At UQ we attach great importance to protecting the privacy of all those whose data we collect. We treat and secure these details with the greatest possible care, in accordance with the applicable legislation in Belgium.
We make every effort to protect the personal data provided to us from loss, destruction, disclosure, unauthorised access or improper use.
What does UQ do?
UQ WORKS NV is a public limited company with registered office at Bouwensstraat 21 in Antwerp and company number BE0669 828 154. It is a Belgian company that is part of the UMAN360 group.
UQ has a positive mission and stands for a new way of working. Our mission is to give people and organisations more confidence when facing a rapidly changing future. The development of the individual is firmly encoded in our company DNA, but most importantly we believe that the combination of technology with unique content is the key to success. Through our digital, custom solutions, we improve the engagement and retention of all your employees.
In the course of its activities, UQ processes personal data of natural persons and this may include natural persons who use our software platforms, visit our website(s), staff members, job applicants, etc.
What personal data does UQ process?
UQ processes the personal details that are necessary for the execution of agreements and contracts concluded within the framework of its activities, and processes those details that are necessary for UQ to be able to carry out its commercial activities. These data may include your name, first name and contact details, but also your choice of language, your company, your company or VAT number, your bank account number, mobile phone number, e-mail address, etc., but also the communication that you have with UQ as a current or potential partner, participant, job applicant, person concerned, etc. You can also provide us with additional information if we have contact with you through other channels (by telephone, e-mail, at trade fairs or events). UQ may also collect information that is publicly available for the purpose of verifying previously collected data or to manage and expand its activities.
When you visit our public website, you do not need to provide any personal information to use most of it. We may, however, capture information about the use of our website, and public data (such as your social media profiles or website mentions) may also become visible to us through website tracking technologies. In addition, you can always provide additional information when you fill out forms on our website.
UQ processes few sensitive personal data within the meaning of the GDPR.
Why do we need your personal data?
Processing within the framework of intended or current agreements and arrangements is also the main legal basis of data processing by UQ and its members.
If necessary, your additional, explicit and specific consent to the processing of your personal data in accordance with the GDPR will be requested. A given consent can in principle be withdrawn free of charge and electronically unless there would be another legal ground for the processing.
When logging on to the various UQ software platforms for the first time, data is requested (such as name, e-mail address, language, etc.) that must be filled in so that a personal account can be created and certain features in the software platforms can be activated. Other personal details can be added at any time without obligation, such as the uploading of a profile picture.
In this regard UQ naturally notes that UQ or its members may also process your data based on a ‘legitimate interest’ for processing. For instance, UQ may inform you about new services or products that may be of interest to you if you have already entered a relationship with UQ in this respect. UQ will, as in the past, always do this within reasonable limits and never in an aggressive or undesirable manner.
What is the source of the personal data?
UQ obtains the personal data that it processes from the natural persons concerned themselves (directly) or from affiliated companies. In the case of the use of the UQ software platforms the personal data may also initially be obtained from third parties such as your employer, a recruiter or any other party that uses these software platforms. In the aforementioned case UQ will initially receive some identification data such as first name, surname and e-mail address in order to send you an invitation e-mail at the request of the third party.
Of course, we never misuse this data.
How long do we keep your personal data?
UQ maintains the personal data it processes for the purposes of processing and ensures the integrity, security and confidentiality of the personal data, both technically and organisationally. In addition, UQ keeps the personal data it processes up to date to the maximum extent possible and erases or improves it where necessary.
In the event of the sale of “software as a service” to customers, UQ will keep the personal data according to the relevant agreement with this customer. After the termination of this agreement, UQ shall retain these data for no longer than five years or these data shall be anonymised.
UQ does not retain the personal data of its personnel (identification, services, salary data, multifunctional declaration to the National Social Security Office, tax declaration, etc.) for longer than five years after the termination of the employment contract/service agreement, unless in the event of legal proceedings, in which case the data can be processed up to a maximum of three years after the final settlement. We do this to comply with all kinds of social, fiscal and other legal obligations and limitation periods. Any sensitive data (e.g. medical absences) will only be kept for the duration necessary for the execution of the agreement concerned or as long as it is necessary to keep it in one form or another.
How do we protect your personal data?
UQ ensures the integrity, security and confidentiality of personal data, both technically and organisationally. UQ stores important/sensitive personal data on its own secure servers that are managed internally, as well as on secure servers of third parties. Personal data are primarily processed at UQ’s head office in Belgium, but data transfers to other locations around the world are also possible when third parties are involved, for example in the case of cloud-based data servers.
With whom do we share your personal data?
UQ primarily processes personal data itself (both internally and externally for information and communication purposes) and acts as the data controller, together with its affiliated companies. UQ and its members only pass on data to third parties when this is necessary. Only the data that are strictly necessary are communicated in this case and, if necessary, these data are also anonymised.
UQ may also share your personal data with any third party from whom you have requested us to share your personal data, such as Facebook, Linkedin, Google or other social media.
Based on legitimate interests, your personal data may also be passed on to external partners who assist us with our services. They are given access to your personal data when this is strictly necessary for the fulfilment of their activities as a company. They are not allowed to use your data for other purposes. Some examples of third party activities are providers of marketing support, hosting of web servers and applications, providers of marketing, personnel, customer and supplier support (e.g. social secretariat, insurance broker, …)
Within the framework of strategic established partnerships regarding certain applications or modules offered within the UQ software platforms, personal data may also be passed on to the various parties concerned. These parties are regarded as co-processors of these data.
Your personal data will not be sold or rented to third parties.
UQ may at any time disclose your personal data to enforce its policies, comply with its legal obligations or in the interests of security, the public interest or law enforcement. This applies to any country in which UQ has entities or branches. In addition, your information may also be disclosed in connection with actual or proposed litigation or to protect our property, safety, human and other rights.
In the event that all or part of the activities of UQ are sold or merged with another company, your data will be passed on to the new owner(s) of the company or adviser(s) to the potential purchaser(s). In the aforementioned case, appropriate measures will be taken to ensure the integrity and confidentiality of your personal data. However, the use of your personal data remains subject to this policy.
Transfer of your personal data
The transfer of your personal data to foreign parties, including those outside the EU, may prove absolutely necessary for the performance of certain agreements and the data subject therefore gives his consent to this processing. If UQ transfers personal data to someone outside the EU that is not on a list of “safe countries” (under the GDPR), it will enforce, to the extent possible, the appropriate security safeguards for this, including through specific contractual provisions. UQ shall ensure as far as possible that the external partners who process personal data on its behalf or who are (co-)responsible for the data processing comply with the provisions of the GDPR.
What are your rights as a data subject under the GDPR?
UQ ensures that you, as an affected natural person, can exercise the rights granted to you by the GDPR: right to information; access; copy; rectification; oblivion; restriction and objection to processing and data portability. Furthermore, you have the right to receive the personal data you provided to a controller in a structured, commonly used and machine-readable format and to transfer that data to another controller.
Should you receive commercial e-mails, newsletters or similar communications from UQ, you may unsubscribe at any time.
You can exercise your rights free of charge and electronically by using the contact information at the front of this statement. If necessary, we may ask you to verify your identity in order to ensure that your request is legitimate. In certain circumstances under applicable data protection legislation, UQ may deny access to your information or not comply with your request. Only in the case of excessively burdensome requests, UQ may charge you an administrative fee.
A cookie is a simple small file that a website saves to your hard disk via the browser. Information is stored in a cookie. Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features and services, on our and other websites, may not function properly if cookies are disabled in your browser.
A complaint or question about your personal data?
For all your questions, requests or complaints about the processing of your personal data at UQ, please contact us at the e-mail address provided for that purpose: email@example.com. You can also submit a complaint to the supervisory authority. In Belgium this is the Data Protection Authority or GBA (www.gegevensbeschermingsautoriteit.be). This is the new name for the privacy commission. You can also always appeal to the national courts.
If you are aware of a data breach, or suspect one, please notify us immediately at firstname.lastname@example.org.
Version of this privacy statement
UQ may, for various reasons, make improvements, additions or changes to this privacy statement. The most recent version can always be viewed on our website. Upon publication, the updated version will take effect immediately.
This statement was last updated on 18 March 2022.