Preferred language
- Social media/business channel
- Voluntarily provided information
**Legal basis:** Legitimate interest
**Retention period:** Until you have requested to no longer be contacted by FLOORIFY or up to one (1) year after your last contact with FLOORIFY, whichever comes first
Invoicing
**Purpose:** To deliver invoices for sold products/delivered services.
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Employer's name
- Address
- Financial data
- VAT number
**Legal basis:** Legitimate interest
**Retention period:** For the duration of your commercial relationship with FLOORIFY and in accordance with any (data processing) agreements concluded with
FLOORIFY
II.5 You/your company is a partner or supplier of FLOORIFY
General communication with FLOORIFY & offering services
**Purpose:** To communicate concerning our commercial cooperation
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Employer's name
- Country
- Type of industry
- Preferred language
- Social media/business channel
- Voluntarily provided information
**Legal basis:** Legitimate interest
**Retention period:** Until you have requested to no longer be contacted by FLOORIFY or up to one (1) year after your last contact with FLOORIFY, whichever comes first.
Invoicing
**Purpose:** To deliver invoices for sold products/delivered services.
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Employer's name
- Address
- Financial data
- VAT number
**Legal basis:** Legitimate interest
**Retention period:** For the duration of your commercial relationship with FLOORIFY and in accordance with any (data processing) agreements concluded with FLOORIFY
II.6 You order via the Webshop of FLOORIFY
Order confirmation
**Purpose:** To confirm your orders on our Webshop.
Personal data:
- Name
- (Work) email address
- Last name
- Telephone number
- Address
- Country
- Capacity (private/professional)
- Preferred language
- VAT number (if necessary)
- Voluntarily provided information
- Employer (if necessary)
**Legal basis:** Necessary for the execution of the contract
**Retention period:** For the duration of the extended warranty period offered by the distributor.
Home delivery
**Purpose:** To deliver at your home the products you have purchased via the Webshop.
Personal data:
- Name
- Email address
- Last name
- Telephone number
- Address
- Voluntarily provided information
**Legal basis:** Necessary for the execution of the contract
**Retention period:** For the duration of the extended warranty period offered by the distributor.
Return and after-sales service
**Purpose:** To facilitate return shipments and after-sales service of products purchased on our Webshop.
Personal data:
- Name
- Email address
- Last name
- Telephone number
- Capacity (private/professional)
- Voluntarily provided information
- Employer
**Legal basis:** Necessary for the execution of the contract
**Retention period:** For the duration of the extended warranty period offered by the distributor.
III. Applicable Legal Bases
More information about the applicable legal bases for each of the identified processing activities can be found above.
In the case that the legal basis for processing is legitimate interest, FLOORIFY will always (i) assess whether this is proportionate to the purpose for which your personal data was collected and used; and (ii) take into account your reasonable expectations and ensure a balance with your fundamental rights and freedoms. If FLOORIFY cannot guarantee this, FLOORIFY will stop storing/processing your personal data or will determine a new legal basis.
IV. Retention Periods
Unless a longer retention period is required or justified (i) by law or (ii) by compliance with another legal obligation, FLOORIFY will only retain your personal data for the period necessary to achieve and fulfill the relevant purpose.
V. Disclosure of Personal Data to Third Parties
FLOORIFY will not disclose your personal data to third parties unless it is necessary in the context of the execution of the contract and its optimization (such as but not limited to payment processing, sending deliveries, providing services to FLOORIFY (in a subcontracting framework), etc.). In this context, (a part of) your personal data may be disclosed to payment providers, financial institutions, distributors, software providers, cloud partners, data centers, external IT partners, transport partners, insurance companies, other external service providers, etc.
If it is necessary for FLOORIFY to disclose your personal data to third parties in this context, the relevant third party is required to use your personal data in accordance with the provisions of this Privacy Statement.
Notwithstanding the foregoing, it is however possible that FLOORIFY may disclose your personal data:
- To the competent authorities (i) when FLOORIFY is required to do so under the law or in the context of a current or future judicial procedure and (ii) to safeguard and defend the rights of FLOORIFY.
- When FLOORIFY or virtually all of its assets are acquired by a third party, in which case your personal data that FLOORIFY has collected will be one of the transferred assets.
- In all other cases, FLOORIFY will not sell, rent, or pass on your personal data to third parties, unless when (i) it has obtained your consent and (ii) has concluded a data processing agreement with the relevant third party, which contains the necessary guarantees regarding confidentiality and
privacy compliant treatment of your personal data.
VI. Cross-Border Processing of Personal Data
Any transfer of personal data outside the European Economic Area (EEA) to a recipient whose residence or seat is in a country that does not fall under an adequacy decision issued by the European Commission, will be governed by one or more appropriate safeguards (as approved by the EU):
- Concluding a data transfer agreement with the recipient, which will contain the standard contractual clauses as defined in the 'European Commission Implementing Decision of June 4, 2021 (Decision 2021/914)'; and/or
- Binding corporate rules; and/or
- Certification mechanism
VII. Your Privacy Rights
In the context of the processing of your personal data, you have the following privacy rights:
- Right to access your personal data;
- Right to rectification, completion, or update of your personal data;
- Right to erasure of your personal data ('right to be forgotten') (FLOORIFY points out in this context that certain services will no longer be accessible or provided if you delete or have deleted certain necessary personal data);
- Right to a limitation of the processing of your personal data;
- Right to the portability of your personal data;
- Right to object to the processing of your personal data.
If you wish to exercise your privacy rights, please contact privacy@floorify.com or fill out the form for the exercise of your privacy rights and submit it to FLOORIFY by email or by mail.
You can generally exercise these rights free of charge via the aforementioned form.
If you no longer wish to receive newsletters or information about FLOORIFY's products and services, you can unsubscribe at any time by clicking on the "unsubscribe" button, as provided at the bottom of each email from FLOORIFY.
VIII. Security of Personal Data
FLOORIFY commits to taking appropriate and reasonable physical, technological, and organizational security measures to prevent (i) unauthorized or unlawful access to your personal data, as well as (ii) loss, misuse, or alteration of your personal data.
FLOORIFY will retain all personal data it has collected: onsite and in the cloud with data centers in the EU.
Notwithstanding (i) FLOORIFY's security policy, (ii) the controls it performs, and (iii) the actions it takes in this regard, an infallible level of security cannot be guaranteed. No method of transmission or transfer over the Internet nor any method of electronic storage is 100% secure, so FLOORIFY cannot guarantee absolute security in this regard.
IX. Update Privacy Statement
FLOORIFY is entitled to update this Privacy Statement by posting a new version on the Website, indicating the revision date at the top of the first page of this Privacy Statement. It is highly advisable to regularly consult the Website and the corresponding page where the Privacy Statement is displayed to ensure that you are aware of any changes.
X. References to Other Websites
The Website may contain hyperlinks to other websites. When you click on one of these links, you may be directed to another website or Internet resource that could consciously or through cookies or other technologies collect information about you. FLOORIFY bears no responsibility, liability, or control authority over these other websites or Internet resources, nor over their collection, use, and dissemination of your personal data. You should review the privacy policy of these other websites and Internet resources to determine whether they act in accordance with Privacy Legislation.
XI. Contact FLOORIFY
If you have questions about the Privacy Statement or about the way FLOORIFY collects, uses, or processes your personal data, please contact us:
- Via email: privacy@floorify.com,
or
- By mail: FLOORIFY NV, Kruisboommolenstraat 30A, B-8800 Roeselare
If you are dissatisfied with how FLOORIFY has handled your questions or comments or if you have any complaints about how FLOORIFY collects, uses, or processes your data, you can file a complaint with the competent Data Protection Authority (i.e., the Belgian Data Protection Authority or the data protection authority of (i) your place of residence or (ii) place of employment). You can send an email to the Belgian Data Protection Authority via contact@apd-gba.be or any other email address provided by the Belgian Data Protection Authority (https://www.dataprotectionauthority.be/contact-us).