GDPR – Privacy Statement

1) General

Below you can read how Wiflex collects, processes and secures your personal data. Protecting personal data of customers, employees and visitors is not only a legal obligation, but is also part of sound business operations. That is why we make every effort to ensure this data protection in accordance with the General Data Protection Regulation (GDPR).

Wiflex undertakes to process the customer's personal data in accordance with the applicable legislation on the processing of personal data, including until 25 May 2018 the  Act of 8 December 1992 on the protection of privacy with regard to the processing of personal data and from 25 May 2018 the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to with the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).

We prefer to collect as little data as possible from you, but that is sometimes really necessary. Wiflex collects and stores personal data of visitors in function of providing and supporting services and communication.

There we would also like to give you the following privacy guarantees.

1. We never share your personal data with other parties without good reason.
2. We protect your personal data as if it were our own.
3. We only use your personal data for the purposes clearly described below.
4. We do not store your data longer than is necessary to achieve the purposes stated in this privacy statement.

Our servers are located in the ultra-modern Nedzone data center in Steenbergen, near Breda.

2) Personal data that we process

What personal data do we collect and process?

Visitor registration solution

Surname, first name, organization. Data relating to the person or department that the visitor wishes to visit. Date and time of arrival and departure of the visitor. Identity document details can be checked by the receptionist, but are not stored.

Data that may also be requested, but is optional (not active).

License plate, postal code, municipality, own registration fields (to be completed yourself)

BYOD solution

Employee data:

• First name and last name
• Azure/Google Workspace ID
• Azure group/Google workspace id
• Email
• Mobile number
• Wifi password
• Time of registration

How do we collect personal data?

We collect the personal data that you communicate to us yourself via the Wiflex visitor registration, BYOD onboarding portal or partly by the applicant of the visit.

Why do we collect your personal data?

We collect this personal data for the purpose of receiving, registering and referring visitors, including issuing and taking visitor badges. Without this data, it is not possible to check whether the data subject is entitled to be granted access to the buildings and grounds of the company or organization.  We also need to collect data from employees so that they can be informed when their visitor has checked in or to provide them with their personal WiFi password.

Why do we process your personal data?

We process your personal data for legitimate business purposes, such as:

• Identify the visitor who has been registered by an employee.
• Securing the building. This allows employees to carry out their work in a safe and responsible manner. Thanks to this registration, they know which external people are in the building.
• Provided with WiFi passwords to employees

How do we treat your personal data?

• We do not process data of minors and sensitive personal data. Should this be the case, they will always be treated confidentially and will never be made public.
• Data will only be used in function of the conditions as described in the paragaaf above.
• We may pass on your data to third parties in support of our services such as to the reception staff and the person or department of the company receiving the visit.
• We may also pass on your data to third parties for the security of our buildings and grounds.
• We never pass on your data to third parties for commercial purposes unless with your explicit consent.

Do we transfer your personal data to third countries or international organisations?

We take the necessary measures to process your personal data only within the European Economic Area.

How long do we keep personal data?

We keep your data for the period necessary to properly handle the service you have requested or for as long as it is necessary to comply with all legal obligations.  For visitor registration, this is standard 24 months.

Do we keep your personal data in a secure manner?

Your data will be handled in a secure manner. In this way, we undertake to take appropriate and reasonable physical, technical and organizational security measures. That is why we use various security technologies and measures to adequately protect your data against unauthorized access, use, loss or disclosure within the European Economic Area.  These technologies and measures are regularly tested and adjusted if necessary.

3) What can I do myself regarding my personal data?

You have the possibility to exercise your rights at any time as described in the General Data Protection Regulation. The data subject may exercise the following rights:

Right of access: you always have the possibility to submit a request to review all personal data collected (including processing purposes, categories of personal data, estimated retention period).

Right to rectification: is your data incorrect? Or have they changed? You always have the option to correct it.

Right to erasure ("right to be forgotten"): Do you no longer want your data to be recorded with us? Then you have the right to have it removed. Then you can always contact us to request that your personal data be deleted. Please note: some data we are legally obliged to keep and these cannot be deleted (for example for invoices).

Right to object: if you no longer wish to be notified of updates or receive direct marketing emails, you have the right to do so. This can be done via a request to email us. Please note that, as with the right to erasure, you may not be entitled to object to the processing of your personal data if such personal data are necessary for the performance of the contract between our company and the data subject or the data subject's company (for example, for invoicing of the data subject).

Right to restriction of processing: This means that we must stop the use of your personal data when you request it, although the data may be retained.

Right to data portability: This gives you the opportunity to obtain your personal data in a structured, commonly used and machine-readable form and to transfer it to another controller without hindrance.

For more information please contact privacy@wiflex.eu.

If you believe that your data is being treated incorrectly, you can lodge a complaint with a supervisory authority. In Belgium, this is the Data Protection Authority. For more information, please visit www.gegevensbeschermingsautoriteit.be

Any questions or concerns? Mail to privacy@wiflex.eu.

This Privacy Statement was last updated on 08/02/2023

Cookie Policy

Use of cookies

Wiflex also processes personal data through its website that is collected automatically. Cookies are small information files that are stored on your computer or device when you visit our website and that are usually used to optimize the ease of use of the website. They recognize your browser and ensure that you can surf our website quickly and easily. They ensure that your personal settings and preferences are saved, so that, for example, when you visit a website again, you no longer have to select the language.

How can you disable cookies?

Do you want to disable cookies? Below you will find the manual per browser

• Internet Explorer: http://Windows.Microsoft.com/nl-nl/Windows7/Block-Enable-or-Allow-cookies
• Chrome: https://support.google.com/accounts/answer/61416?co=GENIE.Platform%3DDesktop&hl=en
• Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
• Safari: http://support.Apple.com/KB/PH5042