Privacy policy

This is the website of Hebias.

Hebias is taking care of the privacy and protection of the personal data of the customers and website visitors (www.hebias.be) and the Web Applications (CRM agenda, Price Lists, Launch Planner, etc.), provided through Software as a Service (SaaS), hereinafter referred to ‘Web Applications’. This policy outlines how we process and manage your personal data.

For detailed terms of use and liability regarding ‘Web Applications’, we refer you to the ‘Hebias web application agreement’ that you may have agreed on with ebias (if applicable). In case of any discrepancies, the provisions of the ‘Hebias web application agreement’ will take precedence over those outlined in this general ‘privacy policy’.

Scope
Hebias BV will act as the data controller and will manage the data of the customers and users in compliance with data protection regulations such as the General Data Protection Regulation (EU Regulation 2016/679, or “GDPR”) and the Belgian Data Protection Act. These regulations safeguard your rights concerning your personal data.

This policy explains the types of personal data we collect, how it is processed after visiting our website or web application, and assures you that your data is managed appropriately.

This privacy policy and the terms of use apply whenever you visit or use our website or web application. The application of any other terms is prohibited unless expressly permitted in writing by us in advance, in which case this policy will still apply alongside the specific agreement. By using this website, Web Applications, and its contents, you agree to comply with the full terms of this policy.

Types of Personal Data We Collect
Most parts of our website can be accessed without providing personal data. However, access to the Hebias web applications can be restricted and requiring user identification. We may collect and process the following personal data categories for specific purposes:

• Name, title, address
• Contact details (email, phone number)
• Company and role

Additional or optional data may be collected through forms on our website, web application, or through direct communication (phone, email, trade fairs, etc.). We may also collect data from your devices, including:

• Login details (username, password)
• Location data (via IP address, social media, GPS from your mobile device)
• Log files detailing website and application usage to detect issues and compile statistics
• Data collected through cookies, web beacons, or other internet tools
• Data from third-party services like Google or Microsoft, if you request such connections
• All information related to the pages that you have consulted on our website
• All information that you have supplied to us voluntarily (such as research information and/or site-registration)

In some cases, we may also collect publicly available data to verify previously collected information or for business development purposes.

Why We Collect Your Data and Legal Basis
We collect personal data to understand your needs and enhance the services we provide. This includes creating user profiles, tailoring our offerings, and improving website functionality, incl. all information that you have supplied to us voluntarily (such as research information and/or site-registration)

How We Use and Share Your Data
We can share your data with:

• Third parties you have authorized (e.g., Google, Microsoft)
• Affiliate and subsidiary companies

In certain cases, we may share your personal data with third-party service providers (e.g., for hosting, data analysis, marketing support) to perform essential business functions. These third parties will only access your data to carry out these activities and are prohibited from using it for any other purposes. Your personal data will not be sold or leased to third parties.

In cases of legal enforcement, public safety, or law enforcement requests, we may disclose personal data. If Hebias is sold or merged, your data will be accessible to advisors and transferred to new owners, with appropriate measures in place to maintain data integrity and confidentiality. Your data will remain subject to this policy.

Transfer of Data Outside the European Economic Area
We do not transfer personal data to entities outside the European Economic Area (EEA).

Your Data Rights
Data protection laws grant you several rights regarding your personal data, ensuring control over its processing. These rights include:

• Access: You can request confirmation if we process your data and request a copy of it.
• Rectification: You can request corrections or additions if your data is inaccurate or incomplete.
• Erasure (“Right to Be Forgotten”): You may request deletion of your data when it no longer complies with data protection regulations.
• Restriction: You can ask us to limit data processing in specific situations.
• Data Portability: You can request your data in a machine-readable format or ask us to transfer it to another controller.
• Objection: You can object to data processing, especially for direct marketing purposes.
• Automated Decisions: You have the right not to be subject to decisions based solely on automated processing.

Withdrawing Consent
If you have given consent to process your data, you can withdraw it at any time by contacting us via email or through your account.

Procedure to Exercise Rights
We may ask you to verify your identity to ensure your request is valid. If you believe your rights are not being respected, you have the right to file a complaint with Belgium’s Data Protection Authority.

Security
We take technical and organizational measures to protect your data from accidental or unlawful incidents. However, as the internet is an open network, we cannot guarantee absolute security.

Terms of Use and Liability
These terms apply to all visitors and users of our website and Web Application, with the Hebias ‘Web Applications’ Agreement ‘taking precedence where applicable.

1. Permitted Usage
   The materials on our website and Web Application are protected by intellectual property rights. You may use them for personal purposes only. Any other use requires express written consent.
2. Prohibited Usage
   Users are prohibited from using the website or Web Application for illegal purposes, transmitting harmful material, or infringing third-party rights.
3. Liability
   We strive for accuracy but cannot guarantee the website and web application will be free from errors or interruptions. We disclaim liability for any issues arising from use, technical malfunctions, or third-party links.

Applicable Law and Jurisdiction
Belgian law governs this policy and any disputes related to it. Only the courts where Hebias’ registered office is located will have jurisdiction.

Amendments to This Policy
We may update this policy from time to time. Please check back regularly to stay informed of any changes.