Privacy Policy

Privacy Policy

Last Updated: 30-06-2025

THE CONTROLLER OF THE PROCESSING

The legal entity controlling the processing of your Personal Data for the Purposes in the following title, is Scoptvision BV, a Belgian company with limited liability whose registered office is located at Sluisstraat 79, 3000 Leuven, Belgium, registered under company number 0783.918.564, hereafter “Scoptvision”, “us” and/or “we”.

PURPOSES AND LEGAL BASIS FOR THE PROCESSING OF PERSONAL DATA

PURPOSES

Scoptvision processes Personal Data of (contact persons of) the Providers for the following purposes: (1) conveying offers, invoicing and administration, management of the sales relationship and performing the collaboration agreement, as well as legally required purposes linked to this purpose, and (2) direct marketing.

Scoptvision also processes Personal Data of visitors to our Website that fill out the contact page, for the sole purpose of (3) responding to the visitor’s request sent to us via the contact page. Additionally, on our Website we may use cookies. For more information in relation to cookies, please revert to the cookie policy and pop up to be found on our Website.

Scoptvision is also processing data of (contact persons of) Suppliers for the purposes of (4) sourcing products or services from its Suppliers.

LEGAL BASIS

The legal basis for these processing operations is respectively:

• For the processing for the purpose of sales:
  • To the extent that you are a collaborator of a (potential) Provider and your contact details have been provided by the Provider for the performance of the collaboration agreement or for communicating with or giving follow up to an offer, our legal basis is to be found in the legitimate interests pursued by Scoptvision and the Provider to organize, and interact in relation to, the conclusion or performance of a contract.
• For the processing for direct marketing:
  • Our legal basis is to be found in the legitimate interests pursued by Scoptvision to promote sales, reinforce the relationship with the Providers, enhance Provider loyalty, etc. For processing activities which are in general considered little intrusive (e.g. promotion sent by regular mail), such interests are in our view not overridden by your interests or fundamental rights and freedoms. We may also invoke the same legal basis of our legitimate interest, for newsletters and promotions sent by e-mail to Providers if your e-mail contact details were received directly from you in the context of a sale, and are only used for the promotion of Scoptvision’s own similar products. Every newsletter however carries a link allowing you to unsubscribe from the newsletter.
  • Alternatively our legal basis is your consent. For marketing initiatives such as calling you or sending you text messages, we will always first ask your consent. The same is true for e-mail newsletters that do not comply with the aforementioned conditions. Your consent will be asked at the moment that we receive your Personal Data (e.g. on the Website or via a sales representative). You may revoke your consent at any moment in accordance with the paragraphs here below.
• For the processing of Personal Data of visitors of our Website that fill out the contact page, for the sole purpose of responding to the visitor’s request:
• Our legal basis is the necessity for the purpose of the legitimate interests pursued by Scoptvision to treat and give follow up to your request.
• For the processing for the purpose of sourcing:
  • To the extent that you are a collaborator of our (potential) Supplier and your contact details have been provided by the Supplier for the performance of the contract or for communicating with or giving follow up to an offer, our legal basis is the necessity for the purpose of the legitimate interests pursued by Scoptvision and the Supplier to organize, and interact in relation to, the conclusion or performance of a contract.
• We may also process your Personal Data if required for legal reasons, compliance or tax and accounting reasons. The legal basis of our processing is then to be found in European, national or state law.

If you are a contact person for a Provider or Supplier or a visitor to our Website, our legal basis is based on our legitimate interests. In our view, given the limited use made of your contact details, such interests are not overridden by your interests or fundamental rights and freedoms. Should you consider otherwise, please see below under Your legal rights in relation to privacy.

WE WILL NOT SELL YOUR PERSONAL DATA

We will not sell any Personal Data you submit to us to any third party provided, however, that Scoptvision is permitted to disclose under contractual guarantees with the buyer and sell your Personal Data as part of our business, in the event of a merger, acquisition, change of control or sale of substantially all of our assets or our business (or any substantially similar transaction).

THE PERSONAL DATA PROCESSED AND THE CASE BEING, THE NECESSITY OF THE PROVISION THEREOF

PERSONAL DATA PROCESSED

For Providers and Suppliers:

• Name of the Provider or Supplier* (1)(2)
• Address* (1)(2)
• For a company Provider or Supplier: contact persons* (1)(2)
• E-mail address* (1)(2)
• Telephone and/or mobile number * (1)(2)
• Company entity and legal form* (1)(2)
• Company number* (1)
• VAT number* (1)
• Financial data* (1)
• Login/password (1)
• Contract related information (1)

And the case being:

• Complaints and details of the complaints (1)

The Personal Data (1) are processed for the purpose of sales or (for Supplier:) sourcing. The Personal Data on Provider (2) are processed for direct marketing purposes. The aforementioned Personal Data indicated with a * have to be provided if the Provider or Supplier wants to engage in a sales or sourcing relationship. The provision of the other Personal Data is entirely on a voluntary basis.  

For visitors to the websites (“Visitors”):

• Name (personal & company name)
• Contact details (e-mail, phone, address)
• Data filled out on the contact page
• Response to request

The provision of these data is entirely on a voluntary basis. However, if you decide to submit a request, you have to fill in a name and electronic contact details. The data are only processed to properly deal with your request.

DURATION OF THE PROCESSING AND RETENTION OF DATA

For Providers and Suppliers:

We process your Personal Data for the purpose of sales or (for Supplier:) sourcing, as long as necessary in the context of the contracts entered into with you or with your organization. Personal Data of inactive Providers or Suppliers, being after termination of our contracts, are retained for as long as necessary for legal, compliance or tax and accounting reasons or for as long as your (or our) purchases could give rise to legal claims. If you are a Provider, we process your Personal Data for direct marketing purposes until you oppose the processing of your Personal Data for that purpose, or if the processing was based on your consent, until you withdraw your consent.

For Visitors to the Website that fill in the contact page:

We process your personal data as long as necessary to deal with and give follow up to your request. The data is not retained afterwards (unless the case being, in the context of another processing for another purpose as detailed in this Privacy Policy).

SECURITY

Scoptvision takes reasonable security measures to protect your Personal Data against unauthorized access, loss, alteration, or destruction. These measures include authorization, least-privilege processes, encryption, pseudonymization, back-ups and physical security measures to guard against unauthorized access to systems where we store Personal Data.

CATEGORIES OF RECIPIENTS

Following Personal Data may be shared in accordance with this Privacy Policy :

1. All Personal Data with third party processors that provide services for us such as suppliers of IT and hosting services, and for relevant Personal Data email marketing and communication platforms, that are all acting on behalf of Scoptvision and with whom Scoptvision has entered into adequate processor contracts. These processors will only use the data for the purposes determined by Scoptvision and in accordance with this Privacy Policy Part I.

In addition, Scoptvision may also share Personal Data with, or receive Personal Data from accounting and payment providers under adequate contractual guarantees.

Notwithstanding the foregoing, it is possible that Scoptvision must disclose your Personal Data :

2. To the competent authorities (i) when Scoptvision is obliged to do so under the law or in the context of legal proceedings and (ii) for the protection and defense of our rights.

TRANSFER OF PERSONAL DATA

Scoptvision BV shall not transfer Personal Data, to a country outside the European Economic Area, unless it will make sure to have taken sufficient measures in accordance with GDPR in order to justify this transfer of personal data outside of the EEA. Scoptvision will either enter into standard contractual clauses controller to processor as approved by the EC Commission with the data importer, or only transfer to a data importer that is covered by an adequacy decision.

YOUR LEGAL RIGHTS IN RELATION TO PRIVACY

In relation to the Personal Data that are processed by Scoptvision, you have a number of legal rights:

• You have a right to get access to your Personal Data and to have these data corrected.
• You may ask Scoptvision to erase your Personal Data, or to restrict the processing thereof.
• To the extent that the processing is based on the legal basis of a legitimate interest or the processing is done for direct marketing purposes, you have the right to oppose that processing.
• To the extent that the processing is based on your consent, you have the right to revoke your consent at any time.

Within a duration of maximum 1 month after receipt of your request, we will act upon your request and reply. If for some reason we cannot accommodate your request, we will inform you of the reasons thereof. If we are not in a position to identify you properly, we may ask you to provide a proof of your identity as a prerequisite to treating your request.

TERMS OF PRIVACY POLICY SURVIVE

If any terms of this Privacy Policy are held invalid and/or unenforceable by a court of law or a competent jurisdiction, the remaining provisions of this Privacy Policy shall remain in full force and effect.

CONTACT SCOPTVISION IN RELATION TO DATA PROCESSING

In order to invoke your rights, please contact us at our dedicated privacy e-mail address: privacy@scoptvision.com or send us a letter at the address specified above. If on the other hand you have any questions, remarks or complaints in relation to our Privacy Policy or how we process your data, do not hesitate to contact us, either by telephone or e-mail.

Privacy manager: Kristof Borgions

E-mail: privacy@scoptvision.com

If you have any complaints in relation to how Scoptvision processes your Personal Data, you may file a complaint with the Supervisory Authority: www.gegevensbeschermingsautoriteit.be