Data protection — GDPR

Privacy Policy

This privacy policy outlines how MYCIO srl, hereinafter "MYCIO," processes your personal data as the data controller.

We may collect and process your personal data, including but not limited to instances when you use the services offered by MYCIO or this website, accessible via the link www.mycio.eu.

This privacy policy may be modified or supplemented at any time by MYCIO, particularly to comply with any legislative, regulatory, judicial, or technological developments.

Our company is committed to protecting your personal data and values our relationship with our clients, prospects, and partners. We aim to process your personal data transparently. This statement covers your rights and legal obligations. Please read the following carefully.

1. Definitions

The following terms are used in the data processing policy below.

► Personal data: any information relating to an identified or identifiable natural person (e.g., name, national identification number, email address, physical address, mobile number, etc.).

► Processing: any operation performed on personal data (collection, recording, storage, destruction, erasure, etc.).

► Data controller: the natural or legal person who determines the purposes and means of the processing.

► Data processor: a natural or legal person who processes data on behalf of the data controller.

► Data subject: the identified or identifiable natural person whose personal data is being processed.

2. Our Company

Our company name is: MYCIO srl

Our company is registered with the BCE under the number: BE 0788.653.550

Our registered office is located at: Route de Lennik 451 – BP 37, 1070 Anderlecht

3. Our Data Controller

The data controller for personal data is MYCIO srl, with its registered office mentioned above and the following email address: hello@mycio(dot)eu.

Any request regarding personal data, particularly to exercise user rights as defined by the GDPR, can be sent to the aforementioned address.

As the data controller, our company is required to comply with legal requirements regarding the processing of data for purposes it determines itself. It is responsible for the processing of personal data, particularly that of its clients, prospects, or partners.

The majority of MYCIO's activities are carried out as a data processor, as we process personal data based on the instructions of the client, who is therefore considered the data controller.

4. The data we use about you

When you visit our website or use the services offered by MYCIO, we may, in certain cases, ask you to provide personal data. We make every effort to process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) of April 27, 2016.

The personal data we may process includes:

► Contact details: your name, first name, postal address, email address, telephone/mobile number, gender, language, job title, company name, and identification details of its individual representatives.

► Personal data: interests, the device you use, your IP address, operating system and platform, browsing behavior on our website, the date and time of your visit to our site, links followed, history of contacts, requests, orders, etc., and subscriptions or unsubscriptions to our commercial communications. Data obtained from our communications with you (for example, regarding requests, questions, or comments).

We also use public data or data collected from third parties. This data may be public, such as information regarding a company's directors. You may also have made certain data public on social networks, for example. Our company may also purchase data from other companies. These companies are responsible for the legitimate collection of the information they provide to us. This data is used for direct marketing or to verify the accuracy of the information in our possession.

5. Purpose of processing

MYCIO may process the personal data provided for the following purposes:

– To allow you to access MYCIO services under the best possible conditions;

– To communicate with you following your request;

– To send information about our products and/or services;

– To respond to your quote requests;

– To provide the information or services requested and tailor them to you;

– To execute the service or work mentioned in the validated purchase order (or invoice);

– To process your orders, deliveries, and installations;

– To generate invoices and billing data;

– To manage contracts concluded between you and MYCIO in accordance with its legal and contractual obligations;

– To manage our customer service, and therefore to answer your questions and/or requests;

– To improve our services and products;

– Sending satisfaction surveys regarding the services offered and provided by MYCIO;

– Direct marketing activities;

– Contact via social media;

– Sending the MYCIO newsletter;

– Providing access to our website and ensuring its security and integrity;

– Collecting information to help MYCIO improve the website, products, and services (notably through cookies);

– Compiling overall statistics on how users navigate the various sections of our website, www.mycio.eu;

– For general long-term service purposes.

Personal data is stored in our CRM (Customer Relationship Management), ERP (Enterprise Resource Planning), and CMS (Content Management System).

Only staff members authorized to carry out the aforementioned objectives and IT maintenance work will have access to your personal data, as well as staff members of parties contractually linked to MYCIO who act on its behalf.

MYCIO is committed to processing its clients' personal data only for the purposes described above. Unless express prior written consent is obtained, MYCIO will not process data for any other purpose.

6. Duration of processing

Processing is carried out for the entire duration of the business relationship.

7. Data retention period

We retain your data for as long as necessary to fulfill the objectives mentioned above. In any event, unless a different retention period is required by a legal or contractual obligation, personal data will not be kept for more than 10 years after the end of the contractual relationship. At the end of the defined retention period, we commit to securely erasing, destroying, or anonymizing the personal data.

8. Security of personal data

IT security is a priority for MYCIO. We are constantly working to implement appropriate technical and organizational measures to preserve the security of the personal data entrusted to us, including:

– User awareness training;

– User authentication and authorization;

– Securing workstations;

– Access management and incident management;

– Protection of the internal computer network;

– Server security;

– Website security;

– Continuous infrastructure security updates;

– Securing physical access to data;

– Data maintenance and destruction;

– Management of subcontractors;

– Securing exchanges with other organizations;

– Protection of premises;

– Oversight of IT development;

– Use of cryptographic functions.

9. Legal basis

MYCIO must be able to operate as a business. The European General Data Protection Regulation refers to this as "legitimate interest."

As a commercial enterprise, a number of legitimate interests form the basis for the processing we carry out. We are committed to ensuring the quality of our services while respecting the balance between the impact these processes may have on privacy and the legitimate interests of any business.

If you nevertheless have objections to certain processing activities, you may contact us. You may also exercise the rights granted to you by regulations governing the processing of personal data.

Likewise, upon the conclusion of a contract or during pre-contractual measures, we are required to process the personal data of a client contact or supplier that is necessary for the performance of the contract.

10. Our subcontractors and suppliers

To carry out a number of operations, we use:

► either suppliers

► to subcontractors (e.g., Microsoft, CloudBizz, Google, OVH, Amazon)

We ensure that we engage partners and suppliers who are reliable and offer a sufficient level of security to protect our data and our clients' data. Our suppliers and subcontractors are only permitted to process your data to the extent necessary to fulfill your order and/or to achieve the objectives mentioned above.

11. Transfer to third parties

Your personal data will not be transmitted to third parties unless they are contractually bound to MYCIO or are acting at the request of or as a subcontractor for MYCIO. Their access is limited to the data they need to perform their task. MYCIO always requires its subcontractors to implement the necessary organizational and technical protection measures regarding personal data and to guarantee their strict confidentiality. MYCIO cannot be held responsible for the use of your data by third parties.

12. What information do we collect from third parties?

We may obtain and collect personal data from third parties such as suppliers and clients in the event of new business opportunities or prospecting.

13. Client rights and how to exercise them

European regulations provide clients and prospects with the following rights:

► Right to consult data

You may consult the data we process concerning you. If you exercise this right of access, we will attempt to provide you with as complete an overview of your data as possible. However, some data may have been deleted from our files. Similarly, some data stored on backup media may not be retrievable over time.

► Right to data rectification

You may request a rectification or correction of your data from the data controller mentioned above.

► Right to object to specific use

If you contest the way we process your data based on our legitimate interests, you may object to a specific use. However, there are cases where we must process data due to legal requirements. You can always unsubscribe from our publications by clicking the unsubscribe link present in each one or by contacting us via email at hello@mycio(dot)eu.

► Right to data deletion

If you suspect inappropriate processing of certain data, you may request that this data be deleted. However, there are cases where we are not legally permitted to delete it. In such cases, we are able to anonymize your identification data so that you can no longer be identified.

► Right to object to automated processing

You may object to automated processing. Contact us to see how we can best respond to your request. Some processing is indeed automated to better serve you.

When you wish to exercise these various rights, please be specific in your request and provide proof of your identity. Given the obligation of security and confidentiality in the processing of personal data incumbent upon MYCIO, any request to exercise these rights will be processed subject to providing proof of your identity, in particular by producing an electronic or paper copy (accompanied by a signature) of your valid identity card. MYCIO may, however, object to requests that are manifestly abusive (due to their number, or their repetitive or systematic nature, for example). MYCIO undertakes to respond to any request for access, rectification, opposition, erasure, or any other additional request for information within a reasonable timeframe and, in any event, within a maximum period of 1 month from the receipt of your request.

14. Do you have questions or comments regarding the processing of your personal data?

If you have any questions regarding this privacy policy or our privacy practices, please contact us via email at hello@mycio(dot)eu. You may also contact us by mail.

Updated January 20, 2023.