The IxorDocs privacy policy (hereinafter: "Privacy Policy") explains how IxorDocs collects and processes your data when you use the IxorDocs web application (hereinafter: "Application") and the services offered on it (hereinafter: "Services").
When you use the application, we use cookies and similar technologies. As a result, personal data about you is also collected and processed. If you would like to know more about this, please read through our Cookie Policy at https://beterverbonden.be/accountportal/privacy/cookiepolicy
1. General
1.1. Your data is collected and processed by Ixor BV, Schuttersvest, 2800 Mechelen, Belgium, registered in the CBE under the number 0478.493.179 (hereinafter "IxorDocs", "we", "us"). You can reach us at dpo@ixordocs.be.
1.2. Any term beginning with a capital letter is to be understood as defined in this Privacy Policy. Where appropriate given the context, singular words shall be understood to include their plural and vice versa.
1.3. Where reference is made to certain legislation and related implementing measures, such reference shall also be deemed to include any future amendments, replacements or cancellations of such legislation and measures.
1.4. IxorDocs reserves the right to modify, supplement or replace this Privacy Policy from time to time. Such changes, additions or replacements will be notified to you through the Website. If you do not agree to these changes, additions or replacements, we ask that you send an email to the email address listed in clause 1.1. If we do not receive notice from you within three (3) business days after the changes, additions or replacements have been notified via the Website, you will be deemed to have accepted all changes, additions or replacements.
2. Categories of personal data that we process
2.1. When you register as a user on the Website or use the Website and the Services, we obtain personal data from you. The personal data that we may collect and process as a result are: - Technical information associated with the browser and device you use, such as, among others, IP address, browser type, which parts of the Website you visited, and the webpage you visited when accessing the Website.
2.2. When you create an account on the application, we collect: - Identity data: surname and first name, company name, date of birth and gender. - Account information: username and login information. - Contact data: residential address, business address, email address and phone number. These include correspondence data with and outgoing from IxorDocs, as well as communication preferences. - Financial data: bank account number, payment method. - Geographic location data: when using mobile device.
2.3. The IxorDocs platform itself never requests sensitive personal data. However, invoices processed through the platform may include sensitive personal data. For the purposes of this provision, sensitive personal data should be understood as: - Personal data revealing racial or ethnic origin; - Political opinions; - Religious or philosophical beliefs; - Trade union membership; - Genetic or biometric data; - Health data; - Data relating to a person's sexual behavior or sexual orientation.
3. The purposes for which and legal basis on which we process data
3.1. IxorDocs processes your personal data in order to register you and to be able to provide the Website and Services. We rely on the necessity of this processing in order to perform the contract between you and us.
3.2. When you provide sensitive personal data as mentioned in clause 2.3, it follows that you consent to the processing of that personal data. For this, we rely on the explicit consent of the data subject. If this processing concerns the personal data of a child under 13 years of age, the consent must be granted by the legal representative of this child.
3.3. IxorDocs may process the data mentioned in 2.2 and 2.3 to communicate commercial messages. For this purpose, we rely on your consent to these communications. You may withdraw your consent to these communications at any time. By giving your consent to the processing of your personal data for commercial purposes, you agree to this personal data being processed as described in this Privacy Policy.
3.4. IxorDocs may process your personal data in order to comply with the legal obligations incumbent upon us as well as to be able to respond appropriately to any valid request for information and intelligence from public authorities, judicial authorities, police and other competent public bodies. For this purpose, we rely on the necessity of such processing in order to fulfil our legal obligations.
3.5. IxorDocs may process your personal data to perform statistical analysis, to conduct research, to improve the application, the Services and other services and to develop new services. For this purpose, we rely on the necessity of the processing for the protection of our own legitimate interests. The interests mentioned here are, on the one hand, the interest in being able to continue to offer a high-quality service and, on the other, the interest in being able to develop new products and services.
3.6. IxorDocs may process your personal data to advance the legitimate interests of us or a third party if your use of the Website and the Services constitutes one of the following abuses: (a) a violation of applicable law and terms of use or of the rights of third parties; (b) a threat to the security of the Website and the Services or the underlying infrastructure, systems and services, such as, but not limited to, as a result of viruses, malware, spyware or other forms of malicious software code; (c) the expression of hatred, discrimination, racism, defamation, slander or any other expression that should be construed as harmful, offensive or in any way illegal.
4. Location and transfer
4.1. IxorDocs only shares your personal data with the following categories of recipients: - Subcontractors and partners of IxorDocs with whom we have an agreement and who help us to make the application and its functionalities available, such as IT service providers and financial service providers;
4.2. IxorDocs does not disclose your personal data to third parties without your consent. However, when you use our social media channels, you understand that your personal data will be processed by our social media providers. More information on how these parties process your personal data can be found in their respective privacy policies.
5. Quality guarantees
5.1. IxorDocs shall use its best efforts to process only those personal data that are necessary to pursue the purposes under Article 3.
5.2. Your personal data will only be processed for as long as necessary to fulfill the purposes under Article 3. As soon as this period has expired, IxorDocs will de-identify your personal data unless: - IxorDocs or another third party has an interest in keeping your personal data in identified form and this interest outweighs your fundamental rights; - A legal or regulatory obligation or a court or administrative order prevents IxorDocs from doing so.
5.3. IxorDocs will take appropriate technical and organisational measures to protect your personal data against unauthorised access, theft as well as accidental loss, accidental alteration or destruction. Access to your personal data is limited to the staff members of IxorDocs and of the service providers we have engaged who actually need access in order to fulfil the purposes referred to in article 3. All staff members who have access to your personal data are bound by an obligation of confidentiality. You understand, however, that security is a best-efforts obligation and that a complete guarantee of security is impossible.
6. Your rights
6.1. You have the right to request access to all personal data processed by IxorDocs as a result of your use of the Website and the Services. IxorDocs reserves the right to charge an administration fee for multiple consecutive access requests clearly made for the purpose of causing inconvenience or damage to IxorDocs.
6.2. You have the right to request that any inaccurate personal data be corrected free of charge. When a request for correction is made, it shall be accompanied by proof of the defective nature of the data for which the correction is requested.
6.3. You have the right to withdraw the consent given under clause 3.3 at any time.
6.4. You have the right to request the deletion of your personal data if they are no longer necessary in view of the purposes set out in Article 3:
- A legitimate interest of IxorDocs or another third party to hold your personal data in identified form where this interest outweighs your fundamental rights;
- A legal or regulatory obligation or a court or administrative order preventing IxorDocs from deleting your personal data. Instead of requesting deletion, you may also request that IxorDocs restrict the processing of your personal data if (a) you dispute the accuracy of that data, (b) the processing is unlawful or (c) the data is no longer necessary for the purposes specified in Article 3, but you need it to defend yourself in legal proceedings.
6.5. You have the right to oppose the processing of personal data in the cases set out in Articles 3.4, 3.5 and 3.6 if you are able to prove that your specific circumstances justify such opposition. However, if the intended processing is qualified as direct marketing, you have the right to object to such processing free of charge and without justification.
6.6. You have the right to receive from us, in a structured, commonly used and machine-readable format, all personal data that you have provided to us.
6.7. If you wish to make a request to exercise one or more of the rights listed above, you may contact IxorDocs directly by sending an e-mail to dpo@ixordocs.be. The e-mail by which you request to exercise a right will not be interpreted as consent to the processing of your personal data beyond what is required to handle your request. Every request must clearly indicate which right you wish to exercise and the reasons for doing so if required in accordance with Articles 6.1 to 6.5. It must also be dated and signed and accompanied by a digitally scanned copy of your valid identity card or other document proving your identity. Once this request is received by us, you will receive confirmation of receipt of this request as soon as possible. If the request appears valid, it will be acted upon as soon as reasonably possible and no later than thirty (30) days after receipt of the request. If you have a complaint about the processing of your personal data by IxorDocs, you can always contact us at the email address mentioned in this article. If you are not satisfied with our response, you may file a complaint with the competent data protection authority, i.e. the Belgian Data Protection Authority. For more information, visit https:// www.gegevensbeschermingsautoriteit.be.
