1. Identification of the Data Controller
Your personal data is collected and processed by Essensium NV, with registered office at Gaston Geenslaan 10, 3001 Leuven, Belgium, registered in the Crossroads Bank for Enterprises under number BE0872984063.
Essensium specializes in advanced technology for warehouse safety and productivity, with solutions based on AI, vision, and real-time positioning.
In the course of providing our solutions and during our broader business operations — including interactions with applicants, prospective customers, existing customers, partners, and visitors to our website — we may process personal data of natural persons (hereinafter referred to as “data subject,” “you,” or “your”).
Essensium is committed to processing your personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (“GDPR”), including any current or future national or international laws or regulations implementing or replacing the GDPR, such as the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data (together referred to as “Applicable Data Protection Law”).
2. Scope of the Privacy Notice
This Privacy Notice applies to the following categories of data subjects:
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Applicants
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Prospective customers
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Customers
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Partners
This Privacy Notice contains essential information on, inter alia, how Essensium, as the data controller, collects and processes your personal data, for which purposes, on which legal bases, and it explains your rights as a data subject.
3. Processing of Personal Data
3.1 Purpose and Legal Basis for Processing
We may process your personal data in the context of the following activities, for the corresponding purposes, and on the stated legal bases:
| Purpose | Categories of Personal Data | Legal Basis |
|---|---|---|
| Management of job applications. Once hired, the Essensium employee privacy policy will apply, which will be provided to you in due time. | Name, email address, CV, motivation letter, correspondence, and, where applicable, answers to technical questions. | Legitimate interest during recruitment. Once a positive hiring decision has been made: steps at your request prior to entering into an employment contract. |
| Responding to your request via the contact form, email, phone, or letter. | Name, request, and where applicable: email, phone number, or other contact details. | Necessary for the performance of a contract. |
| Sending newsletters by email to provide you with relevant information and to keep you updated on our latest news. | Name, email address, interests. | Consent. |
| Sales and marketing campaigns: informing you about promotions regarding Essensium products/services and/or sending targeted offers by email. | Name, email address, interests. | Consent. |
| Surveys/feedback: to assess, evaluate, and improve our services. | Name, email address, feedback. | Our legitimate interests to evaluate and improve our services. |
| Events: registration and participation management. | Name, email address, position, organization, dietary preferences, allergies, photo/image. | Necessary for the performance of a contract; explicit consent for dietary data. |
| Delivering our products and services and managing (customer) relationships. | Name, email address, or other contact details. | Necessary for the performance of a contract. |
| Managing supplier or partner relationships/collaborations. | Name, email address, or other contact details. | Necessary for the performance of a contract. |
Where providing personal data is a legal or contractual requirement, or necessary to enter into a contract, you are obliged to provide the personal data. If you fail to do so, we may not be able to provide our services or otherwise fulfill our contractual relationship with you.
4. Your Rights as a Data Subject
In accordance with, and where applicable subject to, the limitations of Applicable Data Protection Law, you may exercise the following rights:
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Right of access – to confirm whether we process your data and obtain a copy.
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Right of rectification – to correct inaccurate or incomplete data.
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Right of erasure (“right to be forgotten”) – to request deletion in certain cases.
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Right to object – to object to processing based on legitimate interest or public interest; object to direct marketing at any time.
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Right to withdraw consent – at any time, without affecting the lawfulness of processing prior to withdrawal.
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Right to restriction of processing – in certain cases, to limit processing to storage only.
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Right to data portability – to receive your data in a structured, commonly used, machine-readable format and/or transfer to another controller.
You can exercise your rights free of charge by emailing privacy@essensium.com. We will respond within the time limits prescribed by Applicable Data Protection Law.
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Right to lodge a complaint – with the Belgian Data Protection Authority: Drukpersstraat 35, 1000 Brussels, Tel. +32 (0)2 274 48 00, contact@apd-gba.be.
5. Disclosure to Third Parties
Essensium will not disclose your personal data to third parties, except:
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To service providers (processors) such as cloud or mailing providers, under a written data processing agreement.
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Where required by law or to comply with a court order.
6. International Data Transfers
Your personal data will only be transferred outside the EEA if the destination country is subject to an adequacy decision or if appropriate safeguards are in place. Where necessary, additional measures will be taken to ensure adequate protection. You may request further information at privacy@essensium.com.
7. Retention of Your Personal Data
We do not retain your personal data longer than strictly necessary. Retention depends on the purpose:
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Applications: only during the recruitment period; one year with your consent if not hired. If hired, the employee privacy policy applies.
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Contracts/relationships: retained for the duration of the contractual relationship and up to 10 years thereafter for legal/tax purposes.
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Consent-based data: retained as long as your consent remains valid.
For more details, please contact us at the address provided in section 8.
8. Contact
For questions, comments, or complaints about this Privacy Notice or the processing of your personal data by Essensium, please contact us at privacy@essensium.com or by post: Gaston Geenslaan 10, 3001 Leuven, Belgium.
9. Changes to this Privacy Notice
We may update this Privacy Notice to reflect changes in our practices or applicable law. Updates will be published on our website and, where legally required, we will actively notify you. The date and version of the latest update will always be indicated. Significant changes will also be highlighted on our homepage.
