Privacy en bescherming

At Profisi, as the Subscription Provider of DIPLA, we greatly value the trust you, as a Subscriber, place in us. We also attach great importance to your privacy and the processing of your personal data.

This privacy policy explains how and for what purposes your data is processed, fully in accordance with the applicable Belgian and European regulations on the protection of privacy (GDPR).

This privacy policy applies to all our services.

Profisi will always keep this policy up to date by publishing the latest version on its website and by showing a notice in DIPLA.

By using DIPLA, you as the client explicitly accept the way in which we collect and use your data.

1. Who are we?

Profisi, with company number BE 0505.695.147, is considered the data controller of your personal data. This means that we, Profisi, determine how your personal data is processed.

We will, of course, treat all collected data with strict confidentiality.

If you have any further questions regarding this privacy policy, you can contact us at info@profisi.be.

2. What data do we collect?

We only process data that is necessary to perform our services correctly and to ensure the optimal functioning of DIPLA, which consists of various websites and apps.

This data is used to fulfill our contractual obligations, carry out our activities, offer DIPLA, respond to your inquiries via social media, email, etc., and optimize our services.

We may process the following data (this list is non-exhaustive), either directly provided by you or indirectly collected:

First and last name
Company name
Role
Username
Account creation and modification dates
Email address
Billing information
VAT number
IBAN + financial institution
IP address
Location data
Number of users within your organization
Website activity data
Any social media-related data
Other personal data you may provide

Only data necessary for legitimate purposes is stored.

There are some exceptions to this principle: personal data may be processed without consent if it is necessary for the performance of a contract, a legal obligation, a task in the public interest, or the protection of vital interests of the user or another natural person.

In DIPLA, only the username, name, first name, and email address of the user are stored, linked to a unique user ID. This ID is used throughout DIPLA to register actions, modifications, tasks, measurements, or photos (with GPS location).

DIPLA only displays the user’s name where necessary. Each user has the option to anonymize their name, preserving the data while removing any link to a specific person.

3. For what purposes is your personal data processed?

Your personal data is treated confidentially and processed only for the following purposes:

Answering your questions via email, phone, or social media
Entering into and performing a contract with you
Providing information about DIPLA and tailoring the service to your needs
Creating quotations
Executing and administering our agreements
Publishing reviews for commercial purposes
Processing payments
Communicating with you in the interest of both parties
Statistical analysis
Improving and adjusting our website
Complying with legal obligations, such as accounting
With your consent, sending commercial offers such as newsletters, events, promotions, or marketing campaigns

4. What is the legal basis for processing your data?

Profisi processes your personal data based on the following legal grounds:

You have given explicit consent for specific purposes
Performance of a contract and fulfillment of contractual obligations
Legitimate interests, including improving services
Legal obligations (e.g., tax compliance)

Your data will not be kept longer than necessary. It will be deleted within 6 months after termination of the agreement, or retained as long as required by law.

5. What data is shared with third parties?

We only share your data with third parties when necessary for operations or if legally required.

This includes IT service providers, hosting services, software suppliers, public authorities, our accountant, and IT administrators.

Profisi does not transfer personal data outside the EU.

6. How is your data protected?

We highly value your privacy and ensure your data is handled securely. Technical and organizational measures are taken to prevent loss or misuse of your data.

Profisi:

Strives to handle most processing in-house and minimizes suppliers
Defines clear roles and responsibilities within Profisi and DIPLA
Applies a multi-backup policy for business continuity
Uses industry-standard security (firewall, proxy, antivirus)
Manages access rights based on roles and responsibilities
Applies structured change management, testing, and release planning
Has a support system for incident analysis and resolution
Implements identity and access control mechanisms
Includes confidentiality clauses in all internal documents
Allows customers to request increased service levels and reporting
Will notify of data breaches within 72 hours

In case of a breach, the organization administrator will be informed, who can then notify their GDPR officer or the data protection authority.

If data is shared with third parties, we ensure they also take appropriate security measures.

Only necessary individuals have access, and access is regularly reviewed.

7. How long is your personal data stored?

Your data is stored for as long as necessary to fulfill the purposes listed above. It will be deleted within 6 months after contract termination and retained for a maximum of 7 years to comply with legal and accounting obligations.

8. What are your rights?

In accordance with the law, you have the following rights concerning your personal data. To exercise these rights, contact info@profisi.be.

You have the right to:

Access your data
Rectify or update your data
Erase your data (right to be forgotten)
Restrict processing
Data portability
Withdraw your consent
Object to processing
File a complaint with the data protection authority

DIPLA’s interface allows each user and organization administrator to manage personal data fully.

9. Cookies

A cookie is a small text file stored on your device during your first visit to our website. These cookies are essential for technical functionality and user convenience.

We use functional, analytical, advertisement, and tracking cookies to monitor website use and improve our services. Upon your first visit, you are informed and asked for consent. You can disable cookies via your browser.

We also use Google Analytics and Google Site Kit for analysis.

10. Changes

This privacy policy may be updated for various reasons. The most recent version is always published on our website.

This latest version was drafted in April 2025.