Last updated: 26/11/2024
Privacy policy
1. Introduction & scope
This privacy policy aims to inform you about how AI-GUST (“AI-GUST”, “we”, “us”) collects and processes your personal data via our website
https://www.ai-gust.io and in the course of your application process. You are typically a visitor of our Website or an applicant (“you”, “your”). AI-GUST respects your privacy and is committed to protecting your personal data and your privacy in accordance with Belgian and European data protection laws, including the EU General Data Protection Regulation 2016/679 (“GDPR”) as well as any applicable national implementing and supplementing laws. Please read this privacy policy carefully. It describes not only your rights, but also the way in which you can exercise these rights. By using our Website or by disclosing your personal data, you acknowledge the manner in which AI- GUST collects and processes your personal data as described in this privacy policy.
2. Who are we and how to contact us?
AI-GUST is a private limited company (besloten vennootschap) and acts as data controller in respect of the personal data collected and processed via the Website en through the application process.
Registered office
Grauwmeer 1/69 box 61, 3001 Leuven,Belgium
Company number
0790.576.328
If you have any questions about this privacy policy, your privacy and the processing of your personal data by AI-GUST, you can contact us through the e-mail address below.
Email address
Grauwmeer 1/69 box 61, 3001 Leuven,Belgium
3. What personal data do we process?
Depending on which data you choose to share with us and how you use our Website, we may process different types of personal data. In general, if we process your personal data, it will be personal data of one of the following categories:
- Identification and contact details (such as name and first name, phone number, address, e-
mail address, etc.); - Professional information (such as profession, company you work for, job title, (company)
address, company and VAT number); - Usage information (such as information regarding your usage of our Website, including history,
logs, date, time, location, frequency, duration of the pages you have viewed, consent
preferences, information regarding consent(s) given by you (such as the date and time of your
consent)).
In principal, your personal data originates from you directly or is automatically collected by us (in case of technical or usage information).
4. For which purposes do we process your personal data, on which legal basis and for
how long?
4.1 General
AI-GUST processes personal data as a data controller. The controller is the (legal) person who determines the purposes and means of the processing activity. This Section 4 describes the purposes for which we process your personal data, the type of personal data we process for these purposes, the legal basis for doing so and the period for which we keep your personal data.
Depending on your use of the Website, our services, the information you share with us and our relationship, AI-GUST processes personal data for the purposes specified in this Section 4 (if and to the extent applicable to your situation). Please note that our Website, services and application process may evolve and more functionalities may be added to our Website and services from time to time. In such event, we will update the below table as necessary in accordance with Section 14 and your additional consent (if and to the extent required) shall be requested.
For certain processing purposes, AI-GUST requires your consent. The consent you give is always free and you have the right to withdraw it at any time. You can withdraw your consent by sending an email to
info@ai-gust.io. Your withdrawal of consent does not affect the processing of personal data prior to such withdrawal or our processing activities which are based on another legal basis.
4.2 Website visitors
AI-GUST may process personal data of Website-visitors for the following purposes:
Purpose
Type of personal data
Legal basis
Retention period
To manage and respond to your contact requests and questions submitted via the Website or via e-mail
Identification and contact details
Professional information
Any feedback and information you choose to share with us during our contact
Performance of a contract or legitimate interest (as applicable)
As long as necessary to contact you (with respect to a submitted contact request).
Your identification and contact details will in any event be deleted no later than 3 years after our last contact.
To manage and schedule (online) meetings, to follow up such appointments properly (such as by sending related (background) information and quotes)
Identification and contact details
Professional information
Technical information
Any feedback you choose to share with us during our meeting
Performance of a contract or legitimate interest (as applicable)
As long as necessary to contact you and manage our meetings.
Your identification and contact details will in any event be deleted no later than 3 years after our last contact.
To improve our Website, your user experience thereof and our service offering in general by gathering technical, analytical and statistical insights
Usage information Technical information
Any feedback you choose to provide us
Consent (as given via the cookie banner on our Website).
The consent you give is always free. You have the right, at any time and free of charge, to withdraw your consent, by sending an e-mail to:
info@ai-gust.ioWebsite-visit, to as long as your consent is not withdrawn.
Technical information, will in any event be deleted or anonymized (i) upon your withdrawal of consent; and (ii) within a reasonable
time after the collection of the data.
For more information on the retention period of data
collected via cookies, reference is made to our cookie policy
For direct marketing purposes (such as sending promotional e-mails about our services, functionalities, special offers, events and other information which we think might interest you)
Identification and contact details
Professional information
Technical information
Usage information
Consent or legitimate interest (as applicable) The consent you give is always free. You have the right, at any time and free of charge, to withdraw your consent and to object to the processing of your personal data for direct
marketing purposes, by sending an e-mail to:
info@ai-gust.ioAs long as your consent is not
withdrawn. For more information on the retention
period of data collected via cookies, reference is made to
our cookie policy
4.3 Applicants
AI-GUST may process personal data of applicants for the following purposes:
Purpose
Type of personal data
Legal basis
Retention period
To carry out recruitment and
selection activities for open positions at AI-GUST
Identification and contact details Professional information
Any documents and information you choose to share with us during your
application (such as CV, cover letter, education, experience, etc.)
Legitimate interest or performance of a contract (as applicable)
Up to 5 years after notifying the last candidate that he/she is not retained for the job, unless a longer retention term applies in accordance with this privacy policy
To create a talent pool for future vacancies and recruitment purposes
Identification and contact details
Professional information
Any documents and
information you choose to share with us during your
application (such as CV, cover letter, education, experience, etc.)
The consent you give is always free. You have the right, at any time and free of
charge, to withdraw your consent by sending an e-mail to
info@ai-gust.ioUp to 5 years after obtaining your consent.
Your personal data will in any event be deleted in the event
you withdraw
4.3 Website-visitors and applicants
AI-GUST may process personal data of Website-visitors and applicants for the following purposes:
Purpose
Type of personal data
Legal basis
Retention period
To comply with our legal obligations (including to respond to data subject requests and to respect your (consent) preferences)
Identification and
contact details
Usage information
Technical information
Any additional
information you
provide to us or is
required to adhere to
our legal obligations
Legal obligation
The retention term varies from as long as the duration of a Website-visit to as long as required by law.
Your personal data will in any event be deleted 10 years after the expiry or termination of our relationship, unless a
longer retention term applies in accordance with applicable laws.
To execute our business administration (such as managing our relationship or handling any complaints)
Identification and contact details
Any additional information you provide to us or which relates to our relationship
Legitimate interest or performance of a contract (as applicable)
As long as necessary for the performance of our contract or for the protection of our legitimate interest(s).
Your personal data will in any event be deleted 10 years
after the expiry or termination of our relationship, unless a
longer retention term applies in accordance with applicable laws.
For more details about the retention period, you can always send an e-mail to:
info@ai-gust.io5. Personal data of third parties
If you disclose any personal data of third parties to us, you guarantee that you have informed those third parties and you have the right to communicate their personal data to AI-GUST in accordance with applicable laws.
6. Cookies
Our Website uses cookies and similar technologies. For more information, we refer to our
cookie policy7. With who do we share your personal data?
AI-GUST may share your personal data, as required for the purposes set forth in Section 4, with:
- third-party service providers (such as IT service providers, security providers, suppliers, communications and other software providers or hosting providers);
- professional advisers (such as lawyers, accountants or auditors);
- supervisory authorities; and
- third parties to whom we intend or choose to sell, transfer or merge (parts of) our shares, business or assets.
Upon request, AI-GUST shall, as soon as possible after the request, inform you of the third parties with whom your personal data have been shared by providing you a more detailed list. In addition, we may disclose your personal information if required by law, or if we believe in good faith that such disclosure is necessary to comply with a judicial inquiry, judicial order or litigation and/or to defend or safeguard our rights.
Processors of AI-GUST always act under the responsibility of AI-GUST. We always ensure that appropriate protective measures are taken when we transfer your personal data to third parties. If AI- GUST engages processors, this will always be done in accordance with a data processing agreement that meets the requirements of the GDPR. We require all our processors to take appropriate technical and organizational (including security) measures to protect your personal data. We do not allow our processors to use your personal data for their own purposes. In the event we disclose your personal data as described above, we will implement appropriate safeguards to ensure the integrity and confidentiality of your personal data.
Your personal data will only be made available to processors, employees and other third parties on a “need-to-know” basis, limited to the extent necessary to perform their services.
8. Will your personal data be transferred to countries outside the EEA?
In principle, AI-GUST does not transfer your personal data to third countries located outside the European Economic Area ("EEA") unless you are located outside the EEA (and are visiting our Website, use our services or otherwise provide personal data from outside the EEA). It is possible that AI-GUST – through its processors – does transfer your personal data to countries outside the EEA. In this event, AI-GUST will only transfer your personal data outside the EEA in accordance with the applicable data protection legislation and subject to appropriate safeguards.
Please contact us if you want further information on the specific mechanism(s) used when transferring personal data outside the EEA.
9. How do we protect your personal data?
AI-GUST is committed to trying to make sure that your personal data is secure and makes reasonable and appropriate efforts to protect your personal data. We take appropriate technical and organizational security measures to ensure a level of security in accordance with the GDPR. AI-GUST has implemented measures to protect your personal data against destruction, loss, misuse, unauthorized alteration, unauthorized disclosure of or access to personal data transmitted, stored or otherwise processed.
Please contact us if you would like more information on the specific measures taken.
Despite the above measures taken by us, you should be aware that there are always risks associated with sending personal data over the internet. The security and protection of your personal data can never be fully guaranteed, nor can we guarantee that unauthorized third parties will never be able to defeat those measures or use your personal data for improper purposes.
10. How long do we keep your personal data?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes determined in section 4 of this privacy policy, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
Afterwards it is still possible that your personal data can be found in our back-ups or archives, but they will no longer be actively processed in a file. Such back-ups or archives will be deleted automatically in accordance with our back-up and archiving policies.
The applicable retention periods are set out in the table under Section 4.
11. What are your rights and how can you exercise them?
Within the limits defined in Articles 15-22 of the GDPR, you have the following legal rights in relation
to your personal data:
- Right of access and information: you have the right to obtain confirmation from us as to whether or not we are processing your personal data, to access that personal data and how and why it is being processed, as well as to receive a copy of that data.
- Right to rectification: you have the right to obtain a rectification of your personal data or to request that we complete your personal data when you become aware that we are processing incorrect or incomplete data about you.
- Right to erasure (“right to be forgotten”): you have the right to obtain erasure of your personal data in certain specific cases.
- Right to restriction: You have the right to have the processing of your personal data restricted in certain specific cases.
- Right to portability: You have the right to obtain the personal data you have provided to us in a structured, commonly used and machine-readable form, and to transfer (have transferred) that personal data to another controller.
- Right to object: You have the right to object to the processing of your personal data on the basis of our legitimate interest for reasons relating to your specific situation.
The exercise of these rights is in principle free of charge. Only in the event of unreasonable or repeated requests, we may charge a reasonable administrative fee. AI-GUST will inform you of the applicable fee before charging it.
You can exercise your rights by sending an e-mail to:
info@ai-gust.io
In your request, make sure to clearly specify which right you wish to exercise so we can help you as efficient as possible. Please note that in some cases we may require you to give more information about yourself to ensure that we are dealing with the correct person.
If you contact us to exercise your rights we will respond within one month. Exceptionally this may take longer (up to 3 months), but then we will inform you within 1 month of the reasons why.
12. Your right to lodge a complaint with a supervisory authority
If and to the extent provided for in the applicable data protection legislation, you have the right to file a complaint with the competent supervisory authority (in particular in the member state of your habitual residence, the place of work or the place of alleged infringement), if you consider that our processing of your personal data violates the applicable regulations. In Belgium the competent authority is the Data Protection Authority (“Gegevensbeschermingsautoriteit”, “Autorité de protection des données”):
We would, however, appreciate the chance to handle your concerns before you approach the authority, so please contact us in first instance.
13. Third party links
Our Website may contain links to third party websites and/or applications. AI-GUST is not responsible for the content of these websites and applications and is not responsible for the privacy standards and practices of such third parties. We recommend you to read the relevant privacy policies of these third parties and their websites before you accept their cookies and visit their website to ensure yourself that your personal data is sufficiently protected. Nonetheless, we seek to protect the integrity of our Website and welcome any feedback about these websites and/or applications.
14. Changes to this privacy policy
AI-GUST may amend this privacy policy at any time. Any changes we may make to our privacy policy will be indicated on the Website and when proportionate and in line with the significance of the changes, may be notified to you by e-mail or advised to you on your next Website visit. The date of the last amended version is listed at the bottom of the privacy policy. Please review this privacy policy periodically to stay informed of changes that may affect you.
Amended versions of this privacy policy take effect 10 days after their publication on the Website, and/or other form of announcement and, if necessary, will always be submitted for approval if required under applicable law, unless such modifications are necessary to comply with a legal requirement. In the latter case, such changes will take effect immediately.
15. Liability
If AI-GUST has legitimately transmitted your personal data to a third party (not being its processor), AI-GUST shall not be liable for any unlawful processing or unlawful use by that third party.
AI-GUST is in any case only liable for the damage caused by the processing of personal data if it did not comply with its specific obligations under the GDPR and our liability shall not exceed an amount equal to the amounts actually paid out by our insurer for the damage causing event. AI-GUST shall in no event be liable for any special, incidental, indirect or consequential losses or damages.
The foregoing exclusions and limitations shall only apply to the maximum extent permitted by applicable law.
16. Applicable law and jurisdiction
This privacy policy shall be governed, interpreted, and implemented in accordance with Belgian laws.
The courts of Leuven are exclusively competent to decide on any dispute that may arise from the interpretation or implementation of this privacy policy, without prejudice to the consumer’s right to present a dispute before a competent court on the basis of a mandatory statutory provision.
