Your personal data is collected and processed by AREMIS.

The registered office of AREMIS Management SA is located at Avenue Charles Schaller 54 – B-1160 Brussels. AREMIS is registered under number BE 0641 657 869.

AREMIS places great importance on respecting your privacy and protecting your personal data by applying the European General Regulation 2016/679 on Personal Data Protection (hereinafter "GDPR"). Where the Belgian law of 30 July 2018 on the protection of individuals regarding the processing of personal data imposes stricter requirements, we will act in accordance with this legislation.

AREMIS is committed to protecting the (personal) data of all its stakeholders with the utmost care and processing it only confidentially, fairly, and legally. This privacy policy contains essential information on how AREMIS, as the data controller, collects and processes personal data, defines its purposes, and explains your rights as a data subject.
 

This policy applies to all individuals who come into contact with AREMIS. It also applies during visits to our offices, visits from our staff, and visits to our website.
 

 

Personal data can be defined as any information that allows identifying a natural person directly or indirectly. You may provide us with your personal data during the following activities for the corresponding purposes and based on the indicated grounds:

- **Contact Form or Correspondence**: By filling out the contact form on the website, you consent to AREMIS processing your name, first name, email address, and your question or message. If you contact us directly (via email, phone, or mail), we will process your contact details and the content of this correspondence. We use this information to best process your question or message. Phone calls and video-conference calls to our customer service or other services are not recorded or stored. Otherwise, your prior consent will be requested. Additionally, we may use your email address to send surveys to improve our service or marketing information regarding services offered by Aremis.

- **Job Application Form**: If you send us your application for a job or collaboration with our company, Aremis will process your personal data and any other data you provide to evaluate the possibility of establishing a contractual relationship. The processing of applications and interview management is based on the pre-contractual measures that AREMIS must implement in a recruitment process. The creation of a CV database, the proposal of other opportunities, or the production of statistics and market studies are based on AREMIS's legitimate interest. You can modify or cancel your online application at any time by mail or email.

- **Office Security**: To ensure the safety of our employees, visitors, and facilities, each visitor must register at our reception and provide their name, first name, the name of the organization represented (if applicable), the name of the person visited within AREMIS, and the time of arrival and departure. For this purpose, all our visitors are also filmed at the entrance to our offices via a video surveillance system. These processes are based on AREMIS's legitimate interest.

- **Events**: When you register for an event in which we are partners, we may take photographs to capture the atmosphere. Photos may then be published on our social media channels to highlight our participation in the event. The publication of photos on social media is based on our legitimate interest in promoting the services offered by Aremis for online visibility. If you no longer wish for a photo or video in which you appear clearly to be made public, you can notify us by sending a link or reference to the photo or video to gdpr@aremis.com. It will be removed from online publications as soon as possible and within technological constraints.

- **Other Relationships**: We collect the contact details of our current or future suppliers and partners, such as name, first name, business phone number, professional email address, and workplace address, the name of the represented organization (if applicable), duration of the mandate (start and end date), as well as bank account number, VAT number, CV, and any judicial, tax, and legal information that may be required from the supplier, partner, or their representative. We process this information to conclude our agreements and manage our relationships or collaborations. This processing is therefore based on the conclusion and execution of our contracts and business relationships.

- **Browsing Our Website**: Each time you visit our website, we collect information through cookies and other technologies to ensure the optimal functioning of our website. For more information on this, you can also consult our Cookie Policy.

- **Social Media Plugins and Other Links**: AREMIS's website incorporates plugins for YouTube and LinkedIn  hereinafter referred to as Plugins. Once you access our website, these Plugins may send information to third-party platforms regarding your device, the pages you visit, and how you use the services offered. Unless you share something on your social media account, the Plugin is treated independently of whether you have an account or not. We recommend familiarizing yourself with the privacy policies of the different third-party service providers whose Plugins may be present. These service providers may collect data from the Plugins according to their respective privacy policies.

AREMIS's website incorporates links to third-party sites such as Typeform, reCaptcha, Rics United Nations (non-exhaustive list) These sites are not managed by AREMIS. AREMIS is therefore not responsible for the content of these sites referred to or the products or services offered there. We recommend that you carefully read each Privacy Policy of each site you visit, as AREMIS does not control these sites to which its Privacy Policy and Cookie Policy do not apply.

- **General**: Aremis recognizes the importance of personal data protection. We do not retain your personal data for longer than strictly necessary to achieve the purposes for which we received it or to perform a contract or to fulfill a legal obligation. Retention periods differ concerning the type of processing and the purpose for which personal data was collected. Personal data collected based on your consent is retained as long as your consent remains valid.

- **Prospects, Clients, Suppliers**: We retain information relating to prospects, clients, and suppliers about personal records or contractual relationships as long as reasonably necessary to execute our agreements, comply with our legal obligations (such as accounting and tax obligations), and resolve disputes or enforce agreements. Therefore, this personal information is retained throughout our contractual relationship and for 10 years thereafter.

- **Complaints and Questions**: The information you provide us in connection with questions or complaints will be retained as long as necessary to respond to and fully process the content of your email. Subsequently, we retain these files in our archives to consult related questions or complaints to optimize our services.

In all cases, personal data may be retained for a longer period if there is a legal or regulatory reason to do so or for a shorter period if the data subject objects to the processing of their personal data and there is no longer a legitimate reason to retain it. We guarantee limited access to archived data and will delete or anonymize your personal data if the retention period has expired.

- **Job Application Forms**: Regarding applications for a job or collaboration within Aremis, if the application does not result in a working or collaboration relationship, we will retain your personal data for a maximum period of 5 years after the end of the solicitation procedure for the purposes described above in Aremis's legitimate interest, including to contact you in the future if future opportunities appear to match the profile of the person concerned.

The data subject has the opportunity at any time to exercise their rights as described in the general data protection regulation. The data subject can exercise the following rights:

- **Right of Access**: You have the right at any time and free of charge to access your personal data and request a copy of the personal data that AREMIS collects about you.

- **Right to Rectification**: You always have the right to have incorrect personal data corrected or to have incomplete personal data completed.

- **Right to Erasure (“Right to be Forgotten”)**: You can request the deletion of your personal data from AREMIS's systems. The request for erasure of your personal data cannot always be granted due to contractual or legal obligations. AREMIS will consider these obligations when responding to your request.

- **Right to Object**: You have the right to object to the processing of your personal data if the processing is carried out for reasons of AREMIS's legitimate interest or public interest. We will stop processing unless we can prove there are compelling legitimate grounds for the processing or for the exercise of legal rights.

- **Right to Withdraw Consent**: For the processing of your personal data collected by AREMIS with your consent, you can withdraw your consent at any time. For example, you can always request the removal of an online photo or video for which you had given your consent. However, the withdrawal of your consent does not apply to processing carried out previously by AREMIS.

- **Right to Restriction of Processing**: In some cases, the data subject has the right to obtain the restriction of the processing of their personal data. We will continue to store your data but limit its use. You can submit this request when you believe your personal data is inaccurate or the processing by AREMIS is not justified. We are only required to honor these requests in specific cases as defined by law.

- **Right to Data Portability**: The data subject has the right to receive the personal data concerning them processed by AREMIS in a structured, commonly used, and machine-readable format and/or to transmit this data to another data controller.

These rights can be exercised free of charge by sending an email to infogdpr@aremis.com. We are committed to responding to your request within one month of its receipt. We may ask for additional information to confirm your identity and ensure the request comes from you.

If at any time you believe that AREMIS does not respect your rights under the GDPR, you have the right to file a complaint with the Belgian Data Protection Authority: Data Protection Authority, Rue de la Presse 35, 1000 Brussels, tel +32 (0)2 274 48 00, email: contact@apd-gba.be.

AREMIS will refrain from disclosing or selling personal data to third parties and publicly disclosing the personal data of data subjects except in specific cases as follows:

- Personal data may be shared between the different branches, divisions, and subsidiaries of AREMIS, to your legal successors, and other affiliated companies if this transfer is necessary for the provision of our products or services in accordance with the predetermined purpose.

- Personal data may be shared with third-party service providers to whom AREMIS has entrusted certain processing activities. In all cases, they are limited to processing your personal data following our instructions, and if necessary, a data processing agreement will be concluded to require them to comply with all obligations required by applicable data protection legislation.

- Personal data may be shared with subcontractors and third parties for the execution of a contract that we have with them or with you.

- Personal data may be shared with government agencies or authorities if applicable laws or regulations require it.

- Personal data may be shared with any other third party if you have previously consented.

Regarding international transfers of personal data and their processing outside the European Economic Area (EEA), your data is transferred to third parties in third countries such as software providers and cloud or mailing services only if applicable data protection legislation allows it. We guarantee appropriate safeguards to ensure that your rights are also respected by the data recipient outside the EEA according to an adequate level of data protection.

AREMIS has implemented technical and organizational measures that it deems necessary to ensure the confidentiality, integrity, and availability of information systems and services that process personal data. These measures include, among others, physical and operational security measures, access control, awareness, and confidentiality clauses. All our employees and the third parties we engage are required to respect the confidentiality and security of your data.

This Privacy Policy is governed, interpreted, and implemented in accordance with Belgian law, which exclusively applies in case of dispute. The French-speaking courts and tribunals of the judicial district of Brussels have exclusive jurisdiction to rule on any dispute that may arise from the interpretation or application of this Privacy Policy that could not be resolved amicably within one month from its occurrence, this period may be extended by mutual agreement.

If you have any comments, questions, or concerns about the information contained in this policy or any other questions regarding the processing of your personal data by AREMIS, please contact our Data Protection Officer at gdpr@aremis.com. If you prefer to contact us by mail, you can do so at the following address: DPO C/O Aremis Management SA, Avenue Charles Schaller 54 | B-1160 Brussels, Belgium.

We may modify or update this Privacy Policy from time to time to reflect changes in our practices regarding the processing of your personal data or changes in applicable laws. We will do so by posting the updated version on the AREMIS website. When we publish changes to our Privacy Policy, we modify the date and version number of the "last update" of our Privacy Policy. Significant changes will be noted on our homepage. Nevertheless, we encourage you to read our Privacy Policy periodically.