Privacy

Document date: 25/03/2021

This is the website of Key 16 BV

Our legal contact data is:

KEY 16 BV
Brusselstraat 51,
2018 Antwerp
Belgium

Introduction

KEY 16 BV is concerned about privacy issues and wants you to be familiar with how we collect, use and disclose information. This privacy policy describes our practices in connection with information that we collect.

What is personal data?

Following the European General Data Protection Regulation (GDPR), personal data is information by which an individual may be personally identified, including name, address, e-mail address, telephone number or any other information that is defined as personal data, for example the IP address.

SCOPE

In this Privacy Policy, we explain the way we manage personal data gathered via our website or via other channels, like for example events, fairs or data we receive from 3rd parties, such as Google Analytics, where we are acting as a data controller with respect to this personal data.

Please read the privacy policy carefully before submitting any of your personal information to us. This way you will understand how we use your personal data after it has been collected. You do not have to submit any of your personal data when browsing our website. If you do not want us to process your data, do not submit any of your data on this website. However, without your personal data, you may not be able to use some of the services offered on our website (for example, filling in forms, downloading documents or requesting demonstrations about our solutions).

By providing personal information to us or by using the site, you agree to the terms and conditions of this Privacy Policy.

What personal data is collected?

We collect personal information about data subjects from different sources.

INFORMATION YOU GIVE US

Information we receive directly from the data subject: personal data gathered through webforms on our website. When submitting a webform, for example for (non-exhaustive list of examples) contacting us,  downloading documents, requesting appointments, requesting a demonstration of our solutions, registering for an event, subscribing for a newsletter … the visitor sends us some personal information. The information provided will be:

• • first name and last name
  • email address
  • phone number
  • the company/organization on behalf of which the person is making his request

Sometimes some additional information (size of the company, role within the organization, …) will be asked. The information we request will be limited to the information we need to be able to treat the request and to pursue our legitimate interest of following up with the person to know how we can further help him with his needs.

INFORMATION WE COLLECT FROM PUBLICLY AVAILABLE RESOURCES

Information we can find on publicly publicly available sources of information like the public LinkedIn profile of the data subject, the website of the company/organization on behalf of which the data subject is making his request and any publicly publicly available source of information on the world wide web. We may combine this type of information with the information you provide us yourself.

INFORMATION WE COLLECT USING COOKIES

Information about your surfing behaviour. When visiting our website, we passively collect information about you, like your IP address, which pages your are visiting, your geolocalisation, the language setting you use on our website, the source of your traffic (if you found us via a search engine, via an advertising campaign, via social media, …) etc. We gather this type of information using cookies. Please read our Cookie Policy to know which cookies we are using and how you can accept or decline them.

Information we collect using this method will remain anonymous, unless the visitor identifies himself by submitting a webform.

Why do we collect this data?

DATA SUBJECT CONSENT

By submitting any webform on our website, the data subject agrees that he/she is sending his/her personal data to KEY 16 and knows that KEY 16 will treat these data in accordance with this privacy policy.

EXECUTION OR PREPARATION OF A CONTRACT

We may process your personal data without your explicit consent when this is necessary for the performance of a contract to which you are a party or in order to take steps preparing this type of contract (for example, providing you with a quote).

JUSTIFIED INTEREST

The GDPR provides in its preamble No. 47 that activities related to direct marketing constitute a legitimate interest. This legal basis is the second basis for data processing for which we do not ask for your explicit consent. We have three categories of activities that are based on the ‘justified interest’ legal ground:

Contacting data subjects that have submitted web forms

We consider that it is our justified interest to try to contact data subjects that have submitted web forms on our website. We will try to contact these data subjects to follow up on their request. This will be done by members of our sales team directly, and can be done by any means (phone, e-mail, LinkedIn …). However we will never send commercial mass e-mailings to data subjects that did not explicitly subscribe to our newsletters when they completed the web form.

Keeping customers updated about KEY 16's offerings

Customers may receive e-newsletters without explicit consent. These e-newsletters will contain information that we judge useful for the customer: for example:

• • • information about new features in KEY 16’s solutions
    • invitations for KEY 16 events & workshops
    • a recap of the most recent articles that appeared on KEY 16’s blog

We try our utmost to keep the information relevant for each data subject. However, if the data subject does no longer want to receive this type of e-newsletters from us, he can unsubscribe or change his preferences at any time. Every e-newsletter contains an unsubscribe link and a link that allows to adjust the e-mailing preferences.

Contacting potential interesting prospects

Our sales team systematically tries to contact companies that KEY 16 potentially can deliver added value to. In doing so, they look for information on any publicly available sources: the internet, LinkedIn and other databases. When they discover personal information (for example, the name of a sales director in a given company), they may process this personal data for the execution of their justified interest: trying to contact that person to present KEY 16’s offerings.

Data subjects that are processed this way, will never receive any direct marketing communication from KEY 16. Any data subject has the right to know all personal data we hold about him/her, have it rectified and completed, or have it erased from our records.

How we use your information

We use the personal data about you for several purposes:

COMMUNICATION WITH YOU

We will follow up on all requests that you submit to us through our website, such as documentation request, demo requests, registrations for events, requests for pricing, and any other submission of any webform. This may include using your personal data to call you back by telephone or communicating with you via email, LinkedIn or any other means.

DIRECT MARKETING

We may use your personal data for direct marketing purposes (providing you with specific information that you have requested through our website, providing more general information about Seven Shelves’s offerings, sending you invitations for events or workshops, sending you e-newsletters, …. We will only do this if we have your explicit consent, or if you have a contract with us and the information we send is related to your contract.

RECRUITMENT

If you submit a resume or job application on KEY 16’s website, we will use your personal data for recruitment-related purposes, which may include contacting you via email or phone.

IMPROVEMENTS OF OUR WEBSITE

We constantly use and analyse data from visitors on our website in order to improve the user experience of our surfers.

LEGAL OBLIGATIONS

We may keep personal data to comply with certain applicable legal requirements.

When we share your information

We will never sell or disclose the personal data we collect to third parties, except as disclosed to you at the time of collection.

We may share personal data with third parties who perform data processing activities on our behalf. As far as these service providers are acting as data processor, we do not authorize them to use or disclose the data in any way. We require that these data processors appropriately safeguard the privacy and security of the personal data they process on our behalf. In other words: we have data processor agreements with all data processors we work with. All data processors must be GDPR compliant.

We may also disclose your personal data if we are required to do so by law or legal process (for example when requested by government authorities)

How long we keep your data

Once you provided us with your personal data, they will be processed and kept in Seven Shelves’s databases, for as long as needed.

If you are a customer, we will keep your records for the duration of the contract between your company and KEY 16. If the contract is stopped, we will keep your records in our database for as long as legally required. You may request us to remove your data earlier. In that case, we will remove all data we have except the data we legally have to keep.

If you are not a customer, we have to make decisions based on the information we receive. We will remove your record when we find out that the information in the record is no longer accurate and we are not able to rectify the errors. (For example, when we receive a “delivery failure” message on an e-mail.) We will also remove your record when you request us to do so. If we never hear anything from you or don’t track any activity (website visits, clicks on e-mailings, personal contacts with our sales teams…) during a period of 5 years, your data will be removed.

If you are a job applicant, we will keep your resume and personal data in our system for 5 years starting the year following the year you applied for a job. You may request us to remove your data earlier.

How to access your personal data

You can ask us to access your data via a request by e-mail to info@keysixteen.com.

Your rights

CONSULTATION, CORRECTION OR ERASURE OF DATA

You have the right to know all personal data we hold about you, have it rectified and completed, or have it erased from our records.

If you make such request, you will have to provide us with appropriate evidence of your identity (for example, a copy of your passport).

KEY 16 will perform all possible reasonable efforts to fulfill your request. We may keep personal information that you want us to erase, under certain legal conditions. If that is the case, we will inform you about which data we have to keep.

USE OF DATA FOR DIRECT MARKETING PURPOSES

You may ask us at any time not to process your personal information for direct marketing purposes.

When visiting our website, you can choose whether or not to accept our cookies. If you don’t want us to use your visitor data (for example, your IP address, your browsing history on our website, …), you should not accept cookies on our websites.

When filling in any webform on our website, you can choose to subscribe to our newsletters. If you don’t subscribe, you will not receive any automated e-mail messages from KEY 16. However, we will process the data you submit through our webforms and our sales team will use the information you provide, to try reaching out to you personally.

In any case, when you subscribe to our newsletters and change your mind afterwards, you will have the opportunity to unsubscribe every time you receive an email from KEY 16. All emails are provided with an unsubscribe link in the footer.

Cookies & similar technologies

KEY 16 uses cookies on their website. We do that for three reasons:

• • • to offer our visitors the smoothest web experience (for example, once a visitor sets his/her language, the next time he/she visits our website, the website will automatically be shown in the right language).
    • to analyse the behaviour of our visitors in order to improve the user experience and the performance of our website.
    • to help us display qualitative advertisements that will be as relevant as possible for our visitors.

Below you find a list of the cookies currently used on our website.

Security

When KEY 16 receives or sends data through its website, KEY 16 uses encryption technologies that are considered industrial standards. Once the data have been processed and remain in KEY 16’s databases, KEY 16 puts in place numerous technical and organizational measures to protect the data from unauthorized disclosure, use, alteration or destruction.
However, you should be aware that, due to the open and unsecured character of the Internet, KEY 16 cannot be responsible for the security of transmissions of your personal data over the internet.

Changes to our Privacy Statement

This Policy may be updated from time to time. The date of the most recent revisions will appear on this page, so please visit this Privacy Policy each time prior to submitting your personal data.