Privacy Policy of Helvert

This privacy policy describes how van Helvert BV, located at Oude Baan 26, 3945 Tessenderlo-Ham (hereinafter "we", "us" or "our"), collects, uses, discloses, and protects personal data in the context of our services, including Odoo implementations, sales processes, and job applications. We are committed to protecting your privacy and complying with applicable legislation, including the General Data Protection Regulation (GDPR) and Belgian implementing legislation.

This policy was last updated on June 7, 2025.

1. What personal data do we collect?

We collect various categories of personal data, depending on the context of our interaction with you:

• For Odoo implementation projects:

  • Contact details: Name, position, email address, phone number, address of business contacts of our clients.
  • Business data: Data related to the business operations of our clients that are necessary for the configuration and implementation of Odoo, which may also include personal data (for example, names of employees, salary data if relevant for specific Odoo modules such as HR). We process this data solely on behalf of our clients and in accordance with the processing agreement.
  • Communication data: Correspondence, meeting notes, emails in the context of the project.

• For sales and marketing activities:

  • Contact details: Name, position, company name, email address, phone number of potential clients and contacts.
  • Interest data: Information about your interest in our services, via forms on our website, our social media, trade shows, or direct contact.
  • Communication data: Emails, phone calls, chat conversations related to quotes and general inquiries.

• For applications:

  • Identification data: Name, address, date of birth.
  • Contact data: Email address, phone number.
  • Education and work experience data: CV, diplomas, certificates, references.
  • Motivation data: Cover letter, results of any tests or assessments.

• General:

  • Technical data: IP address, browser type, pages visited on our website (via cookies and similar technologies, see paragraph 7).
  • Payment data: Billing information, account number, IBAN number;
  • Other data: Any other personal data that you voluntarily provide to us.

2. How do we collect your personal data?

We collect personal data in the following ways:

• Directly from you: When you contact us via phone, email, our website, through forms, or during personal meetings (for example, at trade shows, during sales conversations, or job interviews).
• Through your employer/organization: In the context of an Odoo implementation project, we receive data from the organization you work for.
• Through public sources: Such as LinkedIn, company websites, or public registers, solely for business contact purposes.
• Through cookies and similar technologies: When you visit our website (see paragraph 7).

3. Why do we process your personal data and what is the basis?

We process your personal data for specific and legitimate purposes and based on the following legal grounds:

• Performance of a contract:

  • Executing Odoo implementation projects and related support.
  • Handling your requests, quotes, and orders.
  • Managing your application process.

• Legal obligation:

  • Complying with tax and accounting obligations.
  • Responding to legal requests from authorities.

• Legitimate interest:

  • Communication and relationship management with (potential) customers and partners.
  • Direct marketing of our services to business contacts, if relevant to your role or company, with the option to unsubscribe at any time.
  • Improving our services and website.
  • Fraud prevention and protecting our business assets and systems.
  • Handling complaints and disputes.

• Consent:

  • For specific marketing communications (e.g., newsletters) if you have explicitly given consent for this.
  • For placing certain types of cookies (see paragraph 7).
  • For processing certain categories of personal data (e.g., sensitive data) in specific cases, for which we will explicitly ask for your consent.

4. With whom do we share your personal data?

We only share your personal data when it is strictly necessary for the execution of our services, compliance with legal obligations, or based on a legitimate interest. This may be with:

• Service providers: External parties that perform services on our behalf, such as IT service providers (hosting, software), marketing agencies (if applicable), and accountants. We enter into data processing agreements with these parties where necessary to ensure that they process your data confidentially and in accordance with the GDPR.
• Authorities: If legally required, for example, in response to requests from the police, judiciary, or regulators.
• Odoo: In the context of Odoo implementations, if this is necessary for the operation of the software or licensing.
• Professional advisors: Such as accountants and lawyers.

We never sell your personal data to third parties.

5. Transfer of personal data outside the EEA

In principle, we process your personal data within the European Economic Area (EEA). If it is exceptionally necessary to transfer personal data to countries outside the EEA, we ensure that appropriate safeguards are in place, such as:

• The country has been designated by the European Commission as a country with an adequate level of protection.
• Standard contractual clauses (SCCs) approved by the European Commission are used.
• Binding corporate rules (BCRs) apply.

6. How long do we retain your personal data?

We do not retain your personal data longer than necessary for the purposes for which it was collected, or to comply with legal obligations (for example, tax retention requirements).

• Data in the context of Odoo implementation projects: During the term of the agreement and a reasonable period thereafter for archiving, support, and any dispute resolution.
• Data for sales and marketing: Until you indicate that you no longer wish to be approached, or as long as there is a business relationship or legitimate interest.
• Application data: A maximum of 4 weeks after the end of the application process, unless you give permission to retain your data for future vacancies (maximum 1 year). If you are hired, your data will become part of your personnel file.
• Administrative data: In accordance with legal retention periods (generally 7 years for tax documents).

After the retention period, your personal data will be anonymized or deleted.

7. Cookies and similar technologies

Our website https://www.vanhelvert.eu uses cookies and similar technologies to collect and store information when you visit our website. Cookies are small text files that are placed on your device.

We use the following types of cookies:

• Necessary cookies: These are essential for the operation of the website and cannot be disabled in our systems.
• Functional cookies: These enhance functionality and personalization, such as remembering your preferences.
• Analytical cookies: These help us analyze and improve the use of the website (for example, through Google Analytics, where we take appropriate measures to safeguard your privacy, such as IP anonymization and not sharing data with Google for other purposes).
• Marketing/Tracking cookies: These may be used by our advertisers to build a profile of your interests and show you relevant ads on other sites. For these cookies, we ask for your explicit consent via a cookie banner.

You can manage your cookie preferences through your browser settings or via our cookie banner. Please note that disabling certain cookies may affect the functionality of the website.

8. Marketing purposes

CLICK BEHAVIOR AND VISIT DATA

On our company's website, general visit data is recorded. In this context, the IP address of your computer, any username, the time of retrieval, and data that the browser of a visitor sends along may be registered and used for statistical analyses of visit and click behavior on the website. We also optimize the functioning of the website with this data. We try to anonymize this data as much as possible. This data is never shared with third parties.

GOOGLE ANALYTICS

Our website uses Google Analytics to track how surfers use our website and how effective our Adwords ads are on Google search result pages. The information obtained, including your computer's address (IP address), is transmitted to and stored by Google on servers in Ireland, Dublin.

Read Google's privacy policy for more information, as well as the specific privacy policy of Google Analytics.

Google uses this information to track how our website is used, to provide reports about the Website to us, and to offer its advertisers information about the effectiveness of their campaigns. Google may provide this information to third parties if legally required to do so, or to the extent that these third parties process the information on behalf of Google. We have no influence over this. We have not allowed Google to use the obtained analytics information for other Google services.

LINKEDIN AND GOOGLE

Our website includes buttons to promote or share pages on social networks such as LinkedIn and Google. These buttons are implemented by code provided by the social media channels themselves. This code places a cookie, among other things (see above).

We also use the LinkedIn tool: Sales Navigator, which processes data in our CRM package.

Please read the privacy statement of these social networks (which may change regularly) to see what they do with your personal data that they process with this code.

CONTACT FORM

Do you want to fill out the contact form on our website? By giving consent, personal data will be processed as described in this privacy statement, and we are also always reachable via email.

9. Your rights as a data subject

In accordance with the GDPR, you have the following rights regarding your personal data:

• Right of access: You have the right to know what personal data we process about you and why.
• Right to rectification: You can request us to correct or complete inaccurate or incomplete personal data.
• Right to erasure ('right to be forgotten'): You can request us to delete your personal data under certain conditions (for example, if the data is no longer necessary for the purposes for which it was collected).
• Right to restriction of processing: You can request us to restrict the processing of your personal data under certain conditions (for example, if the accuracy of the data is contested).
• Right to data portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format and to transmit it to another data controller.
• Right to object: You can object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: If the processing is based on your consent, you have the right to withdraw that consent at any time. This does not affect the lawfulness of the processing before the withdrawal.
• Right to lodge a complaint: You have the right to lodge a complaint with the Belgian Data Protection Authority (GBA) if you believe that we are processing your personal data in violation of the law.

To exercise these rights, you can contact us using the contact details provided in paragraph 10. We will respond to your request within one month of receipt, unless the complexity or number of requests justifies a longer period.

10. Security of your personal data

We take appropriate technical and organizational measures to protect your personal data against loss, misuse, unauthorized access, disclosure, and alteration. These measures include, but are not limited to:

• Physical security: Access control to our offices and systems.
• Digital security: Encryption, firewalls, regular security updates, strong password policies.
• Organizational measures: Access restrictions to personal data, internal procedures and guidelines, employee training.
• Processor agreements: With all external parties that process personal data on our behalf.

Despite our efforts, no method of transmission over the internet or electronic storage can be 100% secure. We strive to maximize the protection of your data.

11. Contact Information

If you have questions about this privacy policy, wish to exercise your rights, or want to file a complaint, you can contact us:

van Helvert BV

Oude Baan 26, 3945 Tessenderlo-Ham

Email: privacy@vanhelvert.eu

Phone: 013 30 85 64

12. COMPLAINTS

If you do not agree with the way we handle your personal data, respect your rights, or this privacy statement, please let us know first so that we can respond appropriately.

You can always file a complaint with the Data Protection Authority = GBA (the former Privacy Commission) via www.gegevensbeschermingsautoriteit.be at 1000 Brussels, Drukpersstraat 35 or by email at contact@apd-gba.be or by phone at 02/274.48.00

13. Changes to this privacy policy

We reserve the right to change this privacy policy from time to time. The most recent version will always be available on our website. We recommend that you review this policy regularly to stay informed of any changes. We will communicate significant changes via our website or by email.