TCOFLEET BV with registered office at Noorderlaan 133, 2030 Antwerp, registered in the Crossroads Bank for Enterprises with company number 0717.968.462, RPR Antwerp (hereinafter “Tcofleet” or “we”), is responsible for the processing of personal data as described in this privacy policy .

 

This privacy policy aims to inform you in a transparent manner about the personal data that TCOFLEET processes about you, in accordance with Articles 13 and 14 of the General Data Protection Regulation (“GDPR”).

 

TCOFLEET reserves the right to change this privacy policy. You can always find the most current privacy policy on the TCOFLEET website. You will find the last date of change here.

This privacy policy was last modified on May 3, 2023.

 

Contact details

 

You can contact TCOFLEET through different channels:

• Via the website https://www.tcofleet.be

• By e-mail via info@tcofleet.be

• By post to the above address.

You can contact our DPO via the email address privacy@tcofleet.be.

 

Personal data that we process

 

Below you will find an overview of the personal data we process:

When you visit our website, we collect the following personal data about you:

• Your IP address.

• Security-related data: security logs, connection and activity logs, and your web browser's user agent.

• When you allow us to, we also collect data related to your use of our website (such as, for example, the pages you have consulted or whether you have visited our website before). When you register for our newsletter, we collect your name and email address. When you contact us through our website, we collect the following personal data about you:

• Your first and last name, your e-mail address, the company name of your company or the company you work for and your IP address.

• Personal data (eg your telephone number, office address, etc.) provided by you in correspondence with TCOFLEET.

 

When you use the TCOFLEET SaaS platform or one of our customer portals as part of your service provision, we collect the following personal data about you:

• Your surname and first name, your e-mail address (username), your password (encrypted), your IP address, your preferred language and, if applicable, your position.

• Information related to your company or the company you work for: company name, registered office or address, VAT number, legal form, bank account number(s), financial service provider.

• Personal data (eg your telephone number, office address, etc.) provided by you in correspondence with TCOFLEET.

 

We do not process special categories of personal data. We do not intend to collect personal data about website visitors under the age of 16, unless they have received parental consent.

 

For what purpose we process personal data

 

We process your personal data for the following purposes:

• Customer management

To provide you with information when you request it and to respond to your messages when you contact us.

 

To allow us to send you promotional offers and information about our products, for example by means of a newsletter or advertising brochure. In this regard, you can exercise your right to object at any time. We facilitate the exercise of your right to object, for example by means of a clearly visible unsubscribe link at the end of a promotional email.

To send you information about the evolution of our products and services.

To ensure the quality of our business relationship with you.

In the context of our financial administration and to provide you as a customer with an invoice or payment details and to process your payment.

• Direct marketing To inform you as a potential customer about our products and to enable you to register as a customer.

To send you promotional offers and information about our products, for example by means of a digital newsletter or advertising brochure. In this regard, you can exercise your right to object at any time. We facilitate the exercise of your right to object by means of a clearly visible unsubscribe link at the end of a promotional email.

 

Which legal basis we use to process your personal data

We always monitor the lawfulness of the processing and only process your personal data insofar as at least one of the following conditions is met:

• The processing is necessary for the performance of an agreement

 

We process your personal data when this is necessary for the performance of an agreement. This is the case, for example, in the context of customer management and financial administration. This is also the case when you fill in the contact form and we therefore want to contact you for an appointment about one of our products.

• The processing is necessary for the purposes of TCOFLEET's legitimate interests

 

We process your personal data when this is necessary for the purposes of our legitimate interests.

For sending electronic mail to existing customers or subscribers whose electronic contact details we have obtained in the context of the sale of a product or service in itself, we base the processing of your personal data on the possibility of engaging in direct marketing.

In the context of invoicing, debtor and customer management in general, we base ourselves, where appropriate, on the ability to recover debts without court intervention.

In this case, we always weigh up your interests, fundamental rights and fundamental freedoms and refrain from processing your personal data if your interests prevail.

• The processing is necessary to comply with a legal obligation to which TCOFLEET is subject

 

In some cases, the processing of your personal data may be necessary to comply with legal obligations, for example for customer billing or in the context of fraud prevention.

• You authorize TCOFLEET to process your personal data

 

In certain cases, we ask for your permission to process personal data before sending direct marketing electronic mail. When the processing is based on your consent, you always have the right to withdraw this consent easily and free of charge. However, this does not affect the lawfulness of processing based on your consent before its withdrawal.

 

Who receives your personal data?

In the context of our services and in order to be able to pursue the above purposes, we must in certain cases share your personal data with the following categories of recipients:

• TCOFLEET employees who need access to your personal data and third party service providers who have signed a confidentiality agreement with us.

• Processors with whom TCOFLEET cooperates to ensure the quality of its services:

o Customer relationship management (CRM) applications that allow us to manage and store information about our current and potential customers.

o Cloud computing platforms, which we use to host our SaaS platform and as part of user and access management for our SaaS platform. o Calling and communication systems that we use to build relationships and initiate conversations with existing and potential customers.

 

We conclude a processing agreement with companies that process your data on our behalf to guarantee the confidentiality and appropriate security of your personal data. TCOFLEET remains responsible for these processing operations. • Where applicable, government agencies or regulatory authorities in accordance with our legal obligations.

 

Security of personal data

TCOFLEET takes appropriate technical and organizational measures to ensure a level of security appropriate to the risk.

 

How long we keep your personal data

TCOFLEET does not store your personal data for longer than is strictly necessary to achieve the purposes for which your data is collected. We use the following retention periods in this regard:

• Customer management: 5 years, counting from the termination of the agreement.

• Direct marketing: data collected for direct marketing purposes is kept for a period of 3 years.

• Invoicing management: 1 year, counting from the termination of the agreement.

• Technical logs are kept for a maximum of 30 days.

 

What rights do you have?

In accordance with Articles 13 to 21 of the GDPR, you have the right to information, access, rectification, erasure, restriction of processing, portability and objection with regard to your personal data.

The exercise of your rights may, where appropriate, be subject to additional conditions, as set out in the GDPR. We also reserve the right to collect additional personal data if there is reasonable doubt about your identity in the context of exercising your rights.

TCOFLEET would also like to point out that you have the option of submitting a complaint to the competent supervisory authority. In this case, however, we ask you to contact us first, so that we can find a suitable solution together.

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TCOFLEET, May 3, 2023.