Skip to content
MINIMA

Privacy policy

Last updated:

This text is being updated
We are currently updating this page. Do you have a question about this topic in the meantime? Feel free to get in touch.

Note

This is an English translation for your convenience. In case of any difference between the versions, the Dutch text prevails.

1. Who is responsible for your data?

The controller of the personal data covered by this privacy policy is:

  • MINIMA Group BV, trading as MINIMA
  • Registered office: Nieuwendijk 12D, 3582 Beringen (Koersel), Belgium
  • Office: Edward Staintonstraat 52, 3550 Heusden-Zolder, Belgium
  • Company number: BE 1003.161.132 (RLE Antwerp, Hasselt division)
  • Email: info@minimaworks.be
  • Phone: +32 (0) 11 93 63 00

For questions about your data, email privacy@minimaworks.be.

2. What does this privacy policy cover?

This policy describes how we handle the personal data of:

  • visitors to minimaworks.be;
  • people who contact us via a form, email or phone;
  • clients, suppliers and partners, and their contact persons;
  • candidates who apply for a job.

As an IT partner, we also manage our clients' systems, which contain personal data of their employees and customers. For that, we act as a processor on behalf of that client. That processing is covered by the data processing agreement with the client, and not by this privacy policy.

3. Which data do we process, and why?

Contact form

Your name, email address, phone number (optional), company name (optional), the subject and your message. We use them to answer your question and, if you ask us to, to prepare a proposal.

Legal basis: your consent, which you give by ticking the box in the form, and steps you request yourself prior to a possible contract.

IT check and request form

Your answers to the questions (what you are looking for help with, the size of your company, how your IT is organised today and how urgent it is), any comment you add, your name, company name, phone number, email address (optional) and when it is best to call you back. We use them to call you back and to prepare for your question.

Legal basis: steps you request yourself prior to a possible contract.

Job applications

Your name, email address, phone number, LinkedIn profile (optional), your motivation and your CV, and anything else you tell us during the procedure. We use them only to assess your application and to invite you for an interview.

Legal basis: steps you request yourself prior to a possible employment or collaboration agreement, and your consent, which you give by ticking the box in the form.

Clients, suppliers and partners

Name, job title, company details, contact details, details for quotes and invoicing, the support requests and tickets you create and the history of our contact. We use them to deliver our services, to invoice and to inform you about what you purchase from us.

Legal basis: the performance of the contract, our legal obligations (such as accounting legislation) and our legitimate interest in maintaining a good client relationship.

Website visits

  • Technical data. Like every website, our server processes technical data when you visit, such as your IP address, the type of browser and the time of the request, in order to display the page and to secure the website. To limit abuse of our forms, the server keeps your IP address in working memory for one minute. Legal basis: our legitimate interest in a secure and working website.
  • Visitor statistics. We use Plausible Analytics, which we host ourselves. Plausible sets no cookies, stores no IP addresses and creates no profiles. We only see aggregated figures, such as visits per page, the country and the type of device. Legal basis: our legitimate interest in improving the website.

You can read more about cookies in our cookie policy.

We do not send you a newsletter or promotional emails without your explicit consent. If you give that consent, you can unsubscribe at any time via the link in every email.

We do not make decisions about you that are based solely on automated processing or profiling.

4. How long do we keep your data?

We do not keep your data longer than necessary for the purpose for which we collected it:

  • Questions via a form, email or phone that do not lead to a collaboration: up to two years after the last contact.
  • Job applications: up to six months after the end of the procedure. If we want to keep your data longer for a future vacancy, we first ask for your consent, and we then keep it for a maximum of two years.
  • Client and supplier data: for as long as the collaboration lasts, and after that for as long as we are legally required to. We keep accounting documents such as invoices for ten years.
  • Technical data from website visits: only for as long as necessary to secure the website.

After that, we delete or anonymise your data.

5. Who do we share your data with?

We never sell your data and do not pass it on for other parties' marketing. We only share it with:

  • Service providers who help us, such as the provider that sends the emails from our forms (ZeptoMail by Zoho Corporation), our hosting partner and the software we use for email, customer management, support and accounting. They process your data only on our behalf, according to our instructions and under a data processing agreement.
  • Our accountant and advisers, insofar as this is necessary for their assignment.
  • Public authorities, when the law requires us to do so.

In the event of a reorganisation or transfer of (part of) our activities, data may pass to the acquiring party, which must then offer the same level of protection.

6. Data outside the European Economic Area

We preferably process your data within the European Economic Area. If a service provider does work with servers or support outside the EEA, this only happens when appropriate safeguards are in place: an adequacy decision of the European Commission (such as the EU-US Data Privacy Framework) or the standard contractual clauses of the European Commission.

7. How do we secure your data?

Security is our trade, and we apply the same measures that we set up for our clients: encrypted connections, multi-factor authentication, access limited to those who need it, backups and monitoring of our systems. If you do notice an incident or suspect one, let us know immediately via privacy@minimaworks.be.

8. What are your rights?

You have the right to:

  • access the data we hold about you;
  • have inaccurate or incomplete data rectified;
  • have your data erased, unless we are legally required to keep it;
  • have the processing restricted;
  • receive your data in a common format or have it transferred;
  • object to processing based on our legitimate interest;
  • withdraw your consent at any time, without affecting the lawfulness of the processing based on that consent before its withdrawal.

Send your request to privacy@minimaworks.be. We respond within one month. If we are unsure whether the request really comes from you, we may ask you to confirm your identity.

If you are not satisfied with how we handle your data, you can lodge a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussel, contact@apd-gba.be, www.gegevensbeschermingsautoriteit.be. We would, however, like to hear from you first, so that we can resolve it together.

Our website refers to other websites, such as our client portal, our knowledge base and LinkedIn. Those websites have their own privacy terms. Please read them when you visit those websites.

10. Changes

We update this privacy policy when our services, our website or the legislation change. The most recent version is always on this page, with the date of the last change at the top.