Privacy statement
Uptime Group attaches great importance to your privacy and careful handling of your personal data. We therefore make every effort to use this privacy statement to explain to you in clear and plain language what personal data we collect from you, what we use it for and what your rights are in this regard.
This version of this privacy statement 30/03/2023
1 Table of contents
4 Why and how do we process your personal data?. 2
4.1 Customer relationship management (incl. prospecting new customers) 2
4.2 Sending newsletters or aftermovies 2
5 Sharing personal data with third parties 3
6 Transfer of personal data outside the EEA. 4
7 How long do we keep your personal data?. 4
8 Automated individual decision-making. 5
9 What are your rights and how can you exercise them?. 5
9.3 Right to restriction of processing: 5
9.4 Right to data portability: 6
9.6 Right to data erasure (right to oblivion): 6
9.7 Right to withdraw your consent: 7
9.8 Right to oppose the processing of your personal data in automated individual decision-making: 7
10 Who can I contact with further questions or any complaints about privacy?. 7
11 Adjustments to the privacy statement 8
2 Who are we?
“We”, “We”, “us” or “our” means Uptime Group NV with registered office at Prins Boudewijnlaan 41, 2650 Edegem and with company number BE0891.959.243.
If you have any questions, comments or complaints regarding this privacy statement or the processing of your personal data or wish to exercise any of your rights, please contact us by e-mail to dpo@3headedgiant.be
This privacy statement applies to Uptime Group’s marketing activities.
4 Why and how do we process your personal data?
If you visit our events and/or are in contact with us, certain personal data may be processed. Below you will find more information on the various processing activities that may apply to you.
4.1 Customer relationship management
Legitimate interest – Uptime Group is always looking for new customers, actively establishing new contacts for this purpose and building relationships with existing customers. As part of this, your personal data are processed (e.g. to invite you to other forms of communication, an event…)
This processing is based on the legitimate interest of Uptime Group. You can always object to this according to the conditions described under ‘right to object’ in the section ‘What are your rights and how to exercise them’.
- What personal data do we process?
- Identification and contact details
- Other details as may have been raised during further contacts:
- Occupational data
- Leisure activities and interests
- Personal details
- …
- How do we obtain this personal data? Directly from you
- How long do we keep them? Up to 3 years after completion of a last order or contact
- With whom may we share this personal data (other than affiliated and associated companies)? Partners or sponsors of the event.
- Do these activities involve automated individual decision-making? No
- Do these activities involve transfers outside the EEA? No
Consent – On our website, you can subscribe to our newsletter. We process this personal data to then contact you when a new newsletter is available for you.
This processing is done on the basis of your consent. You have the option of withdrawing the given consent at any time without prejudice to the lawfulness of the data processing up to the time the withdrawal took place. Specifically, this means that your consent remains valid for all previous newsletters, but you will no longer receive newsletters.
- What personal data do we process? Identification and contact data
- How do we obtain this personal data? Directly from you
- How long do we keep them? As long as consent is not withdrawn
- With whom may we share this personal data (other than affiliated and associated companies)? Partners or sponsors of the event.
- Do these activities involve automated individual decision-making? No
- Do these activities involve transfers outside the EEA? No
Consent – When you register for one of our events, personal data is processed for the processing of your registration and the organisation of the event.
This processing is done on the basis of your consent. You have the possibility of withdrawing the given consent at any time without prejudice to the lawfulness of the data processing up to the time the withdrawal took place. Specifically, this means that your consent remains valid for all previous events in which you have already participated, but you will not be invited to future events.
- What personal data do we process?
- Identification and contact details
- Other data as possibly communicated spontaneously:
- Occupational data
- Leisure activities and interests
- Personal details
- Allergies or dietary requirements
- …
- How do we obtain this personal data? Directly from you
- How long do we keep them? We keep personal data about your participation for up to 1 year after the event takes place.
- With whom may we share this personal data (other than affiliated and associated companies)? Partners and sponsors of the event.
- Do these activities involve automated individual decision-making? No
- Do these activities involve transfers outside the EEA? No
4.4 Photos, mails and video material from events
Legitimate interest – Uptime Group is always looking for fun photos and videos from at events to send to attendees or to use on Social Media. As part of this, your personal data is processed (e.g. Photos taken at our events).
This processing is based on the legitimate interest of Uptime Group. You can always object to this according to the conditions described under ‘right to object’ in the section ‘What are your rights and how to exercise them’.
- What personal data do we process?
- Identification and contact details
- Images
- How do we obtain this personal data? Directly from you
- How long do we keep them? We keep personal data about your participation for up to 3 years after the event takes place.
- With whom may we share this personal data (other than affiliated and associated companies)? Partners, event sponsors and social media partners.
- Do these activities involve automated individual decision-making? No
- Do these activities involve transfers outside the EEA? No
5 Sharing personal data with third parties
When you visit our website or use our products and services as a customer we may use third parties, such as partners, affiliated and associated companies and suppliers to whom we transfer your personal data as part of this process. These third parties help us provide, support, develop and understand the use of our products and services and provide services such as hosting, customer and technical support, marketing, analytics, content delivery and/or execution of online payment(s), among others.
In addition, we may also share data (including personal data) with third parties as part of a reorganisation, restructuring, merger, sale or other transfer of business assets. We share information provided by you, automatically collected information and information from others with these third parties to the extent necessary to enable them to provide their services or support. In the activities described above, we indicate for each activity the categories of third parties, other than affiliated and associated companies, with which we share your personal data.
Furthermore, we may have to provide access to your data or transfer your data because of a legal obligation. This to authorities, government agencies or other third parties.
Finally, we may pass on your data if this becomes necessary in the context of your vital interest.
6 Transfer of personal data outside the EEA
Uptime Group always tries to limit the transfer of personal data to third parties outside the European Economic Area (“EEA”).
If this should nevertheless be the case, in this situation we will ensure as soon as possible that this transfer is brought into line with the AVG (by, among other things, the presence of an adequacy decision in the country concerned or the establishment of an appropriate alternative, additional measures if necessary, etc.).
We refer to the section “Why and how do we process your personal data?”) for specific transfers.
7 How long do we keep your personal data?
We will not retain your personal data for longer than strictly necessary to fulfil the purposes for which the personal data were collected or according to the legal obligation imposed on us. We refer to the section “Why and how do we process your personal data?”) for the specific retention period.
8 What are your rights and how can you exercise them?
Uptime Group considers it important that you always retain control over the processing of your personal data. Below you will find more information on the various rights you have and can invoke in relation to the processing of your personal data:
Depending on the processing and the legal basis of that processing, certain conditions or restrictions may be attached to the exercise of the rights below.
To exercise the above rights, or information about them, please contact dpo@3headedgiant.be We will then also provide more information if there are certain modalities linked to your request. Furthermore, we may request additional information to verify your identity so that your personal data is not erroneously deleted or shared with someone who is not entitled to it. We will endeavour to respond to your request without unreasonable delay, but in any event within a period of one month from receipt of your request. If we cannot respond within one month and wish to extend the deadline, or if we will not act on the request, we will notify you.
Where we process your personal data, you have the right to access your personal data, as well as certain additional information as described in this privacy notice. You have the right to receive from us a copy of the personal data we hold, provided this does not adversely affect the rights and freedoms of others. The first copy will be provided to you free of charge, but in the event of repeated requests, we reserve the right to charge a reasonable fee.
If the personal data we hold about you is inaccurate or incomplete, you have the right to have this information corrected or, given the purposes of the processing – completed.
8.3 Right to restrict processing:
You have the right to have the processing of your personal data restricted. This means that the personal data may only be stored by us and used only for limited purposes. This right applies if any of the following situations occur:
- You dispute the accuracy of the personal data, for a period of time that allows us to verify the accuracy of the personal data;
- The processing is unlawful but you oppose the erasure of the personal data and request instead that its use be restricted;
- We no longer need your personal data for the processing purposes described above but you need it for the establishment, exercise or enforcement of legal claims; or,
- You have objected to processing and asked us to restrict processing pending the answer to whether our interests outweigh yours.
In addition to our right to store your personal data, we can still process it, but only:
- With your permission;
- For bringing, exercising or defending legal action;
- To protect the rights of another natural or legal person; or
- For reasons of public interest.
Before we lift the restriction on processing your personal data, you will be informed.
8.4 Right to data portability:
If the processing of your personal data is based on your consent, and the processing is carried out through automated processes, you have the right to receive a copy of your personal data in a structured, common and machine-readable form. You also have the right, where technically possible, to have your personal data transmitted directly by us to a third party. This right does not apply where this would infringe the rights and freedoms of others.
You have the right to object to the processing of your personal data in the activities described above. In the latter case, this can only be done if the activity is related to (1) the performance of a task in the public interest or in the exercise of a task in the exercise of public authority conferred on us or (2) the protection of our legitimate interests or those of a third party.
If you object to the processing of your personal data, we will no longer process the personal data unless we can demonstrate legitimate interests for processing that outweigh your interests, fundamental rights and freedoms.
If your personal data are processed for direct marketing purposes, regardless of whether this is initial or further processing, you have the right to object to such processing at any time and free of charge, including in the case of profiling insofar as it relates to direct marketing. If you raise such an objection, we will stop processing your personal data for this purpose.
8.6 Right to data erasure (right to oblivion):
You have the right to request us to delete your personal data. This means that the personal data must be deleted by us without unreasonable delay. This right applies if any of the following situations occur:
- Personal data are no longer needed for the purposes for which they were collected or otherwise processed;
- You withdraw your consent on which the processing is based, and there is no other legal basis for processing your personal data;
- Your personal data has been unlawfully processed;
- Erasure of your personal data is necessary to comply with European or Belgian law;
If you request us to delete your personal data, we will delete the personal data unless any of the following situations (exceptions) occur:
- The processing is in the context of exercising the right to freedom of expression and information;
- Erasure is not an issue given public health reasons;
- Erasure is out of the question given the need for archiving in the public interest, or statistical purposes;
- There is a legal obligation to retain the data; or,
- Erasure is not an issue given the institution, exercise or substantiation of an action.
8.7 Right to withdraw your consent:
If you have given your consent to certain processing of your personal data, you can withdraw it at any time. We try to make withdrawing your consent as simple as possible and, as far as possible, as easy as giving your consent.
8.8 Right to oppose the processing of your personal data in automated individual decision-making:
If your personal data is used in the context of automated individual decision-making and if these decisions have legal effects or other significant consequences, you can ask us to stop using your data. If you oppose such processing, we will stop or restrict processing unless there are compelling reasons to do so.
9 Who can I turn to with further questions or any complaints around privacy?
If after reading this privacy statement you have further questions or comments regarding the collection and processing of your personal data, you can always contact us at the following e-mail address: dpo@3headedgiant.be
In addition, you have the right to submit any comments and observations or complaints to the supervisory authority responsible for data protection. You can do this in the EU member state where you reside, the place where you work or the place where the alleged breach took place. In Belgium, you can complain to the Data Protection Authority:
Data protection authority
Rue du Printing Press 35, 1000 Brussels
+32 (0)2 274 48 00
www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen
www.gegevensbeschermingsautoriteit.be
As we attach great importance to our mutual relationship, we ask that you always contact us first so that we can work out a solution to whatever is at the root of your complaint.
10 Amendments to the privacy statement
Our organisation and therefore our website are a dynamic and innovative environment. This privacy statement may be modified if our services or applicable legislation so require. This means that we are constantly looking for better services tailored to your needs. It is possible that there will be new applications whereby we will collect or process your personal data in a different way. Naturally, we will inform you when there are important changes to this privacy statement, and we will ask your permission if necessary.