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1. Summary
This privacy statement regulates the processing of your personal data in connection with the use of our website (www.datatopia.care) and the services we offer. These processing operations are always carried out by Datatopia in its capacity as data controller, located at 1400 NIVELLES, rue du Bosquet 7 under company number BE0789.754.994. Protecting the personal data of customers and visitors is very important to Datatopia. This is why we strive to ensure this data protection and act in accordance with the General Data Protection Regulation (GDPR) when processing your personal data. Specifically, Datatopia will always process personal data lawfully and for specific purposes. We will not request more personal data than is necessary to achieve the purpose or retain such personal data longer than necessary. Finally, Datatopia takes the necessary technical and organizational measures to ensure the security of personal data. This privacy statement was last updated on 25/03/2023. Datatopia reserves the right to amend this privacy statement if necessary. Substantial changes will be communicated at any time.
2. Datatopia
Datatopia is a SaaS platform provider whose mission is to develop efficient healthcare systems that connect healthcare professionals, patients and stakeholders. In this context, Datatopia comes into contact with the personal data of its employees, applicants and customers, and is responsible for handling this data in compliance with the applicable legal provisions.
3. Definitions
According to the GDPR, personal data means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
We define the processing of personal data as any operation or set of operations performed on personal data or a set of personal data, whether or not by automated means, such as the collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, blocking, erasure or destruction of data. Personal data includes, for example, your name, address or e-mail address, but also your IP address.
3.1 What personal data do we process?
Datatopia will only process the following personal data about you on www.datatopia.care:
identification data:
first name
last name
telephone number / mobile phone number
e-mail address
postal code
IP address
Profession and job:
Organization
Function
For the purposes of the application, we will also process data relating to your education, training and profession.
3.2 Why do we process your personal data?
Datatopia will only use your personal data to communicate in the context of a business relationship.
3.2.1 Information requests
The personal data we collect on www.datatopia.care or via the e-mail addresses mentioned there is used to answer your questions appropriately and accurately, and is included in our customer system so that we can offer you an even better service in the future. In order to fully process your requests for information, we will retain your personal data for this activity for as long as you are a customer of ours. If you are not a Datatopia customer, we will delete this information after answering your question or in order to keep in touch with you (for example, if you have expressed an interest in one of our products).
3.2.2 To stay in touch with you
We believe it's important to have good relations and communication with all our customers. We will therefore contact you to keep you informed of relevant offers/promotions and innovations that may be of interest to you. Datatopia will use its legitimate interest to process personal data for this purpose. If you receive these communications from us, you may at any time indicate that you no longer wish to receive them.
3.2.3 Webinars
In order to register as a participant in a webinar, we collect the contact details of registered persons via a registration form. You give your consent when submitting the form. This data will be kept until the end of the webinar. This data may be used to keep in touch with you.
3.2.4 Recruitment and solicitation
As part of our recruitment process, we collect data from people who send us their application, whether unsolicited or not. This may be through our "opportunities" section on www.datatopia.care, LinkedIn messages, e-mails or other clear actions where a candidate expresses interest in applying. You can find more information on this in the specific privacy statement via our employment website ("opportunities").
3.2.5 Billing and administration
Datatopia collects billing and administrative data in order to fulfill its administrative obligations, such as billing for services provided to the customer or maintaining our statutory accounts. Datatopia is legally obliged to keep this personal data for 7 years.
3.2.6 Email notifications on RGPD subcontractors
Customers for whom Datatopia acts as subcontractor have the option of receiving e-mail notification when Datatopia's list of subcontractors is updated, thanks to a provision in the subcontractor agreement. The customer is required to register for this purpose by means of a non-binding form. This information is kept until the person unsubscribes via the same form or via the unsubscribe link in the e-mail notification.
3.3 Do we transfer your personal data to third parties?
Datatopia will not disclose or pass on your personal data, except in the following cases: We work with IT partners ("subcontractors") who support us in hosting, mailing, surveys and marketing initiatives. They will only process your personal data on our written instructions and in accordance with an agreed processing agreement.
If required by law.
Datatopia will take the necessary steps to process your personal data as far as possible within the European Economic Area. If personal data is processed outside the European Economic Area ("EEA"), an appropriate guarantee will always be provided.
4. What are your rights and how do you exercise them?
4.1 Access for the person concerned
You have the right to know whether or not your personal data is processed. If this is the case, you can consult all the personal data we process about you. You can also receive a copy of this information, which we will send to you on paper or in digital form. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care
4.2 Rectification
You have the right to ask us to amend your personal data if it is incorrect or incomplete. You can also ask us not to use your personal data temporarily until it is correct or complete. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care.
4.3 Withdrawing your consent
You have the right to withdraw your consent at any time. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care.
4.4 Deletion
You have the right to request the deletion of your personal data if it is no longer required for the purposes of this privacy statement or if you withdraw your consent to processing. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care. Note: we are not obliged to delete your personal data if we are required or permitted to retain it by law.
4.5 Data portability
You have the right to receive your personal data in a structured, commonly used and machine-readable format, such as a text or other digital file. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care.
4.6 Right to object
If you feel that we are not using your personal data correctly, you can object to processing, such as processing for newsletters, marketing or any other processing that is not necessary in the context of our professional relationship. You can do this by contacting our DPO by sending an e-mail to privacy@datatopia.care.
4.7 File a complaint with the supervisory authority
If you are not satisfied with the way in which your personal data is processed, you can lodge a complaint with the competent data protection authority. This is the Belgian Data Protection Authority. For more information, please visit www.autoriteprotectiondonnees.be.
5. Cookies
Datatopia uses cookies on this website. In this statement you can find out more about cookies and how we use them.
5.1 But first... What is a cookie?
Cookies are small text files that are placed on your computer or mobile device when you visit our website. This is done by Datatopia itself ("first party cookies") or by partners ("third party cookies"). Cookies identify your device by a unique number so that they can identify you on each visit. This is useful, among other things, to remind you of your language choice or to keep your session open so you don't have to log in again and again. There are different types of cookies, which you can distinguish according to their purpose:
Essential cookies: necessary for the operation of our website and cannot be deactivated in our systems.
Non-essential cookies: cookies for functional, analytical, statistical, social, targeted or commercial purposes. We ask for your consent first.
5.2 Cookie agreement
In order to use our website optimally, you need to accept our cookies. To do this, simply give your permission via the pop-up window you see on our website. Of course, you can choose not to accept or to deactivate cookies in your browser. However, please note that some sections of our website may not function optimally.
5.3 Overview of cookies used
