|Type of data subjects||Data collected||Legal grounds||Use of data|
|Client / prospect
(employees, agents, consultants, independent contractors, former personnel)
|Sales, Administration, Accounting, Marketing
In the context of the cooperation
In the context of the (potential) cooperation
In the context of the (potential) cooperation
When using our mobile application
|To follow-up on invoice related matters
For administrative and marketing purposes
For sales purposes. To follow up on sent offers/contracts
We may use the collected data for the following objectives:
(customers, potential new customers, former customers)
|Identifying data (personal data)
Data subject intelligence
|We have a GDPR contract with our client. Our client has a GDPR agreement with their customer.||In case we provide support to our client about our product.|
||In the context of the cooperation
|To follow up on invoice/ payment matters.
To schedule the agreed interventions like maintenance etc.
In case a problem may occur and we need assistance
||In the context of an interview for potential future cooperation
|In order to get to know better the job applicant and to get a clear view on his work experience|
Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.
The regulation is an essential step to strengthen citizens' fundamental rights in the digital age and facilitate business by simplifying rules for companies in the digital single market. A single law will also do away with the current fragmentation and costly administrative burdens.
The regulation came into force on 24 May 2016 and will apply from 25 May 2018.
Your privacy is important to us, therefore at ideal systems we make sure that your personal data is well protected.
“Confidential Information” means non-public or sensitive information. Confidential information will not include information that is:
In case ideal systems, in the context of above mentioned cases/ context, gets in touch with personal data, below mentioned measures and regulations will be taken and respected:
The party who transfers the personal data, also known as data exporter
The party who receives the personal data from the controller, intended for processing, also known as data importer. The processor takes all the necessary measures in order to protect the personal data in accordance with the GDPR regulation.
Subcontractor(s) engaged by the processor in order to process personal data on behalf of the controller and in accordance with its instructions.
Rights of the Controller
We would like to inform you about your rights regarding the personal data we collect or you send us.
Duties of the Processor
The processor complies with the following regulations:
The processor will not subcontract any of its processing operations performed on behalf of the controller without the prior written authorization from the controller.
The subcontracting between the processor and a third party is based on a contractual agreement in accordance with the GDPR regulations.
The processor will make appropriate and legally binding contractual arrangements and take appropriate inspection measures to ensure the data protection and the data security of the controller’s data
In case the subcontractor provides the agreed services outside the EU, the processor needs to ensure compliance with EU Data Protection Regulations by appropriate measures.
ideal systems will not reveal personal data to a third party, except as the customer directs or as stipulated in the agreement.
If the client instructs ideal systems to transfer personal data to a third party stakeholder, the client is and remains solely responsible to enter into written agreements with such third party regarding the protection of personal data. ideal systems will not be held responsible for all losses arising from a transfer of personal data between ideal systems and the third party. Unless it has been proven that the loss of personal data is caused by ideal systems.
ideal systems represents and warrants that employees who are authorized to process personal data, have committed themselves to maintain the security and confidentiality of personal data. Therefore, ideal systems has informed its employees about the applicable requirements and will ensure their compliance with such requirements through contractual or statutory confidentiality obligations.
Retention, removal and return of personal data
ideal systems takes every technical and organizational measures needed in order to protect personal data. We have implemented the appropriate safeguards to protect personal data from unauthorized access, misuse, loss, adjustment or destruction. For example, personal information is stored in password-controlled servers with limited access. We make good faith efforts to provide the security measures necessary to keep the integrity and confidentiality of your information safe.
Personal data of our clients’ customers are not stored on our servers/files. ideal systems’ employees only may access them through the clients electronic systems.
All personal data will be saved for the time needed in order to process for the purposes for which it was collected, which may vary according to the purpose of its collection.
Personal data can be returned in a secure way.
In case of a data breach, ideal systems will notify the affected party promptly after having discovered the data breach. Both parties agree to fully assist with an investigation and to help each other in complying with any notification requirements and procedures.
Contact details Data Controller Representative
In case you would have questions with regards to your personal data, please do contact our Data Controller Representative Noémi Van Rymenant, via email email@example.com
Last update: 29/07/2022