Privacy Policy

Last updated 3 November 2020

This privacy policy will help you understand how Sofico uses and protects any information that you give Sofico when you use this website, and what choices you have. Sofico is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

When we talk about “Sofico,” “we,” “our,” or “us” in this policy, we are referring to SOFICO NV, with registered office at Technologiepark 84, 9052 Zwijnaarde, Belgium, with registration number BE0404.484.060 (RPR Gent), responsible for the collection and processing of your Personal Data on this website. The processing of Personal Data by Sofico is governed by Belgian law. Sofico may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Information you give us

Sofico collects only the Personal Data necessary to fulfill your request. We obtain Personal Data about you if you choose to provide it. Specifically, through this website you can provide the following:

• Contact information
  • Name (title, first and last name)
  • Phone number (optional)
  • Email address

• Education or employment information
  • When responding to a job offering published on our website, or when spontaneously applying for a job, you are asked to include your curriculum vitae (CV).

Your contact, education or employment information may be collected and processed when you choose to contact us for either of the following:

• Your question or contact request as raised through the ‘Contact Us’ page or any other page on this website – in this case your contact information will get stored in our CRM application with a view to responding to your contact request.
• Your job application – in this case your contact information and curriculum vitae (CV) will get stored in our human resources database to further process your job application.
• Your newsletter subscription – should you choose to subscribe to one or more Sofico company or product related newsletters, then your contact information will get stored in our CRM application and mailing tool with a view to distribution of the newsletter(s) you subscribed to.
• Your attendance registration to an event hosted by Sofico – in this case your contact information will get stored in our CRM application with a view to processing your attendance and providing you with practical information related to the event.

Your Personal Data is not used for other purposes than the purposes for which you have provided the information to us, unless we obtain your permission, or unless otherwise required or permitted by law, professional standards or quality rules or in case needed to optimize the services or to inform you of other available services of Sofico. For example, if you send us a resume or curriculum vitae (CV) to apply online for a position with Sofico, we will solely use the information you provide to match you with available Sofico job opportunities.

Sofico only collects “special categories of Personal Data” when you voluntarily provide us with this information or where such information is required or permitted to be collected by law or professional standards. Special categories of Personal Data include Personal Data regarding a person’s race, ethnicity, political beliefs, trade union membership, religious or similar beliefs, data concerning health or sexual life. Please use your discretion when providing these Personal Data to Sofico, and under any circumstances, do not provide special categories of Personal Data to Sofico, unless you thereby consent to Sofico’s use of that information for its legitimate business purposes and consent to the transfer and storage of such information to and in Sofico databases. Personal Data relating to criminal convictions or offences will not be processed without a legal basis.  

If you have any questions about whether the provision of special categories of Personal Data or Personal Data relating to criminal convictions and offences to Sofico is, or may be, necessary or appropriate for particular purposes, please contact Sofico at SoficoDPO@sofico.be.

In some instances, Sofico and its service providers uses cookies, web beacons and other technologies to automatically collect certain types of information when you visit us online. The collection of this information allows us to customize your online experience, improve the performance, usability and effectiveness of Sofico’s online presence, and to measure the effectiveness of our marketing activities.

Automatically collected information may include the following:

• IP addresses. An IP address is a number assigned to your computer whenever you access the internet. It allows computers and servers to recognize and communicate with one another. IP addresses from which visitors appear to originate may be recorded for IT security and system diagnostic purposes. This information may also be used in aggregate form to conduct website trend and performance analysis.
• Cookies. A ‘Cookie’ is a small piece of text that a website places in the browser of your (mobile) device. The cookie allows the site to remember who you are and serves a number of purposes.
  Cookies by themselves do not tell us your email address or otherwise identify you personally. In our analytical reports, we may obtain other identifiers including IP addresses, but this is for the purpose of identifying the number of unique visitors to our websites and geographic origin of visitor trends, and not to identify individual visitors.
  For more information regarding Sofico’s use of cookies, please refer to our cookie policy.
• Web beacons. A web beacon is a small image file on a webpage, in a newsletter, e-mail or other communication that can be used to collect certain information from your device, such as an IP address, the time the content was viewed, a browser type, and the existence of cookies previously set by the same server in order to ascertain the amount of e-mails that are viewed, which content is viewed, etc.. We collect this information to gauge visitor interest and to enhance future use experiences by improving our services and communications. Sofico only uses web beacons in accordance with applicable laws.
  Sofico or its service providers may use web beacons to track the effectiveness of third party websites that provide us with recruiting or marketing services or to gather aggregate visitor statistics and manage cookies. In such case you have the option to render some web beacons unusable by rejecting their associated cookies. The web beacon may still record an anonymous visit from your IP address but cookie information will not be recorded.
  In some of our newsletters and other communications, we may monitor recipient actions such as e-mail open rates through embedded links within the messages.
• Device information. We may collect information about the device you are using to visit our website, including what type of device it is, what operating system you are using, device settings, application IDs, unique device identifiers, and crash data. Whether we collect some or all of this information often depends on what type of device you are using and its settings.
• Geo-location information. Sofico may collect and use the geographical location of your computer or mobile device. This location data is collected for the purpose of providing you with information regarding services which we believe may be of interest to you based on your geographic location, and to improve our location-based products and services.
• Social media widgets and applications. Sofico websites may include functionality to enable sharing via third party social media applications, such as the Facebook Like button and Twitter widget. These social media applications may collect and use information regarding your use of Sofico websites (see details on ‘Social Sharing’ cookies in our cookie policy). Any Personal Data that you provide via such social media applications may be collected and used by other members of that social media application and such interactions are governed by the privacy policies of the companies that provide the application. We do not have control over, or responsibility for, those companies or their use of your information.
  In addition, Sofico websites may host blogs, forums, crowd-sourcing and other applications or services (collectively “social media features”). The purpose of social media features is to facilitate the sharing of knowledge and content. Any Personal Data that you provide on any Sofico social media feature may be shared with other users of that social media feature (unless otherwise stated at the point of collection), over whom we may have limited or no control.

Within the Sofico group

We may provide your Personal Data to other entities within the Sofico group as listed below in order to provide you with information that could be of interest to you and conduct market or other research. Personal Data may also be disclosed to other entities within the Sofico group in order to respond to your requests or inquiries.

Your Personal Data may be disclosed to following entities within the Sofico group:

SOFICO NV
Technologiepark 84
9052 Zwijnaarde
Belgium

Belgium (BE)

Subsidiary entity

Country of location

SOFICO SERVICES AUSTRALIA PTY LTD
Lyonpark Road 402/13-15
Macquarie Park
North Ryde NSW 2113
Australia

Australia (AU)

SOFICO SERVICES FRANCE S.A.S.
avenue Saint-Jean 2
CS 60120, 84918 Avignon Cedex 9
France

France (FR)

SOFICO SERVICES GERMANY GMBH
Tölzer Straße 2f
81379 München
Germany

Germany (DE)

SOFICO SERVICES JAPAN K.K.
10F Toranomon, Piazza Bldg.
2-4-1 Toranomon, Minato-ku,
Tokyo, 105-0001
Japan

Japan (JP)

SOFT AND INFORMATICS COMPANY MEXICO S.DE R.L. DE C.V.
Via Atlixcayotl 1899
Torre Bosques 4, Primer Piso, Oficina 101-2 Bosques de Angelopolis
72453 Puebla
Mexico

Mexico (MX)

SOFICO SERVICES NEDERLAND B.V.
De Bouw 1f
3991 SX Houten
Nederland

The Netherlands (NL)

SOFICO SERVICES UK LTD
Unit A, Stirling House
Willow End Park
Blackmore Park Road
Malvern, WR13 6NN
United Kingdom

United Kingdom (UK)

All of these disclosures may involve the transfer of your Personal Data across geographical borders to countries or regions outside the European Economic Area (EEA) where Sofico has a lawful basis for such transfer under Belgian Data Protection Law and under EU 2016/679 General Data Protection Regulation Art. 44-49.

Outside the Sofico group

We do not share Personal Data with third parties outside of the Sofico group, except as necessary for our legitimate professional and business needs, to carry out your requests, and/or as required or permitted by law. Sofico does not sell Personal Data to any third parties. Also, Sofico will not transfer the Personal Data you provide to any third parties for their own direct marketing use.

Finally, Personal Data may also be disclosed to law enforcement, regulatory, or other government agencies, or to other third parties, in each case to comply with legal or regulatory obligations or requests.

We are committed to ensuring that your information is secure. We have taken technical and organizational measures to protect the databases in which your data is kept against unauthorized access, unauthorized use, theft or loss. Despite Sofico’s best efforts, however, security cannot be absolutely guaranteed against all threats. To the best of our ability, access to your Personal Data is limited to those who have a need to know. Those individuals who have access to the Personal Data are required to maintain the confidentiality of such information. We also make reasonable efforts to retain Personal Data only for so long as the data is relevant in context of our business relationships, necessary to comply with an individual’s request, for so long as permitted by law or until that person asks that the Personal Data be deleted.

Personal Data, resulting from a job application, will be retained for a period of three years. Your consent, given when sending the application form on Sofico’s career page, may be withdrawn at any time.

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites we encourage you to exercise caution and review the privacy policy of each website or online service visited before disclosing any Personal Data.

We want to make sure that your Personal Data is accurate and up to date. You can request a copy of the information that we hold about you and you may ask us to correct or remove information you think is inaccurate. You can also withdraw your permission for the use of your Personal Data. If you wish to exercise either of these rights or raise a complaint on how we have handled your personal data, please email us at SoficoDPO@sofico.be or write to us at the address mentioned below under section “How to contact us”. Please note we will require a copy (photocopy, scan or photograph) of an official document confirming your identity.

If you are not satisfied with our response or believe we are processing your Personal Data not in accordance with the law, you can lodge a complaint with the Belgian Data Protection Authority (https://www.dataprotectionauthority.be/citizen).

Sofico is committed to protecting the online privacy of your Personal Data. If you have questions or comments about our administration of your Personal Data, please contact us at SoficoDPO@sofico.be or by writing at below address. You may also use this address to communicate any concerns you may have regarding compliance with our Privacy Policy.

ATTN Data Protection Officer
SOFICO NV
Technologiepark 84
9052 Zwijnaarde
Belgium

Our privacy policy may be extended or adapted in the future (for example, to accommodate new developments). For this reason, we recommend that you consult this privacy policy regularly. When we make changes to this statement, we will revise the “last updated” date at the top of this page. We will not reduce your rights under this Privacy Policy without your explicit consent. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice.