Privacy Policy

Maatwerkbedrijf De Springplank vzw encompasses various initiatives. Springplank vzw includes, among others, the following initiatives: Creazi; Second-hand shop Okazi; Okazi Boutique; Fietsparadijs Limburg; Fietspunten… Custom company De Springplank vzw and its initiatives are collectively referred to as "Springplank" in this privacy statement.

Springplank considers privacy and data protection to be of great importance. With this privacy statement (hereinafter: "Privacy Statement"), Springplank aims to inform you about the processing of personal data. Springplank will process your personal data with respect for your privacy and in compliance with the applicable data protection regulations.

We reserve the right to make changes to this Privacy Statement at any time. To stay informed of any changes, we ask you to regularly consult this Privacy Statement.

This Privacy Statement was last modified on 21/7/2023 by the CEO Carmen Mathijssen.

1. Definitions

Processing of personal data: Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of data. Personal data means any information relating to an identified or identifiable natural person.

Processor: A processor is a natural or legal person, public authority, agency, or other body which processes personal data on behalf of the controller.

Controller: A controller is a natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

1. Who does this privacy statement apply to?

This Privacy Statement applies to all direct customers, visitors, suppliers, job applicants, and all other individuals who are not employees of Springplank and whose personal data Springplank processes as a data controller. In this Privacy Statement, we refer to an individual belonging to one of these groups as a "data subject."

1. Contactgegevens

Our Data Protection Officer ensures that the processing of personal data by Springplank is carried out in accordance with this Privacy Statement and the applicable data protection and privacy regulations. The Data Protection Officer can be reached by email at privacy@okazi.be.

1. Controller

Only when Springplank acts as a data controller do points 5 through 10 of this Privacy Statement apply.

If you wish to exercise your rights as a data subject, you must always contact the data controller.

1. What personal data does Springplank process?

Based on the execution of a contract

Springplank processes personal data that are necessary for the execution of a contract in which you are involved, or to take measures at your request before the conclusion of a contract.

• When requesting a quote

If you wish to receive more information about the services or products of Springplank, you can request a quote through various channels (phone, website, social media, etc.). Springplank processes personal identification data (such as name and email) for this purpose, to provide you with the most accurate proposal possible.

• When processing an order, following up invoices, and commercial agreements

If you order products or services from or deliver them to Springplank, Springplank processes personal identification data and professional data to properly handle and follow up on the order or delivery.

• When applying for a job

Springplank regularly seeks new enthusiastic and motivated employees. During the application process, Springplank processes the following categories of personal data: personal identification data, personal characteristics (such as language, date of birth, etc.), competencies, educational history, career path, curriculum vitae, image, work references. We also process special categories of personal data (e.g., medical data) if necessary to offer you 'customized work.' We always do this in compliance with applicable regulations.

• When participating in an event

Springplank organizes events. In organizing such an event, we process personal identification data and professional data when registering.

• When participating in a workshop

Springplank organizes workshops. For smooth running and administrative follow-up, we process your personal identification data and professional data.

Based on your consent

When processing personal data based on your consent, you always have the right to withdraw it (see 10. What are your rights and how can you exercise them).

• When signing up for our newsletter

When you sign up for our newsletter, you consent to receiving a newsletter. Springplank gives you the opportunity to unsubscribe from the newsletter.

• When filling out a customer satisfaction survey

Springplank asks for permission to link personal data (identification data and professional data) to the results of a customer satisfaction survey. We only use this data to improve our services. Springplank may engage a research agency as a processor for this purpose; Springplank may also engage its own employees and/or interns for this purpose. Springplank will not use the data for other purposes or disclose it to third parties.

• When creating a recruitment reserve

If Springplank does not hire you after an application but would like to keep your CV for future opportunities, Springplank will ask for your consent to keep your CV.

• When using targeted photos for advertising purposes

When publishing targeted visual material on social media and the website, Springplank will ask for your consent. By targeted visual material, we mean images where the person is clearly recognizable (close-up, image focused on a particular person, posed photo, etc.).

Based on legitimate interest

Springplank processes personal data based on a legitimate interest where Springplank has conducted a balancing of interests.

• When using security cameras

Cameras are installed in and around Springplank's buildings to prevent, detect, or investigate disturbances or crimes against persons and property and to maintain public order. For this purpose, visual material is collected, processed, and stored.

• When handling a question, offering assistance, providing information at your request

You can contact Springplank through various channels (phone, correspondence, email, chat, website contact form, social media). We only use the personal data you provide to answer your questions.

• When sending direct marketing

Springplank sends direct marketing and processes personal identification data. Springplank respects relevant regulations, sending direct marketing only if there is a customer relationship, regarding similar products or services provided by Springplank itself. As a data subject, you always have the option to unsubscribe.

• When inviting to a customer satisfaction survey

Springplank invites customers to participate in a customer satisfaction survey. We may cooperate with a research agency for this purpose.

• When creating a recruitment overview list with the status for each data subject

Due to the many applications processed by Springplank and the various channels through which new candidates are presented, there is a legitimate interest in creating a list so that we do not reprocess candidates we reject after a few weeks. This list only contains personal identification data.

• When transmitting a CV within the group

If someone applies to Springplank, Springplank may distribute this application to the various initiatives within Springplank vzw. If, as an applicant, you only wish to apply to a specific initiative of Springplank, please explicitly state this.

• When maintaining contact details to notify you as a friend/family member or our employee in emergencies

We ask our employees to provide contact details of a friend and/or family member so that we can notify them in emergencies.

• When using visual material for public relations and/or journalistic purposes

When Springplank organizes a company event, Springplank has a legitimate interest in engaging in public relations to attract new employees and/or new customers. Event attendees are informed in advance and have the opportunity to object to having their photo taken: at the event itself to the photographer or after the event by sending an email to privacy@okazi.be.

• When improving website quality

Springplank uses tools to collect statistics and insights about website usage. This information is anonymized and not linked to your personal data. Analytical tools use cookies. These are text files placed on your computer that collect standard internet logging information and behavioral information.

Compatible purpose

If we collected your personal data based on a legitimate interest or a contract, we may also use this data in the future for another purpose compatible with the original purpose. We consider the following points:

• the relationship between the original purpose and the new/future purpose;
• the context in which the data was collected (what is the relationship between you and Springplank);
• the type and nature of the data (are they sensitive data?);
• the potential consequences of the intended further processing (what are the consequences for the data subject?);
• the existence of appropriate safeguards (such as encryption or pseudonymization).

1. With whom do we share your data?

Springplank does not share your personal data with third parties unless:

• Springplank has received your prior consent for this; Springplank is required to do so as part of a regulation or legal proceeding;
• Springplank is requested to do so by legislative or judicial authorities;
• Springplank organizes an event together with partners or suppliers. The participant list is also communicated to the partners or suppliers;
• Springplank is wholly or partially taken over or split up. In that case, Springplank will impose on the third party the obligation to process the personal data exclusively in accordance with the provisions of this Privacy Statement.

Springplank uses certain subcontractors such as consultants, study bureaus (e.g., for conducting satisfaction surveys), tools (e.g., CRM system, mailing tool) to outsource part of our services to them. These subcontractors are not considered third parties but processors. We ensure that these subcontractors take the necessary technical and organizational measures to process your personal data lawfully and not disclose it to third parties under any circumstances.

1. Security of your personal data

Springplank acknowledges that the security of personal data is part of data protection. Therefore, Springplank takes appropriate technical and organizational measures to protect your personal data against unauthorized processing or access to prevent misuse.

Whenever personal data is transferred to a processor outside the European Economic Area (EEA), Springplank does so in accordance with the terms of this Privacy Statement and follows the applicable data protection legislation to ensure adequate safeguards.

1. Retention of your personal data

Springplank only retains your personal data for the minimum period necessary to fulfill the purposes set out in this Privacy Statement, unless (i) a longer retention period is necessary to resolve disputes or (ii) a longer retention period is required by law. Non-personal information can be retained indefinitely for statistical purposes.

1. COOKIES

Cookies are text files placed on your computer to collect standard internet logging information and behavioral information. This information is used to track visitor behavior on the website and to compile statistical reports about the website.

More information about our cookie policy can be found at https://www.okazi.be/en/cookie-policy

1. What are your rights and how can you exercise them?

1. What are your rights?

• Right to access: You can ask us what personal data we process about you, why we process it, what categories of personal data we process, with which categories of third parties we share your personal data, what the origin of the processed data is, and - where applicable - what logic we use when processing personal data automatically.
• Right to rectification: If information is incorrect, you can ask us to correct it.
• Right to erasure of your data: If your data is no longer needed for the purpose for which it was collected, you can ask us to delete your data.
• Right to withdraw consent: If the processing of your personal data is based on consent, you have the right to withdraw this consent at any time.

The above rights are only a summary and are always subject to the limitations of applicable data protection legislation.

1. How can you exercise your rights?

You can exercise your rights by sending an email to privacy@okazi.be. To prevent unauthorized disclosure of your personal data, Springplank may request more information to verify your identity.

Springplank has one month to respond to your request. This period starts when Springplank receives your request and has all the required information to fulfill your request. The one-month period may be extended after explanation from Springplank.

Springplank will provide the requested information free of charge. If requests are unfounded or excessive, for example due to their repetitive nature, Springplank may charge a reasonable fee or refuse the request.

If for any reason you believe that Springplank has not handled your request correctly, you can contact Springplank again, after which we will work with you to find a solution.

For completeness, we inform you that if Springplank does not respond to your request, refuses it, or if our response does not meet your expectations, you have the right to lodge a complaint with the Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel +32 (0)2 274 48 00, or via the email address contact@apd-gba.be.