Privacy policy

Processing of personal data: Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. Personal data means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly.

A processor: A processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

A controller: A controller is a natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

This Privacy Policy applies to all direct customers, visitors, suppliers, applicants and all other persons who are not employees of Sirus and of whom Sirus processes personal data as controller. For the remainder of this Privacy Policy, an individual belonging to one of these groups is referred to as a “data subject”.

Only when Sirus is acting in the capacity of data controller, points 5 to 10 of this Privacy Policy shall apply.

If, as data subject, you want to exercise your rights, you must always address the data controller (responsible for the processing).

5.1        Based on the performance of a contract

Sirus processes personal data necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to the conclusion of a contract.

• When requesting a quote

When you request more information about the services or products of Sirus you can request a quote through different channels (telephone, website, social media, …). Sirus processes personal identification data (e.g. name and email) to provide you with an adequate proposal.

• When processing an order, following up on invoices and commercial agreements

When you order services or products from or deliver to Sirus, Sirus processes personal identification data and professional data to correctly follow up the order or delivery.

• When applying for a job

Sirus regularly seeks new enthusiastic and motivated employees to join our team. During the job application procedure Sirusprocesses the following categories of personal data:  personal identification data, personal characteristics (e.g. birthdate, language, …), competences, educational history, career, curriculum vitae, image, work references.

• When participating in an event

Sirus organises events. In the organisation of such an event, we process personal identification data, professional data at registration.

5.2        Based on consent

When processing personal data based on your consent, you always have the right to withdraw your consent. (see 10. What are my rights and how can I exercise them?)

• When completing a customer satisfaction survey

Sirus asks permission to link personal data (identification data and professional data) with the results of a customer satisfaction survey. We only use this data to improve our services. Sirus uses a research agency as processor for this purpose, but it will not use the data for other purposes and will not pass it on to third parties for its own use.

• When creating a recruitment reserve

If Sirus does not hire you after a job application, but would like to keep you CV for future opportunities, Sirus will ask for your permission to keep your CV.

• Use of targeted visual material on social media and the website.

When publishing targeted images on social media and the website, Sirus will ask for your permission. With targeted images we mean images in which the person is clearly identifiable (close-up, image focused on a certain person, posed photo, …).

• When indicating eating preferences if you register for an event and/or training course.

If you wish, when registering for an event or training you can indicate your food preferences, so that we can provide suitable food for catering. Only quantities and no personal details are passed on to the catering company.

5.3        Based on the legitimate interest

Sirus processes personal data based on a legitimate interest in which Sirus has made a balancing of interests.

• When using security cameras

In and around the buildings of Sirus cameras are installed for the purpose of preventing, detecting or identifying nuisances or crimes against persons and goods and maintaining public order. Images are collected, processed and stored for this purpose.

• When dealing with a question, offering help or offering information at your request

You can contact Sirus through various channels (telephone, correspondence, email, chat, contact form website, social media). We will only use the personal data you provide to answer your questions.

• When inviting a customer satisfaction survey

Sirus invites customers to participate in a customer satisfaction survey. For this purpose we work together with a research agency.

• When carrying out competency tests during the application period

In order to screen an applicant, Sirus conducts an assessment of the candidate’s competences and personality. Sirus will use an assessment agency as a processor, but we will not use the data for other purposes and will not pass them on to third parties for their own use.

• When creating an application summary list showing the status for each data subject involved

Due to the many applications that Sirus processes and the different channels through which new candidates are introduced, there is a legitimate interest in creating a list so that candidates we refuse do not re-examine after a few weeks. This list only contains personal identification data.

• When passing on a C.V. intra-group

Sirus is part of Part of The Human Factory. If someone applies for Sirus, Sirus can distribute this application within The Human Factory. If you, as an applicant, only wish to apply for Sirus, please state this explicitly.

• When keeping contact details to notify you as a friend or family member of our employee in the event of an emergency

We ask our employees to provide contact details of an acquaintance and/or family member so that we can notify them in the event of an emergency.

• When using images for public relations and/or journalistic purposes

When Sirus organises a company event, Sirus has a legitimate interest in doing public relations in order to attract new employees and/or new customers. The visitors of the event are informed in advance and have the opportunity to oppose taking the photo: at the event itself against the photographer or after the event by sending an email to info@sirus.be.

• When improving the quality of the website

Sirus uses tools to gather statistics and gain insights about the use of the website. This information is anonymised and not linked to your personal information. Analytics tools use cookies. These are text files that are placed on your computer to collect standard internet logging information and behavioural information. More information can be found in our cookie statement.

Sirus does not share your personal data with third parties, unless:

• Sirus has received your prior consent;
• Sirus is obliged to do so in the context of a regulation or legal procedure;
• Sirus is requested to do so by legislative or judicial authorities;
• Sirus organises an event together with partners or suppliers. The list of participants will also be communicated to the partners or suppliers;
• Sirus is taken over in whole or in part or split up. In that case, Sirus will impose on the third party the obligation to process the personal data only in accordance with the provisions of this Privacy Policy.

Sirus makes use of certain subcontractors such as consultants, study agencies (e.g. for conducting satisfaction surveys, tools (e.g. CRM system, mailing tool) and this in order to outsource some of our services to them. These subcontractors are not considered third parties but processors. We ensure that these subcontractors take the necessary technical and organisational measures to process your personal data legally and lawfully and under no circumstances disclose your personal data to third parties.

Sirus recognises that the security of personal data is part of data protection. Therefore, Sirus takes appropriate technical and organisational measures to protect your personal data against unauthorised processing or unauthorised access in order to prevent misuse.

Whenever personal data is transferred to a processor outside the European Economic Area (EEA), Sirus will always do so in accordance with the terms of this Privacy Policy and Sirus will follow applicable data protection laws and regulations to ensure adequate safeguards.

Sirus will only keep your personal information for the minimum period necessary to fulfil the purposes set forth in this Privacy Policy unless (i) a longer retention period is required to resolve disputes or (ii) a longer retention period is required by law. Non-personal information may be retained indefinitely for statistical purposes.