Privacy statement

1. Who is responsible?

KOLÉ is a trading name of Ben I.T. Services. Ben I.T. Services is the data controller for the personal data processed through this website, within the meaning of the General Data Protection Regulation (GDPR).

Company

Ben I.T. Services, trading as KOLÉ

Address

Turnhoutsebaan 105, 2140 Antwerpen, Belgium

Company number

0721.760.865

Email

info@kole.be

Phone

+32 472 62 09 55

For any questions about your data, you can reach us through these channels.

2. What data do we process?

When you fill in the quote form

• Contact details: name, email address and, if you fill them in, phone number, company name, VAT number and your contact preference.
• Details of your request: the services you choose, your description and the project details you fill in (for example quantities, sizes, the desired delivery or the link to your existing website).
• Files you attach, such as a logo, design or photo. These may themselves contain personal data.
• Technical details: the time of sending and an encrypted code derived from your IP address. We do not store your IP address itself. We only use this code to prevent misuse and spam, for example by limiting how often a request can be sent from the same address.

Your name, your email address and a description of your request are needed so we can reply. Without them we can’t process the form. All other fields are optional.

When you contact us directly

If you email us, call us or send us a message, we process the data you give us yourself: your name, your email address or phone number and the content of your message.

When you visit the website

As with almost every website, the server the site runs on records technical data about each visit: your IP address, the time, the page requested and the type of browser. This is needed to run and secure the site. On this website we do not use any analytics or advertising tools that track your browsing.

3. For what purpose and on what basis?

We do not use your data for newsletters or advertising, and we do not sell or rent it. There is no automated decision-making or profiling.

4. How long do we keep it?

• Requests via the form, along with any attached files, are, after 24 months automatically deleted from our website system. If you ask for deletion sooner, we will do it sooner (see your rights).
• The encrypted IP code used for spam protection is deleted after 7 days, except where a request was sent. In that case it is kept for as long as the request itself.
• If you become a customer, we keep the data on invoices and in our accounts for as long as Belgian accounting and tax law requires.

5. Who receives your data?

Within KOLÉ, only the people handling your request or order have access to your data. We also work with service providers who process data on our behalf (processors):

• our hosting provider, where the website and submitted requests are stored;
• our email provider, which forwards requests to our mailbox and which we use to reply to you.

If it is needed for your order, we pass the necessary data on to a carrier for delivery. We also pass on data if required to do so by law.

External services: on copies

6. Cookies and storage in your browser

This website places on visitors' devices no cookies and loads no tracking scripts, advertising pixels or embedded content from third parties. Fonts, videos and images all come from our own server.

To make the site work, we store a few technical details in your browser, for example whether the opening animation has already been shown and your cookie choice. This data stays on your device and is not sent to us. You’ll find all the details and your cookie settings in our cookie policy.

7. Security

We take technical and organisational measures to protect your data against loss and unlawful access. For example, the connection to the website is encrypted (https), the management of requests is password-protected and attached files cannot be accessed publicly. No system is completely invulnerable. If you suspect misuse, please let us know.

8. Your rights

Under the GDPR, you have the right to:

• access your data (art. 15);
• have inaccurate data corrected (art. 16);
• have your data erased (art. 17), unless we are legally required to keep it;
• restrict processing (art. 18);
• receive your data in a common format or have it transferred (art. 20);
• object to processing based on our legitimate interest (art. 21).

To exercise any of these rights, email info@kole.be or send a letter to the address above. We may ask you to confirm your identity so that we do not give your data to the wrong person. We reply within the legal deadline of one month. For complex or numerous requests, this deadline can be extended by two months. In that case, we will let you know within the first month.

9. Filing a complaint

If you are not happy with how we handle your data, please let us know first. You also always have the right to lodge a complaint with the Belgian supervisory authority:

Data Protection Authority
Drukpersstraat 35, 1000 Brussels
www.gegevensbeschermingsautoriteit.be
contact@apd-gba.be

10. Changes

We update this statement if anything changes in how we process data, for example if we start using a new service. The date at the top shows when it was last updated.