Privacy Policy for The Friends Websites and Services

Why a privacy policy?

The Friends’ privacy policy aims to inform you about the data we collect via the thefriends.be website and our associated services, how this data is used, and your rights in relation to its processing. All our actions comply with the regulations on the protection of personal data.

Who is our data protection policy aimed at?

This policy applies to:

• All our current and former clients;
• Prospects interested in our services;
• Visitors to our website.

Who processes your data?

Your data is collected and processed by INSIDEWEB SRL, whose registered office is located in Brussels, registered with the Crossroads Bank for Enterprises under number 0895 799 750.

In order to optimise the management of training and services, The Friends and INSIDEWEB SRL work closely together and share certain client databases for purposes relating to training, services and newsletters.

What types of data do we collect and for what purposes? Newsletter subscription

We collect your e-mail address in order to send you newsletters. You can unsubscribe or update your details at any time via the links included in our communications or by contacting us directly. Inactive or incorrect addresses may be deleted.

Browsing data

We use cookies and tools such as Google Analytics to collect information about your visits, in order to improve our services and measure the effectiveness of our website. You can set your browser to block cookies if you wish.

Processing of your data for personalisation and promotional purposes

When we use your data to better understand your browsing preferences or the information you consult on our website, we consider it important, as part of our mission, to understand your needs and to promote our activities by targeting people who are likely to be interested in our offers. We rely on our legitimate interest to process your data, taking into account the fact that this involves the use of data generated through the use of our promotional and information tools. This data is used strictly to evaluate and promote our own services, and is not disclosed or used for any other purpose.

Retention of your data

Your personal data is kept for a maximum period of 3 years from your registration or membership request, or for the entire duration of the contract, if a contract is in place.

If the relationship relates solely to commercial prospecting or a newsletter subscription, the data is kept until you request to unsubscribe, provided that no contract or dispute is ongoing.

Storage and service providers involved in data processing

We use specialised partners to host our IT system, who guarantee that your data is stored within the European Union.

In addition, we use the services of Google Inc. via Google Analytics to analyse visits to our website, as well as tools such as ClickDimensions, Microsoft CRM, MailChimp, etc., to collect your data and send our mailings. For more information on the data processing associated with Google Analytics, please consult their privacy policy here.

Data confidentiality in the recruitment process

As part of its recruitment activities, The Friends collects and processes candidates’ personal data in order to assess their applications and manage the selection process. This data is processed in accordance with the regulations on the protection of personal data.

What data do we collect?

The data collected during the recruitment process includes:

• Personal information : surname, first name, contact details, date of birth, address, etc.
• Professional data : curriculum vitae (CV), cover letter, diplomas, certifications, professional experience, skills, etc.
• Other information : any aptitude tests or assessments, professional references, and any information voluntarily provided by the candidate.

Purposes of processing

The data collected is used exclusively to:

• Analyse and assess applications against the position to be filled;
• Organise interviews;
• Check the references or qualifications mentioned, in line with good recruitment practice;
• Communicate with candidates about their application.

Data retention

• Data of unsuccessful candidates : kept for a maximum period of 2 years after the recruitment process has closed, unless the candidate requests otherwise. This allows The Friends to contact potentially suitable candidates again for future opportunities.
• Data of successful candidates : included in the employee’s administrative file and subject to the legal retention rules applicable to human resources.

Confidentiality and security

• Candidates’ data is accessible only to the people involved in the recruitment process (HR team and the line managers concerned).
• The data is stored on secure servers located within the European Union.
• No data is shared with third parties without the candidate’s prior consent, unless required by law.

Your data protection rights

In accordance with the legislation in force, you have the following rights regarding your personal data:

• Access : the right to request a copy of the data processed.
• Rectification : the right to correct inaccurate or outdated information.
• Erasure : the right to request the deletion of data, unless its retention is required by a legal obligation.
• Objection : the right to object to certain data processing, in particular communications for prospecting or profiling purposes, by informing us that you do not wish to be subject to such processing in future (see the section “What types of data do we collect and for what purposes?”).
• Portability : the right to data portability, allowing you to retrieve your personal data in a structured electronic format in order to transfer it to other services or providers.

How can you exercise your rights?

To exercise your rights or for any question regarding the protection of your data, you can contact our Data Protection Officer by e-mail at the following address: info@thefriends.be, or by telephone on (+32 2 657 90 70) from Monday to Friday, from 9h to 17h.

You can also seek information from the National Data Protection Authority.

In the event of non-compliance with the regulations or failure to respect your rights, you may refer the matter to the courts or to the National Data Protection Authority.