Privacy Statement
We Respect Your Privacy!
The Vivaldis Group (Vivaldis Interim NV and Vivaldis Construct NV) located at Lange Klarenstraat 19, 2000 Antwerp, is committed to handling your personal data carefully and ensuring your privacy.
In this privacy statement, we aim to provide clear and transparent information about how we handle your personal data. The Vivaldis Group always adheres to the applicable laws and regulations, including the General Data Protection Regulation (GDPR).
As part of our primary objective, which is to place the most suitable temporary workers with the right employers so they can fully develop professionally, we regularly deal with personal data.
Scope of the Privacy Statement
This privacy statement (hereinafter the “Privacy Statement”) applies to your personal data that we collect and process. It contains important information about how and for what purposes we collect and process personal data and clarifies which rights you, as a data subject, can exercise. Therefore, please read this Privacy Statement carefully.
This Privacy Statement governs the processing of your personal data as part of the use of our website and the services we offer. These processes are always carried out by the Vivaldis Group as the data controller, located at Lange Klarenstraat 19, 2000 Antwerp, with company number 0443.052.646.
Specifically, when processing personal data, the Vivaldis Group will always take into account the principles on which the GDPR is based. We will always process personal data lawfully and for specifically defined purposes. We will ensure that we never request more personal data than necessary for the purpose or retain this data longer than necessary. Finally, we also take technical and organizational measures that ensure appropriate security so that personal data can always be processed safely.
This privacy statement was last updated on 24 November 2024. We reserve the right to modify this privacy statement if necessary. Any changes will always be communicated clearly.
Definitions
In accordance with current regulations, personal data means any information relating to an identified or identifiable natural person (“the data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, an online identifier, or one or more elements specific to the physical, physiological, genetic, psychological, economic, cultural, or social identity of that natural person.
We define processing of personal data as any operation or set of operations performed on personal data or sets of personal data, whether or not by automated means. This includes collection, recording, organization, structuring, storage, updating or modification, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction of data.
In short, all actions we take with information that can in any way be traced back to an individual are considered personal data and will be protected as such.
Purposes and Legal Basis
Vivaldis processes your personal data for the purposes listed below, indicating which personal data we process and the legal basis used. We distinguish based on the reasons why we came into contact with you.
1. General contact
When you contact us by email, phone, contact form, or any other medium, we process your personal data in order to respond to your request as effectively as possible. We only process the personal data you explicitly provide to us. This information is included in our internal systems so that we can provide you with even better service in the future.
If you are already known to us, we retain this data and link it to the initial processing of personal data for which you are already registered with us (for example, because you are a temporary worker or your organization is already a client). If you are not known within our organization, we retain your data for one year. We rely on our legitimate interest for this activity.
2. You are a potential temporary worker
When you apply for a specific vacancy with one of our clients or register on our job page, we process your personal data to assess your profile and offer you a suitable job. To do this properly, we may process the following personal data:
- Personal identification data such as name, address, or date of birth
- Contact details such as telephone number and email address
- Information about your work experience and education
- Financial data such as your bank account number
We receive this data when you register at one of our offices or through registration on our website. The list above is purely illustrative. Depending on a specific vacancy, we may process additional personal data. This will only be done to offer you a suitable job and will not be used for other purposes. You will always be informed of this.
3. You are employed as a temporary worker
If you are employed as a temporary worker through Vivaldis, Vivaldis is legally required to retain your data for 5 years after the end of the last assignment. If you have not yet completed an assignment through Vivaldis, we will also retain your personal data for 5 years since the last contact.
In this latter case, you can always request the deletion of your personal data via privacy@vivaldisinterim.be. We rely on our legitimate interest to retain your data and offer you suitable job opportunities.
4. Internal application at Vivaldis
In addition to temporary workers for our clients, Vivaldis is always looking for new internal colleagues. As part of recruitment, we collect data from people who apply for a position with us, either spontaneously or in response to a vacancy.
This may occur through the job section on our website, LinkedIn messages, emails, or other clear actions showing a candidate’s interest in applying.
These personal data will be deleted within one month after the application if the candidate is not hired. If the person is hired, the data will be included in the personnel file and retained for 5 years after termination of the contract, in accordance with legal retention requirements.
If the candidate is not hired but has an interesting profile, they may be kept in a recruitment reserve for 13 months, provided the candidate has given consent. This consent will be requested again annually.
Note: depending on your profile, it is possible that you are not selected for an internal position at Vivaldis, but that your profile is interesting for a position as a temporary worker. If you wish, your personal data may then be processed both as a potential temporary worker and as an internal applicant.
5. Client and supplier management
When we enter into agreements with clients or suppliers, we process personal data in order to execute the agreement and manage our contractual relationships. This includes personal data of the contact persons of clients and suppliers, primarily:
- Name
- Telephone number
- Email address
This processing is necessary for the execution of the agreement. Without this data, we cannot perform the agreement. We are also legally required to retain this data for 7 years for accounting and tax purposes.
In addition, we process data of potential clients as part of our services as a temporary employment agency. This includes collecting and using contact details and other relevant business information from (potential) clients to whom we can offer temporary workers. For this processing, we rely on our legitimate interest in conducting our business activities. We may retain your data for up to 5 years since our last contract.
6. Newsletters and commercial messages
We believe it is important to maintain good relationships and communication with all our partners. Therefore, we may contact you to keep you informed about relevant offers, innovations, and updates that may be of interest, based on the initial relationship you have with us.
For this activity, Vivaldis relies on its legitimate interest. If you have explicitly subscribed to our newsletter, we rely on your consent.
If you receive these communications from us, you may unsubscribe at any time using the option provided in the latest message you received from us.
7. Camera surveillance
Vivaldis has installed security cameras at certain locations to protect the physical safety of visitors and employees. These cameras do not always store images; in some cases they only display live footage.
Vivaldis collects this data based on its legitimate interest in ensuring safety. Recorded footage is stored for a maximum of 30 days.
Your rights as a data subject
Under the GDPR, you have several rights regarding your personal data. These rights do not always apply in every situation.
You can exercise these rights free of charge by sending an email to privacy@vivaldisinterim.be. As required by law, we will process your request within one month, unless legal exceptions apply.
To process certain requests, we may ask for additional information to verify your identity and ensure the request comes from you. This protects your personal data from unauthorized disclosure or deletion.
1. Right of access
The right to request access to your personal data, obtain a copy of the data we hold about you, and receive additional information about how we process your data.
2. Right to rectification
The right to have incorrect personal data corrected or incomplete personal data completed.
3. Right to erasure (“right to be forgotten”)
The right to have your personal data removed from our systems. However, this request cannot always be granted due to contractual or legal obligations.
4. Right to object
The right to object to the processing of your personal data when the processing is based on our legitimate interest or public interest.
You may also object if we process your data for direct marketing purposes, after which the data will no longer be used for those purposes.
5. Right to withdraw consent
If processing is based on your consent, you may withdraw that consent at any time (for example by unsubscribing from newsletters). Withdrawal does not affect the legality of processing before the withdrawal.
6. Right to restriction of processing
In certain cases, you may request that the processing of your personal data be restricted. We will then store your data but limit its use.
7. Right to data portability
The right to receive the personal data we process about you in a structured, commonly used, and machine-readable format, or to have it transferred to another data controller.
8. Right to lodge a complaint
If you believe we violate your data protection rights, you have the right to file a complaint with the Belgian Data Protection Authority:
Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel: +32 (0) 2 274 48 00, Email: contact@apd-gba.be
Recipients
In principle, we will not transfer personal data to other parties who may use it for their own purposes. However, we may share your personal data in the following situations:
- Between our different branches if such transfer is necessary to deliver our services in line with the predefined purpose.
- With processors who carry out specific processing activities on behalf of Vivaldis and follow our instructions. They may never use your personal data for their own purposes.
- When the law explicitly requires us to provide personal data.
Regardless of the processing, we take the necessary measures to ensure that personal data is processed within the European Economic Area. If data must be processed outside the European Economic Area, we ensure that the destination country provides an adequate level of protection.
How long is my data retained?
We always apply the principle of storage limitation, meaning we regularly assess whether it is still necessary to retain personal data. If the necessity no longer exists, the data will be deleted.
If legal provisions impose specific retention periods, we will always comply with those. The specific retention periods are listed under the relevant processing activities.
Contact details
If you have comments or questions about this Privacy Statement or about the processing of your personal data, you can contact us via: privacy@vivaldisinterim.be
If you prefer to contact us by post:
Vivaldis, Lange Klarenstraat 19, 2000 Antwerp