Servibo BV is committed to protecting your personal data and to communicating transparently about how we process your data and use cookies.

This policy has been drawn up in accordance with the European General Data Protection Regulation (Regulation EU 2016/679, hereinafter ‘GDPR’), the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data, and the ePrivacy Directive (Directive 2002/58/EC, as amended).

1. Data controller and scope

The controller responsible for the processing of your personal data is:

Company name: Servibo BV

Enterprise number (CBE): BE 0417.267.670

Registered Office: Noorderlaan 50, 2060 Antwerpen

Contact details: info@servibo.be | +32 3 230 97 41 | via the contact form on the website.

This policy applies to the Servibo BV website (hereinafter ‘the Website’), all contacts via e-mail, telephone and forms, quotation and order processes, newsletter subscriptions and the associated client and supplier administration.

2. What personal data do we process, how and why?

Servibo BV only processes personal data that is strictly necessary. We obtain this data directly from you (e.g. when completing a form or placing an order) or automatically through your use of our Website (e.g. log files and cookies).

Below you will find an overview of the purposes, categories of data processed and the specific legal basis pursuant to Article 6(1) GDPR:

Where processing is based on ‘legitimate interest’, we have carried out a balancing test to ensure that your fundamental rights and freedoms are not compromised. You may object to processing based on legitimate interest at any time.

Direct marketing: specific conditions

Servibo BV only sends electronic commercial communications (such as newsletters and mailings) to individuals who have given their prior, freely given, specific and informed consent (opt-in).

For existing clients who have provided their e-mail address in the context of a previous sale, we may rely on the legal exception for similar products and services (the ‘soft opt-in’, in accordance with the Belgian Royal Decree of 4 April 2003 and the ePrivacy Directive), provided that all of the following conditions are met:

• the e-mail address was obtained in the context of an existing client relationship;
• the communication relates exclusively to similar products or services offered by Servibo BV;
• you are given a clear and free-of-charge opt-out option in every message;
• you were informed at the time your e-mail address was originally collected about its use for direct marketing purposes and had the opportunity to object.

You may unsubscribe at any time, without providing a reason and free of charge, by clicking the unsubscribe link at the bottom of each message or by contacting us at info@servibo.be.

3. Retention periods

We do not retain your personal data longer than necessary for the purposes for which it was collected. In accordance with the storage limitation principle (Article 5(1)(e) GDPR), we apply the following specific retention periods:

• ​Contact and general information requests: A maximum of 24 months after the last relevant correspondence, unless the matter requires further follow-up.
• ​Quotation requests and prospect files: Up to 24 months after the last relevant interaction, unless a contract is concluded.
• ​Client and order data: For the duration of the active contractual relationship and thereafter for as long as necessary for warranties, follow-up and evidence.
• Invoicing and accounting data: 7 years, as required by Belgian tax and accounting legislation.
• Newsletter and marketing data: Until you unsubscribe or withdraw your consent.
• Technical logs and IP addresses: A maximum of 6 months, unless reasonably necessary for active troubleshooting or legal investigation in the event of misuse.

4. With whom do we share personal data?

We do not sell your personal data to third parties, nor do we make it available for commercial purposes.

Internally, only Servibo BV employees have access to your data, insofar as this is necessary for their duties.

We also share data with the following categories of external service providers (processors), exclusively for the purposes described in Section 2:

• Website hosting and platform management: the Odoo platform and the hosting provider on which our Website operates.
• Web analytics: Google LLC (Google Analytics), only if you have given your consent via the cookie banner.
• Accounting and ERP: invoicing and financial administration software.
• Logistics partners and suppliers: only when necessary for the production, preparation or delivery of your order. Client data is not shared with suppliers by default.

In accordance with Article 28 GDPR, we have concluded binding data processing agreements with all external processors, ensuring that they process data solely on our instructions and within appropriate security safeguards.

In rare cases, we may be required to disclose your data pursuant to a court order or to comply with mandatory legislation. We shall make reasonable efforts to inform you in advance, unless the law does not permit this.

5. International transfers outside the EEA

When you consent to analytical cookies via the cookie banner, data is processed by Google LLC (United States) in the context of Google Analytics. This qualifies as an international transfer of personal data.

In accordance with Chapter V of the GDPR, Servibo BV ensures that such transfers take place exclusively on the basis of a valid adequacy decision (the EU-US Data Privacy Framework, to which Google LLC adheres) or on the basis of Standard Contractual Clauses (SCCs) approved by the European Commission.

If you do not consent to analytical cookies, no transfer of personal data to the United States takes place.

6. Automated decision-making, profiling and minors

No automated decisions: We do not use your personal data for fully automated decisions that produce legal effects concerning you or similarly significantly affect you.

Minors: Our Website and services are aimed at professional partners and adults. In accordance with Article 7 of the Belgian Act of 30 July 2018, the digital age of consent in Belgium is set at 13 years for information society services. We do not knowingly collect data from children under the age of 13. Should we discover that we have inadvertently collected such data, we shall delete it immediately.

7. Your rights

In accordance with Articles 12 to 22 of the GDPR, you have the following rights:

• Right of access: You may request confirmation of whether we process your personal data and obtain a copy.
• Right to rectification: You may have inaccurate or incomplete data corrected.
• Right to erasure: You may request the deletion of your data, insofar as the law permits and we are not subject to a mandatory retention obligation.
• Right to restriction of processing: In specific cases provided for by the GDPR, you may request that processing be temporarily restricted.
• Right to object: You may object to processing based on legitimate interest. For direct marketing, you have an absolute right to object, without providing a reason.
• Right to withdraw consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.
• Right to data portability: In certain cases, you may obtain your data in a structured, commonly used and machine-readable format, or have it transferred to another party.

Exercising your rights: You may exercise these rights free of charge by contacting us at info@servibo.be or by post to Servibo BV, Noorderlaan 50, 2060 Antwerp, Belgium. We shall respond to your request without undue delay and in any event within one month of receipt. In the case of complex or numerous requests, this period may be extended by a further two months, of which we shall inform you within the first month. To protect your data, we may ask you to verify your identity.

Right to lodge a complaint: You have the right at any time to lodge a complaint with the Belgian supervisory authority:

Belgian Data Protection Authority (GBA/APD)

Rue de la Presse / Drukpersstraat 35, 1000 Brussels

Tel: +32 (0)2 274 48 00 | E-mail: contact@apd-gba.be

Website: www.gegevensbeschermingsautoriteit.be

8. Security, liability and data breaches

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure and unlawful alteration.

Servibo BV takes its responsibility under Article 82 GDPR very seriously. We are liable for damage caused by processing that infringes the GDPR, unless we can demonstrate that we are in no way responsible for the event giving rise to the damage.

You are personally responsible for the confidentiality of your login credentials and account access.

Data breaches: In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we shall notify the Belgian Data Protection Authority (GBA/APD) without undue delay and where feasible within 72 hours, in accordance with Article 33 GDPR. Where the breach is likely to result in a high risk to your rights and freedoms, we shall also inform you without delay in accordance with Article 34 GDPR.

9. Cookies

Our Website uses cookies (small text files placed on your device) and similar technologies. Below you will find an overview of the cookies we use, their purpose and how to manage your preferences.

Your consent

On your first visit, a cookie banner is displayed. Non-essential cookies are blocked by default and are only activated after you have actively given your consent. You may choose to accept all cookies or allow only strictly necessary cookies. You may change your choice at any time via the cookie banner settings on the Website. The Website is compatible with Google Consent Mode v2, ensuring that Google tags respect your cookie preferences.

A. Strictly necessary cookies (no consent required)

These cookies are technically essential for session management, security and the core functions of the Odoo platform on which the Website runs.​

B. Optional cookies (consent required)

These cookies are only placed after you have given your consent.

Interaction and campaign cookies (Odoo)

Analytical cookies (Google Analytics — Google LLC, United States)

Google LLC is established in the United States and participates in the EU-US Data Privacy Framework. See Section 5 for further information on international transfers.

The above list reflects the cookies active on the Website at the time of publication. Should additional Odoo modules or third-party services be activated, new cookies may be deployed. This policy will be updated accordingly.

10. Changes

Servibo BV may amend this privacy and cookie policy from time to time in order to keep it aligned with applicable legislation and our processing practices. The most recent version is always available on the Website, showing the date of the last update.