Protection of your personal data

Cemminerals NV (“We”, “the Company”) takes the protection of your data seriously. We guarantee that the data we keep is processed in compliance with the applicable laws and regulations on data protection.

Personal data are all data that relate to an identified or identifiable person and include your name, address, telephone number, email address and online identifier.

Aim of this privacy statement

This document describes

• what kind of data we collect from you;
• how we obtain these data;
• how we use the data we collect from you;
• how long we keep your data;
• with whom we may share this data; and
• what your rights are regarding the processing of your personal data.

This privacy statement applies to all personal data we collect from you if:

• you are a customer, supplier, dealer or other business or professional stakeholder
• we supply you with goods or services; you supply us with goods or services (and you are, for instance, a sole proprietor, a company or you supply goods or services on behalf of your employer/contractor);
• you are a recipient of our newsletters and other promotional or marketing information;
• you apply for one of our job vacancies;
• you visit one of our locations or facilities;
• you call or are contacted by our customer services;
• you use one of our websites; or
• you use one of our applications.

If you have any questions, remarks or requests relating to this privacy statement, please contact us at privacy@cemminerals.be.

Who is the controller?

The controller for the data pertaining to this privacy statement is Cemminerals NV, with registered offices at Christoffel Colombuslaan 37, 9042 Gent, Belgium, registered in the company register under number BE 0645.880.636.

If you are a customer, supplier or other business or professional stakeholder

We process personal data of our contacts at our customers, suppliers, dealers and other business or professional stakeholders (e.g. architects, entrepreneurs).

Types of personal data we collect 

We collect the following data:

• Identification data

First and last name, signature, marital status of our contacts at our customers, suppliers, dealers and other business and professional stakeholders (e.g. architects, entrepreneurs);

• Contact data

Telephone number, email address, (physical) address (if relevant) and language of these contacts;

• Financial data

Bank details, cost centres required for invoicing or payments, credit status;

• Other company data

Company name or function, etc.;

• Business interests

Cemminerals NV goods or services previously purchased or used or goods and/or services of interest to the customer; and

• Opinions about our goods and services (e.g. customer surveys) to improve services to and relationships with our customers.

Sources of personal data we collect 

We collect your personal data when you, as an individual:

• use our services or purchase our goods;
• supply us with goods or services;
• have been appointed our contact by your employer with the purpose either of submitting proposals, managing customer assignments, sending invoices (for companies that provide services to us) or of managing the services relationship and the payment of invoices;
• have completed a registration or other form or have registered for our mailing list; or
• have provided our staff with your contact data or other personal data in any other way.

Personal data can also be obtained from published sources (e.g. the Belgisch Staatsblad, for instance, to confirm signing authority, social media, etc.) and from affiliated companies.

Purposes of collecting personal data 

We process this personal data insofar as is relevant in providing goods or services or informing you thereof or in doing business with you in any other way (e.g. purchasing goods or services from our suppliers).

We process your data to:

• provide goods or services to our customers

To process and execute orders, process payments, deliver your orders, communicate with you about your purchases and offer you customer service associated with them;

• inform customers, potential customers and business leads of our new goods, services or events

For instance, to send you updates, announcements of new goods, special offers, invitations to our events;

• select our suppliers (procurement process), inform our suppliers and pay service providers for their services
• correspond with our business or professional contacts (e.g. contractors, architects, professional organisations)
• react to questions and meet requests from our customers or our business or professional contacts

For instance by sending out newsletters or providing targeted information about our goods or services;

• send administrative information

For instance pertaining to changes in our general conditions or policy;

• participate in our surveys, special offers, contests and manage these activities
• serve other business purposes

For instance analyse and manage our activities, perform market research, audits, develop new goods, improve our goods and services, establish the efficacy of our promotional campaigns, measure customer satisfaction and provide a customer service;

• or if we believe it is necessary or appropriate:

To meet our legal requirements (e.g. economic and trade sanctions), to check credit status, to respond to requests from public authorities, to observe our general conditions, protect our activities or those of associated companies, protect our rights, privacy, safety or properties and/or those of our associated companies, you, or others and to enable us to use available legal remedies or to limit any damages we may cause.

The above-mentioned processing activities are necessary to (i) enter into a contract with you; (ii) execute a contract with you (to provide or receive services or goods); (iii) look after our legitimate business interests (e.g. by providing you with more information about our goods and services, gauge customer satisfaction, improve our goods and services); or (iv) meet our legal obligations.

If you do not want to provide us with your personal data and these are necessary to (i) enter into a contract with you; (ii) execute a contract with you; (iii) provide you more information about our goods and services or otherwise do business with you; or (iv) meet our legal obligations, we cannot enter into a contract with you, cannot provide you with or receive from you the requested information, goods or services and cannot do business with you.

How long will we keep your personal data? 

We will keep your personal data for a period necessary to achieve above-mentioned goals:

• for as long as you are a customer, service provider or a business or professional stakeholder; or
• for the duration of the statutory limitation period for making claims or starting legal proceedings; or
• for longer if such is legally required or permitted (e.g. based on rules and regulations on health and safety, or in case of a dispute).

If you receive our newsletters or other promotional or marketing information

If you are a customer, potential customer or business lead (e.g. architect, entrepreneur),we use your personal data to offer you a better customer experience or to keep you informed of our goods and services.

Kinds of personal data we collect 

We collect the following kinds of personal data:

• Your basic information and contact data

Your first and last name, your company name, function, telephone number, email address, company address, language;

• Information about your customer relationship with us

We collect your personal data when you purchase our goods or use our services. This data includes previous purchases, product preferences, information on our events you participated in and the feedback you have given us.

Sources of personal data we collect 

We collect the information directly from you when you use our services or purchase our goods or when you register for one of our events.

Purposes of collecting personal data 

We use your personal data to provide you with information about our goods and services, our special offers and events we believe are of interest to you. We send you our newsletters and promotion or marketing information by post or email.

If you are a customer, we have a legitimate business interest in providing you with specific marketing information about our goods and services, our special offers and events we believe are of interest to you.

If you are a potential customer or business lead, we send you specific marketing information about our goods and services, our special offers and events as soon as we receive your permission to do so (opt-in).

You can easily withdraw your permission for this e-marketing (opt-out) by clicking on the link “Unsubscribe/Afmelden” at the bottom of any marketing email.

You can also unsubscribe (opt-out) from newsletters sent by post by contacting us on sales@cemminerals.be.

You can change your personal preferences by clicking on this link.

How long will we keep you personal data? 

We will keep your personal data to provide you with our newsletters and other promotional and marketing information for as long as you wish to receive this information from us. If you decide to unsubscribe or to withdraw your permission to send you our newsletters and other promotional or marketing information, we will no longer use your personal data for this purpose. It is possible, however, that we will need to keep your personal data for another purpose (e.g. to maintain our customer relationship).

If you apply for a job with us

Kinds of personal data we collect 

If you apply for one of our vacancies, we process some of your personal data necessary for processing your application. These includes:

• Your name, address and contact data, including your email address and phone number;
• Details on your training or qualifications, skills (‘soft/hard skills’) and personality, experience and employment record;
• Information on your current income, including entitlements to benefits;
• Copy of driving license for specific functions for which such information is required (e.g. lorry driver); and
• Information on your right to work in Belgium.

Sources of personal data we collect 

We collect this information in various ways.

The personal data we process is mainly data you provided us directly in your letter of application, curriculum vitae or in interviews or other means of assessment.

In some cases we may collect your information from other sources like references from previous employers, interim and recruitment agencies, public institutions, schools, publicly accessible information sources like internet or public social media accounts.

Purposes of collecting personal data 

We process your data to:

• take action on your request with regard to your application or to enter into a contract with you if your application was successful;
• meet our legal obligations, for instance to verify whether a candidate is allowed to work in Belgium or to meet rules and regulations on economic and trade sanctions;
• look after our legitimate business interests, for instance by assessing a candidate’s suitability for a function and to confirm and record this; to decide who is offered a job or to respond to and defend against legal proceedings; to monitor recruitment statistics, for instance on the  efficacy of our recruitment process; or
• if you have given us your permission to do so, keep the application file if the application was not successful but we do consider you an interesting candidate for future vacancies; or when such is relevant to contact previous employers to check references.

If you do not want to provide us with your personal data to consider your application, we i) cannot process your application; ii) cannot enter into a contract with you if you are a successful candidate; iii) cannot meet our legal obligations; or iv) cannot look after our legitimate business interests.

How long do we keep your personal data? 

If your application is unsuccessful, we keep your personal data for a further three months after finalising the recruitment process to defend ourselves against any legal procedures.

We also ask you whether you agree to our keeping your personal data for possible future vacancies. In you do, we will keep your data for this purpose for another 12 months after the recruitment process has ended.

At the end of this period, or when you withdraw your permission for any further vacancies, your personal data will be deleted.

If your application is successful, the personal data collected during the recruitment process are transferred to your personnel record (electronic and in print) and kept for the duration of your tenure. The time over which your data is then kept is subject to a different privacy statement (for personnel), one of which you will then be informed.

When visiting our facilities

Kinds of data we collect 

Video monitoring and other forms of (image)capture

At our locations and facilities, we have video surveillance and other methods of image capture. It is therefore possible that your image is captured while you are visiting one of our locations or facilities. The utilised equipment is made known by means of a pictogram or symbol at the various entries of the locations and facilities.

Reception desk

We record every visitor’s first name, last name, company name, numberplate, arrival and departure times, the person visited, signature and date at the reception desk.

Employees or contractors of companies with access to our locations to perform their tasks

We also collect personal data of the employees or contractors of companies who work at our locations: first and last names, employing company, function, telephone number, section or location the person has access to.

Purposes of collecting personal data 

The personal data is collected for the following purposes:

• To meet contractual obligations with our service providers and contractors;
• To ensure we comply with our legal obligations (e.g. legal obligations in the area of health and safety, or for the purpose of interventions in the case of occupational accidents or third party accidents at our locations or facilities, to manage and investigate such accidents and to report them to insurance companies and other relevant third parties) as regards our personnel, contractors, service providers and visitors who visit our locations and facilities;
• To promote our legitimate interests, to guarantee the safety of our locations and facilities and to guide the production process on our machines.

Specific safety measures 

Recorded and saved footage is secured against manipulation and other forms of illegitimate processing. Only a very select number of persons has access to this footage.

How long do we keep your personal data? 

We keep your personal data for as long as it is necessary for the purposes mentioned above. Footage that is recorded through video surveillance and other recording equipment is kept for at most four weeks unless we are obligated to keep them longer (e.g. if the recorded footage possibly shows criminal activities or incidents).

If you call or are called by our customer service (orders and dispatch)

Telephone conversations to and from the customer service (which is to say Order Intake & Dispatch Service) are recorded pursuant to applicable rules and regulations concerning documenting commercial transactions (i.e. recording, monitoring and verifying your orders and deliveries as well as orders we place with our suppliers and contractors for lorry-related services) and for the purpose of training employees and improving our customer service.

Kinds of personal data we collect

During calls we collect the following information:

• about our customers:

first and last names, mobile or landline number, business address, contact person, employer name, VAT number, product choice, place and time of delivery.

• About our suppliers and contractors:

first and last names, mobile or landline number, business address, contact person, employer name, VAT number.

We do not register any personal data that is not required to process and manage our customers’ orders and deliveries or to process and manage orders placed with our suppliers or contractors for lorry-related services. We do not register sensitive personal data or critical personal data like financial data.

Sources of personal data we collect 

The personal data relating to orders and deliveries is collected directly from you during the calls with the customer service.

Purposes of collecting personal data 

We register telephone calls from (outbound calls) or to (inbound calls) our Order Intake & Dispatch service in accordance with applicable law:

• to arrange commercial transactions with our customers, suppliers and contractors; and
• to train our customer service staff and to improve the quality of the customer service.

How long do we keep your personal data? 

Conversations for the purpose of arranging commercial transactions are kept for as long as these transactions can be challenged in court (which is to say 10 years for contractual liability as stipulated by the Belgian Civil code), unless it is required or permitted to be kept longer (e.g. in the event of legal proceedings or inquiry).

When you visit our website

When you visit one of our websites, www.cemminerals.be, there are two categories of personal data that we may collect: i) personal information you provide us voluntarily; and ii) personal information that is collected using automated methods like cookies.

Personal information you provide voluntarily when you visit one of our websites 

We automatically collect and store information sent to us by your web browser in server logs. This information includes:

• browser type/version
• operating system
• referring URL (the website through which you got here)
• computer hostname visiting the website (IP address)
• time of the server request

We cannot trace this data to specific persons. This data is not combined with other data sources. Furthermore, this data is deleted after statistical analysis. Additional personal data like your name, address, telephone number or email address is not collected unless it is provided  by you, for instance as an element of logging in, completing a survey, participating in a contest, performing an agreement or requesting information.

Personal information collected through automated methods like cookies 

A number of the webpages use so-called cookies. These serve to make our presence on the web more user-friendly, more effective and safer. Cookies are small text files saved by your browser on your computer. Most of the cookies we use are ‘session cookies’. They are automatically destroyed at the end of your visit. Cookies are not harmful to your computer and do not contain viruses. If you don’t want cookies to be saved on your hard drive, you can adjust your browser settings accordingly.

Personal data collected by Google Analytics 

This website makes use of Google Analytics, a web analysis service offered by Google Inc. (“Google”). Google Analytics uses cookies, text files that are stored on your computer to help the website establish how visitors use the site. The information stored in the cookie about your usage of the site (including your IP address) is sent on and stored by Google on servers in the United States. If IP anonymisation is activated, Google will leave out/anonymise the final octet of the IP address for member states of the European Union as well as for other signatories to the agreement from the European Economic Area. Only in exceptional cases is the full IP address sent to Google servers in the US and truncated there. Google uses this information to evaluate your usage of the website on behalf of the website provider and to offer reports on the activity on the website to the owner of the website as well as to provide other services relating to the activities on the website and internet usage to the website provider. Google will not match your IP address with other data stored by Google. You can refuse the use of cookies by adjusting the settings of your browser accordingly. However, please take into account that you may not have the full functionality of this website available to you in such cases. You may furthermore prevent Google from collecting and using data (cookies and IP address) by downloading the browser plug-in available on https://tools.google.com/dlpage/gaoptout?hl=en-GB. You can block Google Analytics by selecting the following option. This plug-in will install an opt-out cookie as a result of which future visits to this website will not result in data being collected.

More information on the terms of use and the privacy of data is available at  http://www.google.com/analytics/terms/gb.html or at https://www.google.de/intl/en_uk/policies/.

Please take into account that the Google Analytics code on this website is substituted with  “anonymizeIp” to guarantee the anonymised collection of IP addresses (so-called IP masking).

How can we share personal data?

Insofar as is allowed by applicable law and in keeping with this privacy statement, we can share your personal data as follows:

• within Cemminerals NV or other associated companies for purposes that are in keeping with our privacy statement. We take precautions to limit access to your personal data only to staff members who have a legitimate business interest in accessing the data in keeping with the privacy statement.
• with external service providers to enable them to provide services like processing payments and invoices, IT services, web hosting, order processing, infrastructure, security, audit services and other services.
• with an authorised law enforcement body, a regulatory body, a government agency, a court a other third party, including but not limited to the police, tax authorities, social security authorities, when such a transfer is necessary (i) by virtue of applicable laws or regulations; (ii) to exercise, establish or defend our legal rights; (iii) to promote your vital interests or those of another individual; or (iv) pursuant to a court order.
• with our accountants, advisors, legal representatives and similar representatives, regarding advisory services they provide us for legitimate purposes and in keeping with the purposes described in this privacy statement.
• In the circumstance that we or part of our assets are acquired, we can share all types of personal data with the acquiring company.

How do we protect your personal data?

We take technical and organisational measures to offer appropriate protection of your personal data and ensure its integrity. We continuously improve on this protection in keeping with technological advances. We use a series of physical, electronic and administrative measures to ensure your personal data is secure.

International data transfer

We do not hand your data over to third parties outside of the EEA (European Economic Area) except in the following cases:

• you explicitly agree to them being handed over;
• the transfer is necessary for the performance of an agreement between you and us, or for the performance of pre-contractual measures established on your request;
• the transfer is required and in your interest in concluding or performing an agreement between us and another natural or legal person;
• the transfer is necessary because of serious reasons in the general interest;
• the transfer is necessary to initiate, exercise or substantiate a legal claim;
• the transfer is necessary protect your vital interests or those of other persons, if those involved are not physically or legally capable to give permission;
• when using standard EU model clauses; or
• the transfer is allowed by the Data Protection Authority.

How can you exercise your rights?

You have a number of rights under applicable data protection legislation.

• You have the right to be informed about the way we process your personal data. This is the purpose of this privacy statement.
• You have the right to access and inspect your personal data as well as the right to have your data corrected or updated.
• You have the right to have your data deleted, the right to object to your data being processed, the right to restrict the processing of your data and the right to have your data transferred.
• You have the right not to be subjected to a decision based solely on automated processing, including profiling, which produces legal effects for you or similarly significantly affects you. 
• You have the right to withdraw your permission at any time when we use your personal data (as a potential customer or business lead) to send you certain marketing information on our services or products.

The above-mentioned rights are subject to a few legal conditions. For you to exercise one of the above rights, or if you have questions about this privacy statement, please write to us using this email address: privacy@cemminerals.be

We will take all reasonable measures to react to your request in keeping with applicable law regarding data protection. When you exercise one of the rights above, we ask you to send us a copy of a valid proof of identity (e.g. your identity card) to confirm your identity.

You can also use the contact data above when you have any concerns or wish to file a complaint with us relating to the way we process your personal data.

You also have the right to file a complaint with the Data Protection Authority in your jurisdiction.

Amendments to this privacy statement

We may update this privacy statement from time to time. To keep you informed of the time this privacy statement was last updated, we will include the revision date at the top of the page. This is why we recommend you read through this privacy statement regularly to be kept informed of the way we protect your personal data.

Who can you contact?

If you have questions, remarks or request, please contact us at privacy@cemminerals.be