Privacy Policy

Privacy policy on the processing of customer and website user personal data.

1. Introduction

Welcome to the IT Cloud & Services website. IT Cloud & Services SRL (hereinafter “IT Cloud & Services”, “we” or “our”) recognises the importance of respecting the privacy and protecting the personal data of its customers and visitors to its website. This policy details how we process your personal data.

2. Scope of application

This website is managed by IT Cloud & Services. We act as data controller when processing the personal data of our customers and users of our website.

It is important for us to create and maintain an environment in which our customers can be confident that their information will not be misused. We comply with applicable data protection regulations, including the General Data Protection Regulation 2016/679 (hereinafter “GDPR”), as well as relevant national legislation.

The purpose of this policy is to tell you what personal data we collect and how it will be used when you visit our website, and to ensure that it is processed correctly.

When you visit our website, this privacy policy and the terms of use apply. Use of this website, the platform and their content is only permitted subject to compliance with this policy. If you do not accept and comply with this policy in its entirety, you must stop using the website, the platform and their content.

3. Interpretation

Where terms defined in the GDPR appear in the clauses of this policy, they shall be understood as in the regulation in question. This applies in particular to terms such as “personal data”, “sensitive data”, “processing”, “controller”, “purpose”, “legal basis”, “legitimate interest”, “consent”, “technical and organisational measures”, etc.

As a reminder, personal data is any information that can directly or indirectly identify an individual natural person, including first and last name, age, postal or e-mail address, telephone number and any other element defined as personal data, such as an IP address.

4. Identity of the data controller

5. Personal data we collect about you

Most of our website is accessible without you having to provide any personal data. We may collect and process your personal data for the following purposes:

5.1 Information you give us

This refers to information that we receive directly from the data subject, in particular personal data collected via online forms on our site. You provide us with personal information when, for example, you complete a contact form, request a demonstration of our solutions, register for an event, request a quote, etc.

These are the following categories of personal data:

• First and last name
• E-mail address
• Telephone number
• Company/organisation on whose behalf the request is made

Additional information is sometimes requested (size of the company, role of the person in the organisation, etc.). The information we request is limited to what we need to be able to process your request as effectively as possible.

5.2 Publicly available information

This is information that we can find in publicly available resources, such as the data subject’s public profile on LinkedIn, the website of the company/organisation on whose behalf the data subject is applying, and any other source of information in the public domain on the Internet. We may combine publicly available information with information you provide to us in order to verify data we have previously collected and to manage and expand our business.

5.3 Information we collect using cookies

When you visit our site, data about you is automatically but passively collected using cookies and is based on your Internet habits and behaviour. In particular, we may collect information about your IP address, the pages of our website that you visit, your geolocation, the language you use, where you came from (search engine, advertising campaign, social networks, etc.).

You can find out more about how we use cookies in our Cookie Policy.

6. Purposes of processing your personal data

6.1 Customer relationship management

When you order a product or service via our website, we may use your personal data for the purposes of managing and monitoring our relationship with our customers, including: providing you with the products and services you have ordered, verifying your identity and financial details for payment, managing contracts and contractual obligations, improving our products and services, and investigating complaints about our products or services.

6.2 Communication

We will respond to all requests you submit to us via our website, including requests for documentation, support, demonstrations about our products and services, event registrations, price requests, and any other purpose of an online form. By way of example, we may use your personal data to call you back by telephone or to communicate with you by e-mail, LinkedIn or any other communication channel.

6.3 Direct marketing

We may use your personal data for direct marketing purposes, to provide you with specific information you have requested on our site or more general information about IT Cloud & Services’ offering, but also to send you invitations to events, e-newsletters, etc. We will only carry out our marketing on the basis of your explicit consent or if you have a contractual relationship with us and the information sent is relevant to the contract entered into.

6.4 Improving our website

We will constantly use and analyse data from visitors to our website to improve our users’ experience.

6.5 Legal obligations

We are also authorised to retain personal data to meet legal and regulatory obligations and compliance requirements.

7. Legal basis for processing your personal data

We endeavour to process your personal data in strict compliance with the applicable legislation and more particularly on the following legal bases listed in Articles 6.1, (a), (b), (c) and (f) of the GDPR:

Legal basis	Description
Consent (Art. 6.1.a)	If you are not yet a customer, we will ask for your consent to inform you electronically about our events, products and services for promotional purposes. By submitting an online form on our site, you agree to the transfer of your personal data to IT Cloud & Services. You retain the right to withdraw your consent at any time.
Performance of a contract (Art. 6.1.b)	We may process your personal data where this is necessary for the performance of our obligations under a contract for the supply of our products or services to which you are a party, or for its preparation (for example, when submitting a quotation).
Legal obligation (Art. 6.1.c)	In some cases, the processing of personal data and its transmission to third-party recipients (e.g. to public authorities) is necessary to comply with a legal obligation.
Legitimate interest (Art. 6.1.f)	Direct marketing operations (prospecting) constitute a legitimate interest on the basis of the GDPR. This includes: following up on requests submitted via online forms, keeping existing customers informed of IT Cloud & Services developments, and contacting potentially interesting prospects via public sources.

8. Sharing your personal data with third parties

IT Cloud & Services is committed to not selling, renting or disclosing the personal data collected to third parties, unless otherwise specified at the time the data is collected.

We may share your personal data with companies belonging to the same group and/or subsidiaries, or any third party with whom you have asked us to share your personal data.

We may also share your personal data, on the basis of our legitimate interest, with third parties who assist us in the provision of our products and services. Insofar as these service providers act as sub-processors, they will not be authorised to use or disclose the data for purposes other than those strictly necessary for the performance of their activities. Our sub-processors are required to comply with the GDPR and to protect the confidentiality and security of the personal data they process on our behalf.

We may disclose your personal data in order to enforce our policy, to comply with our legal obligations or in the interests of security, in the public interest or for law enforcement purposes.

9. Retention period for your personal data

Once you have provided us with your personal data, it will be processed in IT Cloud & Services’ files and kept for the period necessary for the processing concerned.

If you are an IT Cloud & Services customer, we will retain your personal data (such as invoices and communications) for the period required by applicable accounting legislation. After the business relationship has ended, your data will only be retained for as long as is necessary to comply with any applicable limitation periods.

If you are not a customer, in the event of prolonged inactivity (site visits, clicks on a collective e-mail, personal contacts with our sales representatives), your personal data will be automatically deleted from our systems in accordance with the legislation in force. We will also delete your information at your request.

10. Transfer of your personal data outside the European Economic Area

We may transfer your personal data to third parties located in third countries (outside the European Economic Area – EEA). This transfer of data outside the EEA is legal if the recipient of the data is located in a country that ensures an adequate level of protection confirmed by an adequacy decision of the European Commission.

If the recipient country does not benefit from an adequacy decision, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission, to protect your personal data.

11. Your rights

In accordance with the GDPR, you have the following rights regarding your personal data:

Right	Description
Right of access	You have the right to obtain confirmation as to whether or not personal data concerning you are being processed and, where that is the case, access to the personal data.
Right to rectification	You have the right to obtain the rectification of inaccurate personal data concerning you.
Right to erasure	You have the right to obtain the erasure of your personal data in certain circumstances provided for by the GDPR.
Right to restriction of processing	You have the right to obtain restriction of processing in certain cases provided for by the GDPR.
Right to data portability	You have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format.
Right to object	You have the right to object at any time to the processing of your personal data for direct marketing purposes.
Right to withdraw consent	Where processing is based on your consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at privacy@itcservices.be. We will respond to your request within one month.

12. Security of your data

IT Cloud & Services implements appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, accidental loss, alteration, unauthorised access and any other form of unlawful processing. These measures ensure a level of security appropriate to the risk.

13. Complaint to the supervisory authority

If you believe that the processing of your personal data constitutes a violation of the GDPR, you have the right to lodge a complaint with the Belgian Data Protection Authority:

14. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal or regulatory reasons. We encourage you to review this policy regularly to stay informed. The date at the top of this policy indicates when it was last updated.

15. Contact us

If you have any questions about this privacy policy or the exercise of your rights, you can contact us: