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Privacy policy

GDPR-policy

Syntegro's Privacy Statement helps you to understand what personal data we collect and why we collect it, how we handle your personal data, and how we protect, store, export and delete it.

Personal data is any information relating to an identified or identifiable natural person, such as an email address, address, telephone number, etc.

What personal data we process

The types of personal data that Syntegro processes in relation to you may include the following:

  • Basic personal information such as name, address, phone number, email address, and demographic information
  • Information related to the user and web traffic such as login credentials, username, and IP address
  • Financial information, such as information related to invoices
  • Content you have uploaded or provided such as photos, comments, articles, and videos
  • Statistics that show how users use our software and use the consent we provide.
  • Information provided with job applications

For the purposes mentioned in the section "Why we process personal data", Syntegro does not process sensitive personal data about you.

For customers who have purchased a product/service from Syntegro, there is the Product Privacy Statement. [link to existing Privacy statement]

How is personal data collected?

Generally, Syntegro collects personal data directly from you or from other individuals associated with our Client. If the Customer you work for purchases Syntegro products or services from a Syntegro partner company, we may collect information about you through that partner company.

When you use Syntegro's websites and interact with us via email, we also use cookies and other tracking technologies to optimize your experience of Syntegro, our products, and our sites. See our cookie policy for more information.

In some cases, we may also collect information about you from other sources. These sources may include third-party aggregators of data, Syntegro's marketing partners, public sources, or third-party social networks.

Why we process personal data

This Syntegro Privacy Statement applies when Syntegro and its affiliated companies (Syntegro) process your personal data for various purposes when you interact with us, such as:

Purchase and delivery

  • Facilitation of customer orders, agreements, payments
  • Offering services directly to you such as e-learning, webinars and reports etc.
  • Providing quotations for products and services to Customers upon request
  • Creating and facilitating accounts for users of our services

Support & Improvement

  • Improving and (further) developing the quality, functionality and user experience of our products, services and the Syntegro Sites
  • Providing customer support for our products and services
  • Exploiting user communities for training purposes and enabling interaction between users and Syntegro

Security

  • Detecting, remediating, and preventing security threats and exploits, performing maintenance, and removing bugs

Marketing

  • Managing marketing preferences and directing marketing content
  • Creation of interest profiles for the promotion of relevant products and services (profiling)

Recruitment

  • Managing recruitment processes and processing applications
  • Evaluate submitted documents, conduct interviews, and request references

Information regarding how personal data is processed in one of our many services can be found in the relevant processing agreement for that service. In such cases, Syntegro acts as a data processor and processes the data on behalf of and in accordance with the Customer's instructions. For more information about this, please contact customer service for that particular service.

Legal Basis for Processing Your Personal Data

We process data on the basis of various legal bases.

Agreement with you

We process your personal data on the basis of a legally binding contract with you. This will usually be the case when you apply for a vacancy at Syntegro. The processing of your personal data such as a CV, application and references is necessary for Syntegro to process applications from job seekers before contacting them.

Your Consent

Syntegro can process your personal data on the basis of consent. Once you have given your consent, you can withdraw it at any time.

Legitimate interest

Syntegro has a legitimate interest when we process your data for security, support and improvement purposes, or when you act as a contact person/lead for our existing and potential customers, including in customer service. Your personal data will be processed from a business perspective in a way that we believe does not violate your privacy rights or freedoms.

In addition, Syntegro processes data on the basis of a legitimate interest when you register for a webinar, download reports or other content from our web pages and use our Syntegro communities. The legitimate interest consists in being able to provide you with accurate content, holding webinars, carrying out marketing activities and administering your requests.

Read more about how Syntegro processes your personal data for marketing purposes based on legitimate interest and about your rights when we process your personal data for such purposes, under the heading "marketing" in this privacy statement.

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How is your personal data shared?

Outside Syntegro

Syntegro may share your personal data with external parties in the following contexts:

When


you post a post, comment or similar on Syntegro's user communities or in other forums on Syntegro Sites, such information may be read and used by anyone who has access to such forums. Syntegro is not responsible for any information you post on such forums or Syntegro Sites.

Business partners


Syntegro may share your personal data with our partners when it is justified from a business perspective and in accordance with applicable privacy laws.

Government agenciesThe police and other authorities may request access to  

Syntegro's personal information. In such cases, Syntegro will only make the data available when there is a court order or similar order to do so.

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When do we use processors?

Syntegro uses processors for the processing of personal data. These processors are typically vendors of cloud services or other IT hosting services.

When processors are used, Syntegro will enter into a data processing agreement to safeguard your privacy rights. If processors are located outside the EU/EEA, Syntegro will ensure, on your behalf, that there are legal bases for such international transfers, including through the use of the EU Model Clauses.

You can always request an overview of and further information about Syntegro processors. Please refer to the last section of this statement before contacting Syntegro.

How long your data will be stored

Syntegro will not retain your personal data for longer than necessary for the performance of our contractual obligations. When we process your personal data on another legal basis, such as a legitimate interest, this data will be kept for as long as necessary to achieve the purpose of the processing.

Therefore, your personal data may be subject to various types of retention policies, depending on the type of data and the purpose for which it was collected. Here are some examples:

When recruiting staff, Syntegro will destroy your personal information such as a CV, job application and other documents when the recruitment process has been completed, usually no later than 6 months after the application deadline, unless otherwise agreed with you.

Another example is contact information that is stored for marketing purposes, including potential customers or interested parties. Such personal data will be destroyed no later than 24 months after the last recorded activity.

For further information on disposal, please contact Syntegro (see the contact information in the last section of this statement).

What your rights are

You can exercise the following rights in relation to our processing of your personal data:

  • Access. You have the right to request a copy of the personal data we process about you.
  • Corrigendum. You also have the right to request Syntegro to rectify inaccurate personal data about you. If you have an account with Syntegro for a Syntegro site, this can usually be done through the relevant "your account" or "your profile" sections on the relevant Syntegro site or service.
  • Disposal. You can request Syntegro to delete personal data about you.
  • Limitation. You can request that we restrict the processing of your personal data.
  • Transferability. You can ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format.
  • Object. On grounds relating to your particular situation, you have the right to object to our processing of your personal data based on legitimate interests or for direct marketing purposes. You also have the right to object to our processing of your personal data for the performance of tasks carried out in the public interest or in the exercise of official authority or on the basis of legitimate interests.

Please note that there may be certain exceptions or limitations to the above-mentioned rights, depending on the specific circumstances of your situation. In such cases, we will provide you with detailed information about the applicable exception or limitation and help you exercise your rights to the fullest extent possible, in accordance with applicable laws and regulations.

Finally, you also have the right to lodge a complaint regarding our processing of your personal data with the data protection authorities.

Marketing a profiling

Legitimate interest

When you interact with Syntegro, for example by visiting Syntegro's web pages, downloading content, attending webinars, or as part of using Syntegro's services, Syntegro will process your personal data on the basis of a legitimate interest. One of Syntegro's legitimate interests is the processing of personal data for marketing purposes.

Syntegro processes your personal data in order to provide you with relevant content based on your preferences through direct marketing on social media platforms and emails, web pages or in a Syntegro service. The personal data processed is aggregated data about you, such as IP address, interests (what you clicked on, etc.), username and device. This is done with the help of technologies such as cookies and is called profiling. Syntegro will also be able to combine this information with information about the customer relationship we may have with your company.

The purpose of the profiling is to provide you with customized marketing, to improve your user experience with our services/websites and to deliver products that our customers are satisfied with. Syntegro's services are generally used as tools for work-related purposes, and your behavior in these tools says little about your personal life. No sensitive data is processed. Your personal data is therefore processed from a business perspective in a way that we believe does not override your freedoms and rights as an individual.

Syntegro uses e-mail as a tool to communicate marketing purposes, but only if you have given your consent in accordance with national law (if necessary).  If you have given your consent, you will always have the option to opt-out as described below, or when you receive an email that contains marketing.

Right to unsubscribe from marketing communications

You have the right to opt-out of receiving marketing communications from Syntegro and being the subject of profiling, and can do so by:

  1. follow the unsubscribe instructions in the relevant marketing communication, or
  2. change your preferences in the relevant "update account" section, if you have an account with Syntegro, or
  3. contact us by sending an email to DPO@Syntegro.be, or
  4. by using the applicable subscription management tool

You also have the option to opt-in or opt-out of cookies on a particular web page at any time by means of our cookie notice.

Please note that even if you opt-out of receiving marketing communications, you may still receive administrative communications from Syntegro, such as order confirmations and notices necessary for the management of your account or of the services provided to Customers.

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Alterations

We encourage you to review this Statement regularly. When we make significant changes to our Statement that materially change our privacy practices, we may also notify you by other means, such as by sending an email or posting an announcement on our company website and/or social media pages prior to the changes becoming effective.

The Privacy Statement is reviewed at least once a year and changes are approved by Syntegro Compliance Council.
Last updated: 2024-08-14.

How to Contact Us

Syntegro is a European company, with cross-border legal entities, business processes, management structures and technical systems. Syntegro provides software and services to private and public companies in Europe. Syntegro's head office is located in Belgium.

All important decisions regarding privacy at Syntegro are taken at company level, under the supervision and chairmanship of the Data Protection Officer (DPO). The controller of your personal data is

Syntegro

Genebroekstraat 87

3581 Beringen

We value your opinion. If you have any comments or questions about our Privacy Statement or have concerns about your privacy or a potential invasion of your privacy, please contact us by email at DPO@Syntegro.be.

We will treat your requests or complaints confidentially. Our representative will contact you to address your concerns and outline options for resolving them. We strive to ensure that complaints are resolved in a timely manner and appropriately.