Privacy policy

Last updated on the 19th of January 2022.

Nuvoni facilitates this administrative solution. Nuvoni hereby respects your right to privacy and protection of your personal data.

In this Privacy Policy we will explain how we (Nuvoni) deal with your personal data. We advise you to read this Privacy Policy with the required attention.

Please note that this Privacy Policy solely relates to the processing of your personal data when you use Nuvoni's administrative solution or when you requested additional information from Nuvoni.

1 - Which categories of personal data are processed?

In brief: When you use Nuvoni’s administrative solution, different categories of your personal data are processed. This always concerns data that relate directly or indirectly to you. For example, it concerns your personal and financial identification data and electronic data that identify your device (eg an IP address).

1. When you use Nuvoni’s administrative solution, the following categories of personal data are processed:
2. Personal identification data (eg your name and address);
3. Electronic identification data (eg your IP address);
4. Financial identification data (eg your bank account number);
5. Financial transactions;
6. Personal characteristics (eg your gender and date of birth).
   

If you do not use Nuvoni’s administrative solution, but your data is available at Nuvoni (eg by your subscription to our newsletter), the following categories of personal data will be processed:

1. Personal identification data (eg your name and address);
2. Electronic identification data (eg your IP address).

2 - Who is responsible for the processing of your personal data?

In brief: In Article 2 we explain who is responsible for the processing of your personal data. For the processing of your personal data for the purposes described in Article 3 below, Nuvoni is responsible:

Nuvoni BV (BE0780.735.578)
Square de Meeûs 35 De Meeûssquare
Bruxelles 1000 Brussel
Belgique - België
‍info@nuvoni.eu

You can contact Nuvoni’s data protection officer via this email address.

3- Why are these personal data processed?

In brief: Your personal data are initially processed to offer you the administrative solution. These data are then also processed to allow Nuvoni to communicate and report with local tax authorities. Nuvoni determines the reasons for the processing.

However, we also process your personal data for other purposes which in that case are exclusively determined by Nuvoni. Among others, these purposes include the creation and keeping of statistics, the improvement of our services, etc.

Nuvoni processes your personal data for the following purposes:

• to be able to offer you the administration solution (as described in the Terms & Conditions of Nuvoni) in the context of your eligibility to the exemption of VAT;
• to deliver it to local tax authorities;
• for billing, communication and reporting purposes in connection to the operation of the administrative solution;
• to assess the solvency;
• to take the appropriate technical and organizational measures to protect your personal data.

Nuvoni also processes your personal data for the following purposes:

• to be able to communicate with you and/or to inform you about the status of our services;
• to be able to perform statistical and other analyses on the use of our administrative  solution;
• to improve our products and services;
• to detect abuse and fraud;
• to be able to inform third parties in the context of a possible merger, acquisition, division or similar operation, even if these third parties are located outside the EU;
• to be able to take the appropriate technical and organizational security measures internally in order to protect your personal data;
• to comply with legitimate requests or orders by competent governmental and judicial authorities, including the Data Protection Authority.

How do we legitimate the processing of your personal data?

In brief: The applicable legislation concerning the protection of your personal data obliges us to clarify which legal grounds we invoke to legitimize our processing of your personal data. Nuvoni primarily relies on the necessity of processing your personal data in order to be able to execute the agreement that Nuvoni concluded with you. After all, without the processing of your personal data, you cannot use the administrative solution.

For the purposes described in Article 3 Nuvoni invokes the necessity of the processing for the execution of the agreement with the User.

For the purposes described in Article 3 Nuvoni invokes the legitimate interest of Nuvoni, which consists of:

• to be able to inform you correctly about the status of our services, eg when an incident occurs;
• the commercial importance of improving products and services;
• the security interest to protect the administrative solution as well as the underlying processes, data and systems from threats;
• the importance of being able to execute company law transactions.

For the purposes described in Article 3 Nuvoni invokes the legal obligations imposed on Nuvoni, as can be derived, among others, from Article 32 of the General Data Protection Regulation.

5 - Who will receive the personal data and to which countries will they be transmitted?

In brief: Your personal data will be shared with a limited number of parties, such as the service providers and partners of Nuvoni and your supplier, some of which are based abroad. In this section we explain to whom we send your personal data and how we ensure that the security of your personal data is guaranteed when they are sent abroad.

Your personal data will be received by the following categories of recipients:

• yourself;
• your business relations (such as your bank);
• partners and service providers of Nuvoni;
• our shareholders and potential acquirers;
• governmental and judicial authorities.

Nuvoni will send your personal data to parties in the EU as far as necessary in the context of our services. Your financial identification data and financial transactions, if applicable, are also stored entirely within the EU.

6 - How long do we keep your personal data?

In brief: Nuvoni will only keep your personal data for as long as necessary to achieve the purposes mentioned in Article 3 above.

Your personal data will only be processed for as long as necessary to achieve the purposes mentioned in Article 3 above. Nuvoni will de-identify your personal data when they are no longer required for these purposes unless:

• a legitimate interest of Nuvoni, the local tax authority or a third party to keep your personal data in identified form outweighs your de-identification interest;
• a legal or regulatory obligation or a court or administrative order prevents such de-identification.

7 - What rights can you exercise with regard to the processing of your personal data?

In brief: You have the right to access your personal data, to have them corrected or deleted and to limit or oppose their processing. You are also entitled to data portability. In this article we explain how and under what conditions you can exercise these rights.

You have the right to request access to all personal data referred to in this Privacy Policy in so far as they relate to you. You can exercise this right in the first place via your profile in Nuvoni itself. Nuvoni reserves the right to refuse multiple requests for access that are clearly submitted to cause nuisance or damage to Nuvoni, the local tax authority or third parties.

You have the right to request that the personal data that relate to you and which are incorrect are corrected free of charge. You can correct some personal details via your profile with Nuvoni. If a correction is requested, this request must be accompanied by a proof that the data for which the correction is requested are incorrect.

You have the right to request that your personal data be deleted if they are no longer necessary in the light of the purposes described above. You should, however, take into account that a request for deletion by Nuvoni will be weighed against:

• a legitimate interest of Nuvoni, the local tax authority or a third party to keep your personal data, whereby this interest outweighs your right to deletion;
• a legal or regulatory obligation or a court or administrative order which prevents such deletion.

Instead of deleting the data, you can also request that the processing of your personal data be limited when you (a) dispute the accuracy of those data, (b) the processing is unlawful or (c ) the data is no longer required for the purposes described above, while you need them to defend yourself in court proceedings.

You have the right to object to the processing of personal data for the purposes mentioned in Article 3, but you must clarify the special circumstances on which your request is based.

Any request that you address to Nuvoni can be sent by e-mail to the e-mail address of Nuvoni mentioned under Article 2.

An email with a request to exercise a right will not be interpreted as a consent to process your personal data beyond what is necessary for the treatment of your request. Such a request must clearly state the right you wish to exercise and the reasons for it, if this is required in view of what has been stated above. It must also be dated and signed and accompanied by a digitally scanned copy of your valid identity card that proves your identity or be made via the login to Nuvoni.

Without prejudice to the distribution of responsibilities as described in Article 2, we will immediately inform you of the receipt of this request. If the request is valid, we will inform you as soon as reasonably possible and no later than thirty (30) days after its receipt.

If you have a complaint regarding the processing of your personal data by Nuvoni, you can always contact us via the email address mentioned in Article 2. If you are not satisfied with the answer, you can submit a complaint to the competent data protection authority, namely the Belgian Data Protection Authority.