General

inMotiv Belgium and Impact Software NV, hereinafter referred to as “inMotiv,” process various personal data about you to provide products and services. We will always handle this personal data with care. In doing so, we comply with the requirements of the General Data Protection Regulation (hereinafter GDPR) [2016], the Electronic Communications Act [2005], and the Privacy Act [1992]. This statement explains how inMotiv handles your personal data.

This data protection statement applies to all our Autoconnect customers (current, former, and future) and to all visitors to the inMotiv website(s) and web applications.

inMotiv strives to fulfill its obligations and respect the rights of its customers whenever inMotiv processes your personal data. For more information, please visit the website of the Belgian Data Protection Authority (hereinafter: DPA).

This data protection statement has been drawn up to comply with your right to information under Articles 13 and 14 of the GDPR. For more details regarding inMotiv’s application of GDPR legislation, please refer to Article XI “Processing of personal data” in the general terms and conditions. If you wish to use our services, you must always agree to the general terms and conditions. If you are already a customer, you will always be notified of this by email and during your next visit to the Autoconnect platform.

What is personal data?

Personal data is any information relating to an identified or identifiable natural person. This means that information either directly concerns a person or can be traced back to that person. The fact that it must concern a natural person means that data from deceased individuals or organizations is not considered personal data.

What exactly do we do with your personal data?

• To fulfill the agreement
  • Contact details so we can contact you
  • Login details for products and services, so we can maintain and manage your account
  • Vehicle data retrieval
  • Vehicle registration
  • Vehicle pre-registration
  • Aftersales communication
• To enable the internal operation of inMotiv:
  • Internal reporting
  • Statistics to improve the platform
• To comply with the law
  • Personal data that we are legally required to provide to government agencies such as the Tax and Customs Administration and the Ministry of Justice upon request. We only provide the data that is necessary.
  • To comply with legal obligations, such as the administrative and retention obligations as laid down in the Dutch Civil Code.
• To keep you informed of our latest developments.
  • For example, by sending you emails, newsletters, or personalized offers. You can unsubscribe at any time to stop receiving these messages. You will not receive advertising for other products or services without your consent. inMotiv will never sell or rent your data to third parties.

To whom do we send your personal data?

• ICT service providers and external advisors, for the maintenance, management, and hosting of our applications
• Law firms, for the drafting of contracts or to ensure compliance with provisions if necessary
• Our accountant, for bookkeeping
• Our auditor, for the mandatory annual audit
• Account managers, to serve as inMotiv’s contact person
• Various government agencies such as the Federal Public Service Finance in connection with legal obligations imposed on us

Transfer to third countries

inMotiv also collaborates with partners abroad, which means that your personal data, if applicable, will not only be processed in Belgium.

Some of our IT service providers are located abroad, within the European Union, including the Netherlands, Romania, and Ireland. In specific cases, this also applies outside Europe when using certain internet services hosted in Australia.

As required, inMotiv only selects partners who also comply with the GDPR. inMotiv concludes contracts and agreements with partners to ensure these strict requirements are met.

Retention Periods

inMotiv will not retain your personal data longer than necessary. These are the different retention periods that are used depending on the context:

• If you are no longer a customer
  • Your personal data will be deleted after four years
• For an outstanding invoice
  • As long as the invoice has not expired, this also applies to former customers
• For prospects
  • Your prospect data will be deleted two years after the quote expires or after the last contact.
• Financial data
  • inMotiv is legally required to retain all financial data for seven years for the FPS Finance. It is possible that personal data will also be stored with limited access.
• Legal necessity
  • To retain certain data as evidence in the event of disputes, for up to 10 years after termination of your contract. This archived data will also have limited access.

Security

At inMotiv, we consider it very important that personal data is properly secured. If, unexpectedly, something does go wrong, we will take action. We also do this in the event of data breaches, which we will report to both you and the data protection authority if necessary.

In addition, all our internal and external employees have signed a confidentiality agreement. Our employees handle your personal data with care and only use it when they actually need it to perform their work.

inMotiv websites sometimes contain links to third-party sites (social media, partners, and other information) that are not covered by this data protection statement. The data protection policies of these third parties can be found on the websites linked to.

Your Rights

As a customer or prospect, you have several rights. These rights are summarized below:

You have the right to:

• Gain insight into what we do with your personal data
• Have any errors corrected
• Have outdated personal data deleted
• No longer have your personal data processed, other than for storing it
• Transfer your personal data to yourself or to another organization for the purchase of services offered
• Withdraw your consent to automated decision-making
• Object to a specific use

If you wish to exercise any of the above rights, you can always contact the inMotiv Service Desk or the contact form on the website.

Cookies

Our websites use cookies that store and/or read information on your digital device (hereinafter “cookie”). For more information about which cookies we use, please visit our Cookie Policy.

Changes

inMotiv reserves the right to amend this data protection statement. Changes will always be published on this website before they take effect.

Questions

Do you have any questions regarding our data protection statement or our practices in this regard? Please contact us by email or in writing.

If you have a complaint about how we handle your personal data, you can submit it to the inMotiv Service Desk. You can also file a complaint with the Belgian Data Protection Authority.

General contact details inMotiv

Impact Software NV
Molenstraat 71 bus 1
9300 Aalst

servicedesk@inmotiv.be
+32 (0) 3 369 18 17