Purpose
This Privacy policy explains how we collect, use, store, and protect personal data. We is VIRO Beheer B.V. (“VIRO”) with its address: Demmersweg 76, 7556 BN Hengelo, The Netherlands (“VIRO”) and it’s subsidiaries (“VIRO Group”).
Data Controller
Depending on which legal entity within the VIRO Group you contact, interact with, or enter into an agreement with, that company will be the Data Controller for the processing of your personal data. To ensure a consistent approach to data protection across the VIRO Group, all group companies apply in general the same privacy standards and policies. For privacy-related enquiries and the exercise of data subject rights, VIRO Beheer B.V. has been designated as the primary point of contact within VIRO Group.
Data processors
Personal data may be shared with authorised data processors acting on behalf of VIRO. All processors act exclusively under the authority of VIRO as data controller. VIRO ensures that appropriate data processing agreements are in place with all data processors. These processors include IT service providers, who support, host, and maintain the systems and platforms used to operate the website, contact form, and related infrastructure.
Categories of involved Personal Data
We may process the following categories of personal data:
- Contact information, such as full name, address, telephone number, work mobile phone number and email address;
- Organizational information, including job position and company name;
- Payment data, such as data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information;
- Further information necessarily processed in a project or contractual relationship
- Information provided with the contact form.
We do not collect special categories of personal data unless required by law or where you have explicitly provided such information.
Purposes and Legal Basis for Processing
We process personal data for the following purposes:
1. Client relationship management: including responding to enquiries, preparing proposals, executing agreements, managing projects, and maintaining business relationships;
2. Service management: including the delivery of products, engineering, consultancy, project management, and related technical services;
3. Contract Administration: to register and administratively process assignments provided by you or your organisation based on the performance of a contract and/or vendor due diligence;
4. Financial and administrative: including invoicing, accounting, auditing, payment processing, and compliance with tax and financial obligations;
5. Compliance: with legal and regulatory requirements, including corporate governance, reporting obligations, health and safety requirements, export control regulations, and the protection of intellectual property;
6. Website visitor data: including data processed when you visit or use our website, such as information collected through cookies, contact forms, analytics tools, and technical logs.
7. Marketing and Communication: To send you brochures, contact you by telephone, or otherwise inform you about our services
8. Internal communication: purposes within the VIRO Group, including the sharing of personal data between group companies where necessary for business operations;
9. Resources management:, expertise sharing, resource planning, recruitment, compliance, and corporate governance.
Retention period
VIRO retains (that part of the) personal data for as long as necessary to comply with legal retention requirements and to support its legitimate business and service activities. This allows us to keep clients, and business contacts informed about relevant developments within their area of interest and helps prevent the need to repeatedly provide the same information.
Personal data will be deleted earlier if you withdraw your consent or exercise your right to erasure, unless we are required to retain the data to comply with a legal obligation or where continued retention is necessary for the establishment, exercise or defence of legal claims, or for another overriding legitimate interest.
Personal rights
Under the GDPR, you have the following rights regarding your personal data:
1. Right of access – to obtain confirmation and access to your data;
2. Right to rectification – to correct inaccurate or incomplete data;
3. Right to erasure – to request deletion of your data;
4. Right to restriction – to limit the processing of your data;
5. Right to data portability – to receive your data in a structured format;
6. Right to object – to object to processing based on legitimate interest;
7. Right to withdraw consent – at any time where processing is based on consent.
To exercise your rights, please contact: [email protected]
VIRO will always use best efforts to address and settle any requests or complaints you bring to its attention. Besides contacting VIRO, you always have the right to approach the competent data protection authority with your request or complaint. The data protection authority competent for VIRO is the Dutch Data Protection Authority.
Data security
VIRO implements appropriate technical and organisational measures to safeguard personal data, including:
- Access controls and authentication measures;
- Secure storage and transmission of data;
- Data retention and protection;
- Regular auditing and improvement of data protection.
Questions, requests and complaints
If you have any questions or concerns about the processing of your personal data, you may contact:
Email: [email protected]
Address: Demmersweg 76, 7556 BN Hengelo, The Netherlands
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