Privacy Policy Archive
PRIVACY STATEMENT
december 2022
This privacy notice ("Privacy Statement") applies to all processing activities of FLOORIFY (as defined below) as a data controller.
We understand that your trust in us is the most important asset of the limited liability company "FLOORIFY" (hereinafter referred to as "FLOORIFY", "we" or "us"). Your privacy is therefore of vital importance to us.
Current Privacy Statement applies inter alia to (i) our website https://www.floorify.com (hereinafter referred to as the "Website") and (ii) all (commercial) relations between FLOORIFY and its customers, prospects and business partners.
FLOORIFY wishes to emphasise that it endeavours at all times to act in accordance with the "Privacy Legislation", namely (i) The Belgian Privacy Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data, (ii) the EU Regulation 2016/679 of 27 April 2016 on the protection of individuals 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 concerning the implementation of the aforementioned Regulation.
Please read this Privacy Statement in conjunction with the Cookie policy from FLOORIFY. You can view archived versions of our privacy statement here find.
I. FLOORIFY AS CONTROLLER
FLOORIFY is a limited liability company with its registered office at Kruisboommolenstraat 30A, 8800 Roeselare, Belgium, registered with the Crossroads Bank for Enterprises under number 0655.893.511, RPR Ghent, Kortrijk division.
In light of the Privacy Legislation, FLOORIFY will act as the controller of your personal data for the purposes described in this Privacy Notice. This means that we have control and responsibility over your personal data.
II. PROCESSING ACTIVITIES OF FLOORIFY
What personal data we collect, store and process and the purpose for which FLOORIFY processes this data may differ depending on your relationship with FLOORIFY.
More specifically, we have identified five different scenarios:
1 You will visit the Website by FLOORIFY
2 You wish direct marketing to be received from FLOORIFY
3 You are a potential customer and/or you are seeking a commercial relationship with FLOORIFY
4 You are a customer by FLOORIFY
5 You are a partner or supplier by FLOORIFY
II.1 You visit our Website
General communication and query support
Objective:
To conduct general communication with & assist Floorify end users with queries (via the website (LiveChat), mail, phone, social media)
Personal data:
❑ First name
❑ E-mail address
❑ Surname
❑ Social media
❑ Phone number
❑ Voluntary information provided
Legal basis:
Permission
Storage period:
Until you request to no longer be contacted by FLOORIFY or until one (1) year after your last contact with FLOORIFY whichever comes first
You have requested an extended warranty from us
Objective:
To claim the extended warranty as provided for in FLOORIFY's warranty conditions
Personal data:
❑ Name
❑ e-mail address
❑ Surname
❑ Product information
❑ Type of room
Legal basis:
Necessary for the performance of the agreement
Storage period:
For the duration of the extended warranty period offered by FLOORIFY and in any case 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 placed on your device(s) are stored to optimise the functioning of the Website. Please refer to our Cookie Policy for more information.
Objective:
In order to provide you with free samples and provide you with targeted assistance in your search for a suitable floor
Personal data:
❑ First name
❑ Address
❑ Surname
❑ (Work) email address
❑ Capacity (private/professional)
❑ Age category
Legal basis:
Permission
Storage period:
Until you request to no longer be contacted by FLOORIFY or until 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
Objective:
To provide more information about FLOORIFY's products or related services.
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
Legal basis:
Permission
Storage period:
Until you have objected 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
Objective:
To have conversations about FLOORIFY's products and/or related services (via email, phone, social media such as LinkedIn).
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
❑ Phone number
❑ Name of employer
❑ Country
❑ Industry type
❑ Preferred language
❑ Social media / business channel
❑ Voluntary information provided
Legal basis:
Legitimate interest
Storage period:
Until you have requested to no longer be contacted by FLOORIFY or until one (1) year after your last contact with FLOORIFY, whichever occurs first
II.4 You are a customer of FLOORIFY
You will receive a price list
Objective:
To provide you with a price estimate
Personal data:
❑ Name
❑ Employer (if required)
❑ Surname
❑ (Work) e-mail address
❑ Address
❑ VAT number (if necessary)
Legal basis:
Necessary for the performance of the agreement
Storage period:
Until one (1) year after the termination of the commercial relationship between your company and FLOORIFY
You use our B2B portal
Objective:
To provide you with access to our B2B portal
Personal data:
❑ Name
❑ VAT number
❑ Surname
❑ E-mail address
Legal basis:
Necessary for the performance of the agreement
Storage period:
For the duration of your commercial relationship with FLOORIFY and in any case in accordance with any (data processing) agreements concluded with FLOORIFY
General communication with FLOORIFY & offering of services
Objective:
To communicate regarding our commercial cooperation
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
❑ Phone number
❑ Name Employer
❑ Country
❑ Industry type
❑ Preferred language
❑ Social media / business channel
❑ Voluntary information provided
Legal basis:
Legitimate interest
Storage period:
Until you have requested to no longer be contacted by FLOORIFY or until one (1) year after your last contact with FLOORIFY, whichever occurs first
Billing
Objective:
To deliver invoices for products sold / services rendered.
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
❑ Phone number
❑ Name of employer
❑ Address
❑ Financial data
❑ VAT number
Legal basis:
Legitimate interest
Storage period:
For the duration of your commercial relationship with FLOORIFY and in any case 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 of services
Objective:
To communicate regarding our commercial cooperation
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
❑ Phone number
❑ Name of employer
❑ Country
❑ Industry type
❑ Preferred language
❑ Social media / business channel
❑ Voluntary information provided
Legal basis:
Legitimate interest
Storage 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 occurs first.
Billing
Objective:
To deliver invoices for products sold / services rendered.
Personal data:
❑ Name
❑ (Work) e-mail address
❑ Surname
❑ Phone number
❑ Name of employer
❑ Address
❑ Financial data
❑ VAT number
Legal basis:
Legitimate interest
Storage period:
For the duration of your commercial relationship with FLOORIFY and in any case in accordance with any (data processing) agreements concluded with FLOORIFY
III. APPLICABLE LEGAL GROUNDS
More information on the applicable legal grounds for each of the identified processing activities can be found above.
Where 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 ensure 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 retain your personal data only for the period necessary to achieve and fulfil the relevant purpose.
V. DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES
FLOORIFY will not disclose your personal data to third parties, except when it is necessary within the framework of the execution of the agreement and its optimisation (such as but not limited to the processing of payments, sending deliveries, providing services to FLOORIFY (in a subcontracting context), etc. In this context, (part of) your personal data might be disclosed to payment providers, financial institutions, software suppliers, cloud partner, data centre, 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 obliged to use your personal data in accordance with the provisions of this Privacy Statement.
Notwithstanding the foregoing, however, FLOORIFY may disclose your personal data:
ü To the competent authorities (i) when FLOORIFY is required to do so by law or in the context of legal or prospective legal proceedings, and (ii) to indemnify and defend the rights of FLOORIFY.
ü Where FLOORIFY or substantially all of its assets are acquired by a third party, in which case your personal data collected by FLOORIFY will be one of the transferred assets.
In all other cases, FLOORIFY will not sell, rent or transmit your personal data to third parties, except when they are (i) has obtained your consent and (ii) has concluded a data processing agreement with the third party in question, 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 domiciled or based in a country not covered by an adequacy decision issued by the European Commission will be governed by one or more appropriate safeguards (as approved by the EU):
ü Entering into a data transfer agreement with the addressee, which will contain the standard contractual clauses as stipulated in the 'European Commission Implementing Decision of 4 June 2021 (Decision 2021/914)'; and/or
ü Binding corporate rules; and/or
ü Certification mechanism
VII. YOUR PRIVACY RIGHTS
In the context of processing your personal data, you have the following privacy rights:
ü Right to access your personal data;
ü Right to rectification, completion or update of your personal data;
ü Right to have your personal data deleted ('right to be forgotten') (in this context, FLOORIFY does remind you that certain services will no longer be accessible or can no longer be provided if you delete or have deleted certain necessary personal data);
ü Right to restrict the processing of your personal data;
ü Right to transferability of your personal data;
ü Right to object/resist the processing of your personal data.
If you wish to exercise your privacy rights, please contact privacy@floorify.com or complete the form for exercising your privacy rights and submit it to FLOORIFY via e-mail or by post.
In principle, you can exercise these rights free of charge via the above 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 the "unsubscribe" button provided at the bottom of every e-mail from FLOORIFY.
VIII. PERSONAL DATA SECURITY
FLOORIFY undertakes to take appropriate and reasonable physical, technological and organisational security measures with a view to preventing (i) unauthorised or unlawful access to your personal data, as well as (ii) loss, misuse or alteration of your personal data.
FLOORIFY will store all personal data it has collected: onsite and in the cloud with data centres in the EU.
Notwithstanding (i) FLOORIFY's safety policy, (ii) the controls it carries out and (iii) its actions in this context, a foolproof 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 context.
IX. UPDATE PRIVACY STATEMENT
FLOORIFY may update this Privacy Statement by posting a new version on the Website whereby FLOORIFY will indicate the date of revision at the top of the first page of this Privacy Statement. It is this framework highly recommended that you regularly check the Websites and the relevant page on which the Privacy Statement appears to ensure that you are aware of any changes.
X. LINKS TO OTHER WEBSITES
The Website may potentially contain hyperlinks to other websites. When you click on one of these links, you may be directed to another website or Internet resource that may knowingly or through cookies or other technologies collect information about you. FLOORIFY bears no responsibility, liability or control over these other websites or Internet resources, nor over their collection, use and dissemination of your personal data. You should check the privacy policies of these other websites and internet sources to determine whether they comply with the Privacy Act.
XI. CONTACT FLOORIFY
If you have any questions about the Privacy Statement or how FLOORIFY collects, uses or processes your personal data, please contact us:
- Via email: privacy@floorify.com,
or
- By post: FLOORIFY NV, Kruisboommolenstraat 30A, B-8800 Roeselare
If you are dissatisfied with the way FLOORIFY has handled your questions or comments or if you have any complaints about the way FLOORIFY collects, uses or processes your data, you may 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 e-mail to the Belgian Data Protection Authority at contact@apd-gba.be or any other e-mail address made available by the Belgian Data Protection Authority (https://www.dataprotectionauthority.be/contact-us).