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Privacy Policy

MindFlow bv processes personal data in accordance with this privacy policy. We value your privacy and want to protect the data we process by applying and complying with this policy. When a new version of this privacy policy is published, the old one expires.

We take privacy very seriously and treat your data as we would want our data to be processed by other companies. For further information, questions, or comments about our privacy policy, you can contact Muriel Van Gompel via muriel@mindflow.be

Reasons for Processing

MindFlow bv collects and processes based on these grounds:

  • The personal data of prospects and customers for prospecting, customer and retention management purposes including customer administration, following up on orders/agreements, invoicing, monitoring solvency, and sending marketing and personalized advertisements.
  • If you give us your business card, we consider this as consent, and we will only use it for the intended purpose.
  • Posting comments on our articles will be processed with consent.
  • Slots for meetings are processed based on consent.
  • All other processing activities are based on consent, unless stated otherwise.

In accordance with GDPR, 2016/679, this document serves as a guideline to inform you of your rights and how your data is used.

Processing Activities

Website

Through our general contact forms on the website (via One.com), we process your:

  • name,
  • company,
  • company address (street, house number, postal code, city, country),
  • professional email address,
  • professional phone number,
  • job title,
  • messages.

We store this data as long as the request is relevant, and it will be deleted as soon as it is no longer relevant. If you prefer to have this data deleted sooner, you can contact us as described in this policy.

Booking Meeting Slots

Via Calendly, we process your:

  • name,
  • professional email address,
  • professional phone number,
  • company,
  • meeting subject,
  • time slot,
  • additional information related to the meeting.

We store this data as long as the request is relevant, and it will be deleted as soon as it is no longer relevant. If you prefer to have this data deleted sooner, you can contact us as described in this policy.

Business Cards

If you have given us your business card, we store the following information in our customer management system (CRM):

  • name,
  • company,
  • company address (street, house number, postal code, city, country),
  • professional email address,
  • professional phone number,
  • job title,
  • where we met you and your company,
  • messages.

This data remains in our customer management system (CRM) for two years after our last contact. The physical card is destroyed once this information is placed in our CRM. If you prefer to have this data deleted sooner, you can contact us as described in this policy.

Articles

When you subscribe to be kept informed of our new articles or responses to them, we process your:

  • name,
  • email address.

We need this data to contact you when new articles are published. When you subscribe, you will receive a notification via email. We keep your data until you unsubscribe. You can unsubscribe by clicking on the link in the email or by contacting us as mentioned in this policy.

Webinars

When you register for a webinar via WebinarGeek or the website, we process your:

  • name,
  • company,
  • professional email address,
  • job title,
  • which webinar you attended,
  • messages,
  • opt-in for which information you wish to receive,
  • additional information related to the webinar.

We need this data to contact you regarding practical matters for the webinar (including access link, reminders). We store this data as long as the request is relevant, and it will be deleted as soon as it is no longer relevant. If you prefer to have this data deleted sooner, you can contact us as described in this policy.

Workshops

When you register for a workshop via the website, we process your:

  • name,
  • company,
  • company address (street, house number, postal code, city, country),
  • professional email address,
  • professional phone number,
  • job title,
  • billing email address,
  • dietary requirements or food allergies,
  • suggestions or additional wishes regarding inclusion,
  • which workshop you attended,
  • messages,
  • all information related to prospecting and agreements.
  • opt-in for which information you wish to receive,
  • opt-in for which information you wish to receive from our partner(s),
  • opt-in for sharing personal data with other participants,
  • additional information related to the workshop.

We need this data to contact you regarding practical matters for the workshop (including additional required information, changes, handouts, reminders). We store this data as long as the request is relevant, and it will be deleted as soon as it is no longer relevant. If you prefer to have this data deleted sooner, you can contact us as described in this policy.

Mailing List

When you subscribe to our mailing list via the website or MailChimp, we process your:

  • name,
  • company,
  • professional email address,
  • messages,
  • opt-in for which information you wish to receive,
  • all information related to mail preferences.

In this case, Mindflow acts as the data controller. This information is necessary to contact you regarding the information for which you have given consent. When you subscribe, you will receive a notification via email. We keep your data until you unsubscribe. You can unsubscribe by clicking on the link in the email or by contacting us as mentioned in this policy.

Questionnaires and Feedback Forms

When you fill out one of our questionnaires or feedback forms via Typeforms, we process your:

  • name,
  • company,
  • professional email address,
  • professional phone number,
  • messages and answers,
  • opt-in for which information you wish to receive,
  • opt-in for further research you wish to participate in,
  • all information related to the questionnaire or feedback form.

In this case, Mindflow acts as the data controller. This information is necessary to contact you regarding the information for which you have given consent or further research you wish to participate in. When you subscribe, you will receive a notification via email. We keep your data until you unsubscribe. You can unsubscribe by clicking on the link in the email or by contacting us as mentioned in this policy.

Customers and Service-related

Mindflow collects and processes the following data from (potential) customers and/or their employees:

  • name,
  • company,
  • company address (street, house number, city, country),
  • professional email address,
  • professional phone number,
  • job title,
  • URL of your LinkedIn profile
  • where we met you and your company,
  • messages,
  • all information related to research and development,
  • all information related to prospecting and agreements.

In this case, Mindflow acts as the data controller. This information is necessary to improve our services, contact you, and fulfill the agreement between you and Mindflow. Personal data processed by customer management will be retained for the period necessary to comply with legal requirements (including in the area of accounting).

Mindflow is not responsible for the content and accuracy of the personal and/or other data you provide.

Transfer to Third Parties

If necessary for the realization of the stated purposes, the customer’s personal data will be shared with other companies within or outside the European Economic Area that are directly or indirectly affiliated or with any other partner of Mindflow bv.

Mindflow bv guarantees that these recipients will take the necessary technical and organizational measures to protect personal data.

Right of Access, Correction, Erasure, Restriction, Objection, and Data Portability of Personal Data

You – the data subject – have the right at all times to:

  • Access your personal data.
  • Have us correct personal data if it is incorrect or incomplete. You can only correct other people’s personal data if you have a signed authorization for this. We will contact you as soon as the request has been executed.
  • Have us delete data. We can only delete your data if this is possible. We can delete information requests even when the request is still ongoing. This will terminate your information request.
  • Restrict the processing and object to the processing of personal data concerning you based on Article 6.1 (e) or (f), including profiling based on these provisions. If you withdraw your consent, we will also delete your data in our possession where possible.
  • Obtain a copy (in a structured, commonly used, and machine-readable format) of your personal data and have this personal data transferred to another company.

All requests can be addressed to muriel@mindflow.be; we request that you email us using the email address we have on file. If that is not possible, please include a photo of the front of your identity card. We do this to avoid unauthorized access. Once the request is fulfilled, we will delete your email and the photo of your identity card.

Complaints

We ask that you first contact us in case of problems. All complaints can be filed with the Commission for the Protection of Privacy at https://www.dataprotectionauthority.be/ – Drukpersstraat 35, 1000 Brussels – commission@privacycommission.be.