This privacy notice (“Privacy Notice”) provides information on the processing (i.e. collection, storage, use, transfer, etc.) of your personal data by MILEVIEWER BV (“Mileviewer”, “we”, “us” or “our”).We collect, store, use and transfer your personal data when you, on your own initiative or on behalf of your company:
Our Website uses cookies, trackers and similar technologies which involve the placing of information on, or the collection of information already stored on, your device (i.e. computer or mobile device). For more information on such placing and collection and any personal data processing which is associated with the use of these technologies, you are kindly requested to consult our cookie notice (https://www.mileviewer.com/privacy-policy).
In this section we explain who is responsible for the processing of your personal data.
Mileviewer BV – Your personal data are processed by a corporation organised and existing under the laws of Belgium, with registered office at 3500 Hasselt Belgium, Kempische steenweg 303 box 200, registered in the RPR/CER of Antwerp, Hasselt division, under enterprise number 0721.773.733.
Questions – If you have any questions regarding the processing of your personal data as described herein or regarding the content of this Privacy Notice, you can contact us via e-mail at info@mileviewer.com.
Changes – We reserve the right to change, amend or revise this Privacy Notice at our discretion and from time to time. We will inform you of such changes, amendments or revisions through the Website before these changes, amendments or revisions take effect.
In this section we explain the different types of personal data we process when you use our Website or interact with us in one of the manners described above. You understand that without these personal data we are not able to interact with you in the intended manner.
Website – When you visit our Website, we will collect information related to your internet connection (e.g. your IP address), information related to your device (e.g. the browser you use) as well as information related to the way in which you use our Website. When you schedule a demo for our solution, we will also collect your contact information (e.g. name, email address, the company you represent and your role) as well as your availabilities. When you use our contact form, we will collect your contact information as well as any question or message you may have for us.
Phone, email, chat, video call or social media – When you contact us via phone, we may collect a transcript or summary of the conversation as well as your contact information, including your phone number. When you contact us via email, video call or chat, we will collect your contact information, information related to your internet connection, the contact information of other participants to the conversation as well as the content of your conversation with us. When you contact us via social media, we may collect information about your social media profile in addition to your contact information, information related to your internet connection and the content of your conversation with us.
Newsletters or other marketing materials – When you register for, or receive, our newsletters or other marketing materials, we process your contact information as well as your preferences in relation to receiving our newsletters or other marketing materials. We may also collect information about the way you interact with the newsletter or marketing materials (e.g. by clicking on a link).
Fairs and events – When you meet with us at a fair or an event and leave us your contact information, we will collect this contact information, the fact that you participated at the fair or event as well as any pictures or videos in which you may appear which were made at the fair or event.
Customers and suppliers – When you are or represent a customer or supplier, we will collect your contact information, information related to the company you represent (when applicable), information related to your commercial interactions with us and administrative information related to order processing and invoicing.
In this section we explain the purposes for which we wish to process your personal data. For each purpose we highlight the specific legal authorization we rely on to process your personal data.
Website – We process your personal data collected via the Website for the purposes of offering you the Website and its functionalities and features. We rely on our legitimate interest to provide our Website visitors with the information, functionalities and features as made available on the Website. Please note that we are not able to provide you with access to the Website or one or more of its functionalities and features if you oppose the processing of your personal data.
Phone, email, chat, video call or social media – We process your personal data collected when interacting via phone, email, chat, video call or social media in order to engage in such interactions and to ensure that we can give appropriate consequence to such interactions within our organization. We rely on our legitimate interest to communicate with individuals who contact us and act suitably upon such interaction.
Newsletters and marketing materials – We process your personal data to send you our newsletters and other marketing materials. For our existing users we rely on our legitimate interest to send you our marketing materials to the extent that such materials relate to our existing or similar services which you already have bought or used from us. In all other circumstances we will ask for your consent before we send you these materials. You are entitled to withdraw such consent at any time.
Fairs and events – We process your personal data to be able to contact you later on when we believe you may be an interesting contact for us and to make pictures and videos of the fair or event. We rely on our legitimate interest to be able to contact interesting individuals who we meet at business occasions and to show how a particular event or fair went. If we want to use a portrait photograph or video in which you are very prominently shown, we will only do so with your explicit consent which you can withdraw at any time.
Customers and suppliers – We process your personal data for invoicing and relationship management purposes, including for following up on orders or overdue invoices, for which we rely on our legitimate interest to process your personal data so that we may continue to offer or procure services and to you or inform you of new services.
Management reporting and statistics – We process all of the personal data mentioned above to be able to generate aggregated statistics which we use for internal management reporting as well as for discovering and communicating about trends, developments and opportunities. We rely on our legitimate interest to investigate, better understand and report on our business to process your personal data for this purpose.
Product and service development and improvement – We process all of the personal data mentioned above to develop new products and services as well as improve our Marketplace and associated service offering. We rely on our legitimate interest to remain competitive to process your personal data for this purpose.
Security – We process all of the personal data mentioned above to keep our Website, its users, underlying systems and data safe and secure from incidents and threats, for which we rely on our legitimate interest to keep our services safe.
Legal obligations and legitimate requests – We process all of the personal data mentioned above to comply with legal obligations as well as to comply with any legitimate request from competent officials or representatives of the police, judicial authorities, government agencies or bodies including data protection authorities, for which we rely on our legal obligations.
Mergers and acquisitions – We process all of the personal data mentioned above to prepare and undertake corporate transactions such as mergers, acquisitions or demergers, and follow up on such transactions, for which we rely on our legitimate interest to engage in such transactions.
Defence in disputes and proceedings – We process all of the personal data mentioned above to defend ourselves in disputes and legal or other proceedings as well as to gather evidence and prepare our defence, for which we rely on our legitimate interest to be able to defend ourselves in such circumstances.
In this section we explain which categories of stakeholders will receive your personal data insofar such is necessary for realizing the purposes listed above.
Intra-group data sharing – We will share your personal data with other entities with which Mileviewer is affiliated.
Governmental and judicial agencies, authorities or bodies – We will make your personal data available to governmental and judicial agencies, authorities or bodies to comply with legal obligations or requests as explained above.
Debt collection agencies – We reserve the right to transfer your personal data to a debt collection agency for the handling of unpaid invoices.
Service providers – We rely on carefully selected third parties to assist us in providing you our Website and our services and for engaging in normal business relationships, such as financial institutions, payment providers, insurance companies, external legal support, accountants and marketing and IT service providers. Your personal data are transferred to these service providers insofar necessary for realizing the purposes above.
Transfer to third countries – Your personal data will be transferred to countries outside the European Economic Area for which we have either concluded the necessary contractual arrangements on the basis of the European Commission’s standard contractual clauses or on the basis of an adequacy decision For more information, you can contact the data protection officer (see contact details below).
In this section we explain the measures we take to ensure that the processing of your personal data takes place in a safe and secure manner.
Purpose limitation – We process your personal data only for the purposes listed in this Privacy Notice and will only share them with the third parties listed in this Privacy Notice for such purposes.
Data retention – We process your personal data only for as long as required for the purposes listed in this Privacy Notice and minimally for as long as:
we have an on-going interaction with you and until five (5) years thereafter; or
when we rely on your consent, until such time you have withdrawn your consent; or
for as long as you are a supplier or customer and until 7 years thereafter.
Security – We take the necessary technical and organisational measures to protect your personal data against unauthorised access or theft and against accidental loss, alteration or destruction. We only allow access to your personal data on a need-to-know basis as explained herein and ensure that anyone who accesses these data on our behalf is bound by a contractual or statutory confidentiality obligation. You understand, however, that safety and security are only best efforts obligations which can never be guaranteed.
In this section we explain which rights you have when we process your personal data. Note that we have listed these rights exhaustively and that certain conditions may apply for exercising these rights.
Right to access – You have the right to request access to all personal data processed by us pertaining to you. To be able to grant this request, you must explain to which data you would like to have access. We reserve the right to charge an administrative fee for multiple subsequent requests for access that are clearly submitted for causing nuisance or harm to us.
Right to rectification – You have the right to ask that any personal data pertaining to you that are inaccurate, are corrected free of charge. If a request for correction is submitted, such request shall be accompanied of proof of the flawed nature of the data for which correction is asked.
Right to erasure – You have the right to request that personal data pertaining to you will be deleted if they are no longer required in light of the purposes which are outlined above or if you deem the processing to be unlawful. However, you need to keep in mind that we will evaluate a request for deletion against:
overriding interests of Mileviewer or a third party;
legal or regulatory obligations or governmental or judicial orders which may contradict such deletion.
Instead of deletion you can also ask that we limit the processing of your personal data if and when (a) you contest the accuracy of that data, (b) the processing is illegitimate or (c) the data are no longer needed for the purposes which are outlined above, but you need them to defend yourself in judicial proceedings.
Right to oppose – You have the right to oppose the processing of personal data, but you must explain the serious and justified reasons connected with your particular circumstances which would warrant such opposition.
How to exercise your rights – If you wish to submit a request to exercise one or more of the rights listed above, you can send an e-mail to info@mileviewer.com for all data subject rights matters. An e-mail requesting to exercise a right shall not be construed as consent with the processing of your personal data beyond what is required for handling your request.
• Such request should clearly state and specify which right you wish to exercise and the reasons for it if such is required. It should also be dated and signed, and accompanied by a digitally scanned copy of your valid identity card proving your identity.
• We will promptly inform you of having received this request. If the request proves valid, we will notify you as soon as reasonably possible and at the latest thirty (30) days after having received the request.
• If you have any complaint regarding the processing of your personal data by us, you may always contact us via the e-mail address mentioned in the first paragraph of this clause. If you remain unsatisfied with our response, you are free to file a complaint with the competent data protection authority, i.e. the data protection authority in your country or the Belgian Data Protection Authority (https://www.gegevensbeschermingsautoriteit.be). .