1. Introduction
This privacy policy describes how Exalate (“we”, “us”, “our” or “Exalate”) collects and processes your personal data in relation to your use of our website https://www.exalate.com (“Website“).
Exalate respects your privacy and is committed to protecting your personal data in accordance with the applicable Belgian and European data protection legislation (including the General Data Protection Regulation (“GDPR”).
Please read this privacy policy carefully. It describes not only your rights, but also the way in which you can exercise them.
By using our Website, sharing your personal data with us via the Website, you acknowledge the manner in which we collect and process your personal data as described in this privacy policy.
2. Who we are and how to contact us
Exalate is a limited liability company (Naamloze Vennootschap) and acts as data controller in respect of the personal data collected via our Website.
Registered Office: Roderveldlaan 2, bus 3, 2600 Antwerp, Belgium
Enterprise number: 0834.937.594
We have appointed a Data Protection Officer, whom you can contact for questions about this privacy policy, your privacy and the processing of your personal data.
3. What Categories of personal data do we collect?
Depending on which data you choose to share with us, how you use our Website and which consents you provide us, we collect different types of personal data.
In general, if we process your personal data, it will be personal data of one of the following categories:
- identification and contact details;
- technical information and usage data;
- personal information.
Section 4 below further sets out which personal data we process for which processing activity.
4. For which purposes do wo process your personal data, on which legal basis and for how long?
General
Depending on your use of the Website we can process your personal data for the purposes specified in this section 4.
Please note that our Website may evolve and more functionalities may be added from time to time. In such case this list may also evolve and will be updated as necessary in accordance with section 16.
For certain processing purposes, we ask for your consent. The consent you give is always free and you have the right to withdraw it at any time. You can withdraw your consent by sending an email to: dpo@exalate.com. However, withdrawal of your consent does not affect the processing of personal data prior to such withdrawal or our processing activities which are based on any other legal basis.
Personal data of third parties
If you share any personal data of third parties with us, you guarantee that you have informed those third parties and you have received all necessary consents to communicate their personal data to Exalate.
Cookies
Our Website uses cookies and similar technologies. For more information, we refer to our website (https://www.exalate.com).
Who do we share your personal data with?
If and as required for the purposes set forth in section 4, your personal data may be shared with:
- third-party service providers (such as IT service providers, security providers, payment procurement providers, or hosting providers);
- professional advisers (such as lawyers or auditors); and
- third parties to whom we intend or choose to sell, transfer or merge (parts of) our shares, business or assets.
In any case, your personal data will only be shared with processors, sub-processors, employees and other third parties on a “need-to-know” basis, limited to the extent necessary to perform their services to us and we will implement appropriate safeguards to ensure the integrity and confidentiality of your personal data.
If Exalate engages processors or sub-processors, they will always act under the responsibility of Exalate and this will be done in accordance with a data processing agreement that meets the requirements of the GDPR. We require all our processors or sub-processors to take appropriate technical and organizational (including security) measures to protect your personal data in line with our policies. We do not allow our processors or sub-processors to use your personal data for their own purposes.
Upon request, we shall, as soon as possible after your request, inform you of the third parties with whom your personal data have been shared by providing you a more detailed list.
Additionally, we may disclose your personal data if this is required by law, or if we determine in good faith that such disclosure is required in order to comply with any pending judicial inquiry, judicial order or litigation and/or to safeguard our rights.
International transfers
In principle, Exalate does not transfer your personal data to third countries located outside the European Economic Area (“EEA”). However, it is possible that Exalate -through its processors or sub-processors- does transfer your personal data to countries outside the EEA. In this event, Exalate will only transfer your personal data outside the EEA in accordance with the applicable data protection legislation and subject to appropriate safeguards.
Please contact us if you want further information on the specific mechanism(s) used by us when transferring personal data out of the EEA.
Direct marketing
If you give us your consent, we can use your personal data for direct marketing purposes. It is possible that your personal data will be subject to profiling for marketing purposes. This enables Exalate to keep you informed about its services, updates, events, etc.
You may at any time withdraw your consent and object to the processing of your personal data for direct marketing purposes, including profiling, to the extent that it is related to such direct marketing (free of charge).
You shall have the right at any time to object to the processing of your personal data for direct marketing purposes, including profiling to the extent that it is related to such direct marketing, free of charge, by sending an email to: dpo@exalate.com
Data security
Exalate is committed to trying to make sure that your personal data is secure and makes all reasonable and appropriate efforts to protect the confidentiality of your personal data. We have implemented appropriate technical and organizational measures, safeguards and assurances to process your personal data in accordance with the GDPR, in particular to protect your personal data against loss, misuse, or unauthorized alteration or destruction.
Please contact us if you would like more information on the specific measures taken.
Despite the measures taken by us, you should be aware that there are always risks associated with sending personal data over the internet. The security and protection of your personal data can never be fully guaranteed, nor can we guarantee that unauthorized third parties will never be able to defeat those measures or use your personal data for improper purposes.
Data retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes determined in section 4 of this privacy policy, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you or the organization you work for. Afterwards it is still possible that they can be found in our back-ups or archives, but they will no longer be actively processed in a file.
The applicable retention periods that apply to each processing activity are set out in the table above under section 4.
Your legal rights and how to excercise them
Within the limits defined in Articles 15-22 of the GDPR, you have the following legal rights in relation to your personal data:
Right of access: you have the right to obtain confirmation from us as to whether or not we are processing your personal data, to access that personal data and how and why it is being processed, as well as to receive a copy of that data.
Right to rectification: you have the right to obtain a rectification of your personal data or to request that we complete your personal data when you become aware that we are processing incorrect or incomplete data about you.
Right to erasure (‘right to be forgotten’): you have the right to obtain erasure of your personal data in certain specific cases.
Right to restriction: you have the right to have the processing of your personal data restricted in certain specific cases.
Right to portability: you have the right to obtain the personal data you have provided to us in a structured, commonly used and machine-readable form, and to transfer (have transferred) that personal data to another controller.
Right to object: you have the right to object to the processing of your personal data on the basis of our legitimate interest for reasons relating to your specific situation.
The exercise of these rights is in principle free of charge. Only in the event of unreasonable or repeated requests we may charge a reasonable administrative fee. We will always inform you of the applicable fee before charging it.
You can exercise your rights by sending an e-mail to: support@exalate.com.
In your request, make sure to clearly specify which right you wish to exercise so we can help you as efficient as possible. Please note that in some case we may require you to give more information about yourself to ensure that we are dealing with the correct person.
If you contact us to exercise your rights we will respond within 1 month. Exceptionally this may take longer (up to 3 months), but then we will inform you within 1 month of the reasons why.
Your right to lodge a complaint with a supervisory authority
If you consider that our processing of personal data infringes the GDPR, you have the right to file a complaint with a supervisory authority, in particular in the member state of your habitual residence, the place of work or the place of alleged infringement.
In Belgium the competent supervisory authority is the Data Protection Authority (“Gegevensbeschermingsauthoriteit” “Autorité de protection des données”):
Startpagina burger | Gegevensbeschermingsautoriteit
Drukpersstraat 35, 1000 Brussels, Belgium
+32 (0)2 274 48 00
However, we would appreciate the chance to deal with your concerns before you approach the authority, so please contact us in first instance.
Third party links
Our Website may contain links to third party websites and/or applications. Exalate is not responsible for the content of these websites and applications and is not responsible for the privacy standards and practices of such third parties. We recommend you to read the relevant privacy policies of these third parties and their websites before you accept their cookies and visit their website to ensure yourself that your personal data is sufficiently protected. Nonetheless, we seek to protect the integrity of our Website and welcome any feedback about these websites and/or applications.
Liability
If Exalate has legitimately transmitted your personal data to a third party (not being its (sub-)processor), Exalate shall not be liable for any unlawful processing or unlawful use by that third party.
Exalate is in any case only liable for the damage caused by the processing of personal data if it did not comply with its specific obligations under the GDPR. Exalate shall in no event be liable for any special, incidental, indirect or consequential losses or damages.
The foregoing exclusions and limitations shall only apply to the maximum extent permitted by applicable law.
Changes
We may amend this privacy policy from time to time. Any such changes will be notified on our Website. The date of the most recent version is shown below or on the top right-hand corner of the privacy policy. Please review our privacy policy periodically to stay informed of changes that may affect you.
Amended versions of this privacy policy take effect [ten (10) days] after their publication on the Website, and/or other form of announcement and, if necessary, will always be submitted for approval, unless such modifications are necessary to comply with a legal requirement. In the latter case, the changes will take effect immediately.
