Privacy policy

Updated on August 1, 2023


1. Parties and subject matter

Cyclops BV (hereinafter “Cyclops BV” or the “Data Controller”)
Hendrik I-lei 45, 1800 Vilvoorde, Belgium

VAT/Company Number: 0634.850.548
E-Mail: Privacy@cyclopscompany.com
Phone: 015 34 77 75

Cyclops BV establishes this Privacy Policy, which aims to inform Users transparently about the website hosted at the following address: https://www.cyclopscompany.com/ (hereinafter the “Site”), and about the way personal data is collected and processed by Cyclops BV.

The term “User” refers to any user, whether a natural person or a legal entity, who visits the Site or interacts with the Site in any way.

In its capacity as Data Controller, Cyclops BV determines all technical, legal, and organizational means and the purposes for processing Users’ personal data. Cyclops BV undertakes to take all necessary measures to ensure that personal data is processed in accordance with the Law of July 30, 2018, on the protection of natural persons regarding the processing of personal data (hereinafter the “Law”) and Regulation (EU) 2016/679 of the European Parliament and of the Council 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 (i.e., the General Data Protection Regulation (GDPR); hereinafter the “Regulation”).

Cyclops BV is free to choose a natural or legal person to process Users’ personal data on its request and on its behalf (hereinafter the “Processor” or “Subcontractor”). Where applicable, Cyclops BV commits to selecting a Processor who provides sufficient guarantees regarding technical and organizational measures for the processing of personal data, in compliance with the Law and the Regulation.

2. Processing of personal data

Users’ use of the Site may lead to the collection of personal data. The processing of this data by Cyclops BV, in its capacity as Data Controller, or by service providers acting on behalf of Cyclops BV, is carried out in accordance with the Law and the Regulation.

Personal data is processed by Cyclops BV, in line with the purposes listed below, through the following methods:

  • Contact form

  • Use of cookies


3. Purpose of processing personal data

In accordance with Article 13 of the Regulation, the purposes of personal data processing are communicated to the User. These purposes are:

  • To ensure the provision of the services offered on the Site


4. Personal data that may be processed

The User agrees that during their visit and use of the Site, Cyclops BV may collect and process the following personal data:

  • Name, email address, phone number

Cyclops BV collects and processes this personal data in accordance with the terms and principles described in this Privacy Policy.


5. Consent

By accessing and using the Site, the User declares that they have read and given their free, specific, informed, and unambiguous consent for the processing of their personal data. This agreement relates to the content of this Privacy Policy.

Consent is given through the positive and active action by which the User ticks the checkbox for the privacy policy in the hypertext link. This consent is an essential condition for performing certain actions on the Site or allowing the User to enter into a contractual relationship with Cyclops BV. Any agreement between Cyclops BV and a User regarding the services and goods offered on the Site is subject to the User’s acceptance of the Privacy Policy.

The User agrees that the Data Controller, in accordance with the terms and principles contained in this Privacy Policy, collects and processes their personal data provided on the Site or in connection with services offered by Cyclops BV for the purposes mentioned above.

The User has the right to withdraw this consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on prior consent.


6. Retention period of users’ personal data

In accordance with Article 13(2) of the Regulation, the Data Controller retains personal data only as long as reasonably necessary to achieve the purposes for which it is processed.

In all cases, this period does not exceed 12 months after the last customer contact.


7. Recipients of data and disclosure to third parties

Personal data may be shared with employees, collaborators, subcontractors, processors, or suppliers of Cyclops BV, provided adequate guarantees are offered for data security and provided they cooperate with Cyclops BV for marketing products or providing services. They act under the direct authority of Cyclops BV and are particularly responsible for collecting, processing, or outsourcing this data.

In all cases, recipients of the data and those to whom the data is disclosed comply with this Privacy Policy. Cyclops BV ensures that they process the data only for the intended purposes and in a discreet and secure manner.

If data is disclosed to third parties for direct marketing or prospecting purposes, the User will be informed in advance so that they can provide prior and explicit consent for such use of personal data.


8. Users’ rights

Users can exercise their rights at any time by sending an email to Privacy@cyclopscompany.com or a letter by post, accompanied by a copy of their ID, to: Hendrik I-lei 45, 1800 Vilvoorde, Belgium.

a. Right of access

In accordance with Article 15 of the Regulation, Cyclops BV guarantees the User’s right to access their personal data. The User has the right to access this personal data and the following information:

  • The categories of personal data involved

  • The recipients or categories of recipients to whom personal data has been or will be disclosed

  • Where recipients are located in third countries or are international organizations, the appropriate safeguards

  • Where possible, the proposed storage period for personal data, or if not possible, the criteria used to determine this period

  • The existence of automated decision-making, including profiling, as referred to in Article 22(1) and (4) of the Regulation, and, at least in such cases, relevant information about the underlying logic, as well as the significance and expected consequences of such processing for the data subject

The Data Controller may request a reasonable fee based on administrative costs for additional copies requested by the User.

When the User submits this request electronically (e.g., via email), the data will be provided in electronic form for general use unless otherwise requested.

The copy of the data will be communicated to the User no later than one month after receipt of the request

b. Right to rectification

Cyclops BV guarantees the User the right to rectify and delete personal data.

In accordance with Article 16 of the Regulation, inaccurate, incorrect, or irrelevant data can be corrected or deleted at any time. The User should first make the necessary changes from their user account, unless they cannot be made independently, in which case the request can be directed to Cyclops BV.

In accordance with Article 19 of the Regulation, the controller informs each recipient to whom the personal data has been disclosed of any rectification of the personal data, unless this proves impossible or involves disproportionate effort. The controller provides the User with information about these recipients upon request.

c. Right to erasure

The User has the right, in the cases referred to in Article 17 of the Regulation, to obtain the deletion of their personal data as soon as possible.

When the controller has made the personal data public and is obliged to erase it pursuant to the previous paragraph, the controller, taking account of available technology and the cost of implementation, shall take reasonable measures, including technical measures, to inform other controllers processing such personal data that the User has requested the erasure of any links, copies, or replications of that personal data.

The two preceding paragraphs do not apply insofar as the processing is necessary for:

  • Exercising the right of freedom of expression and information;

  • Compliance with a legal obligation under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

  • The establishment, exercise, or defense of legal claims.

In accordance with Article 19 of the Regulation, the controller informs each recipient to whom the personal data has been disclosed of any deletion or restriction of processing, unless this proves impossible or involves disproportionate effort. The controller provides the User with information about these recipients upon request.

d. Right to restriction of processing

The User has the right to request the restriction of the processing of their personal data in the cases referred to in Article 18 of the Regulation.

In accordance with Article 19 of the Regulation, the controller informs each recipient to whom the personal data has been disclosed of any restriction of processing unless this proves impossible or involves disproportionate effort. The controller provides the User with information about these recipients upon request.

e. Right to data portability

In accordance with Article 20 of the Regulation, Users have the right to receive their personal data from Cyclops BV in a structured, commonly used, and machine-readable format. Users have the right to transmit this data to another controller without hindrance from Cyclops BV, in the cases provided for in the Regulation.

When the User exercises their right to data portability under the previous paragraph, they have the right to have the personal data transmitted directly from one controller to another, insofar as this is technically feasible.

Exercising the right to data portability does not affect the right to erasure. This right does not apply to processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

The right to data portability does not affect the rights and freedoms of others.

f. Right to object and automated individual decision-making

The User has the right at any time to object to the processing of their personal data for reasons related to their particular situation, including automated processing by Cyclops BV. In accordance with Article 21 of the Regulation, Cyclops BV shall no longer process personal data unless there are legitimate and compelling grounds for processing that override the interests, rights, and freedoms of the User, or for the establishment, exercise, or defense of legal claims.

When personal data is processed for marketing purposes, the User has the right to object at any time to the processing of personal data concerning them for such purposes, including profiling to the extent that it relates to such marketing.

When the User objects to processing for marketing purposes, the personal data will no longer be processed for that purpose.

g. Right to lodge a complaint

The User has the right to lodge a complaint regarding the processing of their personal data by Cyclops BV with the Data Protection Authority competent for Belgian territory. More information can be found on the website: https://www.gegevensbeschermingsautoriteit.be/.

Complaints can be submitted to the following addresses:

Data Protection Authority
Drukpersstraat 35, 1000 Brussels, Belgium
Tel: +32 2 274 48 00
Fax: +32 2 274 48 35
E-mail: contact@apd-gba.be

The User may also file a cease-and-desist claim with the president of the Court of First Instance of their place of residence.

9. Cookies

The Site uses cookies to distinguish Users of the Site. This makes it possible to provide users with a better browsing experience and to improve the Site and its content. The objectives and methods of cookies are outlined in this article.

a. General principles

A “Cookie” is a file that is placed temporarily or permanently on the User’s device when viewing the Site, with a view to a subsequent connection. Thanks to cookies, the server recognizes the User’s device.

Cookies may also be installed by third parties with whom Cyclops BV collaborates.

Some of the cookies used by Cyclops BV are necessary for the proper functioning of the Site, while others are needed to enhance the User’s experience.

The User can adjust or disable cookies.

By using the Website, the User explicitly consents to the management of cookies as described in this article.

b. Types of cookies and intended purposes

Different types of cookies are used by Cyclops BV on the Site:

  • Technical cookies: These are necessary for the operation of the Site, enable the communication of input data, and are intended to facilitate the User’s navigation;

  • Functional cookies: These cookies facilitate the use of the Site by retaining certain input choices (for example, username or language);

c. Retention period for cookies

Cookies are retained for the time necessary to achieve their intended purpose. The cookies that can be stored on the User’s hard drive and their storage period are as follows:

  • Functional cookies: only during the session

d. Managing cookies

If the User does not want the Website to place cookies on their hard drive, they can easily manage or delete them by adjusting their browser settings. Depending on the browser’s programming, the User may also receive a notification whenever a website uses cookies, allowing them to decide whether to accept or reject them.

If the User disables certain cookies, they accept that the Site may not function optimally. Some parts of the Site may be partially or fully unusable.

If the User wishes to manage and/or delete certain cookies in this way, they can do so via the following links:

For Users with a browser:

If the User refuses to allow the use of Google Analytics cookies, they are invited to configure their browser to do so via the following website: http://tools.google.com/dlpage/gaoptout.

10. Limitation of liability of the data controller

The website may contain links to third-party websites that are not affiliated with Cyclops BV. The content of these sites and compliance with the Regulation and the Law are not the responsibility of Cyclops BV.

The holder of parental authority must give their explicit consent to a minor under the age of 16 to disclose personal information or data through the Site. Cyclops BV strongly recommends that individuals exercising parental authority promote responsible and safe internet use. The Data Controller cannot be held liable for the collection and processing of personal information and data of minors under 16 whose consent is not effectively covered by that of their legal parents, nor for incorrect data – in particular regarding age – entered by minors. Under no circumstances will personal data be processed by the Data Controller if the user indicates they are under 16.

Cyclops BV is not responsible for the loss, damage, or theft of personal data, particularly as a result of viruses or computer attacks.


11. Safety and security

The Data Controller implements technical and organizational measures to ensure an appropriate level of security for the processing and collection of data. These security measures depend on the implementation costs in relation to the nature, context, and purposes of personal data processing.

The Data Controller uses standard encryption technologies within the IT sector for the transfer or collection of data on the Site.


12. Changes to the privacy policy

Cyclops BV reserves the right to modify this Privacy Policy to comply with legal obligations in this regard. Users are therefore requested to regularly consult the Privacy Policy to stay informed of any changes or updates. Such changes will be posted on the Site or sent by email to ensure enforceability.


13. Applicable law and competent court

This Privacy Policy is governed exclusively by Belgian law. Any dispute will be submitted to the courts of the judicial district where the registered office of Cyclops BV is located.


14. Contact

For any questions or complaints regarding this privacy policy, the User may contact the Data Controller at the following address: Privacy@cyclopscompany.com

 

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