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Privacy and cookie policy

This website https://www.baronie.com “Website” (excluding any linked sites) is administered by Baronie Belgium NV/SA, with registered office Kolvestraat 70, 8000 Bruges, RPR Gent – Division Bruges, KBO-VAT BE 0424.005.212 (“Baronie” or “we“), and we are also the controller of the Personal Data gathered about you and processed on this Website in accordance with this Privacy Policy. 

This Privacy Policy describes the types of information we collect on this Website, including information relating to identified or identifiable individuals (“Personal Data”), for which purposes we use such Personal Data, with whom we may share it, and the rights and choices available to you regarding our use of your Personal Data. This Privacy Policy also describes how your Personal Data are secured and how you can contact us about our privacy practices. 

Please read this Privacy Policy before using or submitting any Personal Data on the Website. 

By accessing and using this Website, you confirm that you have read and that you understand the way we collect, process, use and disclose your Personal Data as described in this Privacy Policy. 

Please note that before using or submitting Personal Data on certain sections of the Website, you may be asked to confirm electronically your understanding and acceptance of this Privacy Policy by ticking (a) specific box(es) and/or by clicking a button. Your affirmative action in ticking that box and/or clicking on that button and your use of this Website signify that you understand and agree to the collection, processing, use and transfer of your Personal Data as described in this Privacy Policy. 

Job Applications and Recruitment 

  • This Privacy Policy also applies to personal data we collect when you apply for a job or vacancy through our Website (e.g., via online application forms, email applications, or career portals).
  • When you submit an application, we act as the data controller of your personal data. We process this data primarily to assess your suitability for employment with Baronie and to manage the recruitment process.
  • By submitting an application, you acknowledge that you have read and understood this Privacy Policy. Where required, we will ask for your explicit consent for specific processing activities (e.g., storing your profile in a talent pool for future opportunities). 

Our records of your acceptance of this Privacy Policy, the date thereof, and of all future amendments to this Privacy Policy, shall be regarded as conclusive and written evidence of your consent. 

1. For which purposes does Baronie collect Personal Data?

In certain sections of the Website, you are asked to provide your Personal Data, in particular your (personal) details, such as your name, email address and/or address. We can use these details for various purposes, indicated by the Website: 

  • One purpose is to provide you with the products and services you order from us, to manage the contractual relationship, payment and invoicing, and/or to answer your questions about our products and services.
  • If you have authorized us to do so, we can also use your details to approach you by email with news on our products and offers (receive notices, newsletters or electronic mails or general information on Baronie or related products and services).
  • We can also use your name and address to send you information on Baronie and/or its products by post. If we want to approach you by telephone, we may use your telephone number (if you provided it to us).
  • We can use your data to fulfil other legitimate purposes disclosed to you at the time you provide your Personal Data or as otherwise permitted or required to comply with applicable laws and regulations.
  • We collect and process your personal data when you apply for a position with Baronie for the following specific purposes:
    • To receive, assess, and manage your job application, including reviewing your CV, cover letter, qualifications, work history, and references;
    • To conduct interviews, assessments, and other recruitment activities (including skills tests or background checks where applicable);
    • To make hiring decisions and, if successful, to prepare an employment contract;
    • To comply with legal obligations related to recruitment, such as verifying your right to work, equal opportunities monitoring, or health and safety requirements;
    • To maintain a talent pool of candidates for future suitable vacancies, but only with your explicit consent;
    • To defend against potential legal claims arising from the recruitment process. 

Legal basis for processing recruitment data: 

  • The processing is necessary for taking steps at your request prior to entering into an employment contract (Article 6(1)(b) GDPR).
  • Processing is necessary for compliance with legal obligations to which Baronie is subject (Article 6(1)(c) GDPR), including applicable employment and equality laws.
  • In limited cases, processing is based on your explicit consent (Article 6(1)(a) and Article 9(2)(a) GDPR) — for example, for storing your data in our talent pool or for processing special category data (such as health information or diversity data) where required.
  • Where necessary, processing is based on our legitimate interests in recruiting qualified candidates and managing an efficient hiring process (Article 6(1)(f) GDPR), provided these interests are not overridden by your rights and freedoms.
  • We will only process special category data (e.g., health data, racial or ethnic origin, trade union membership) where strictly necessary and with an appropriate legal basis under Article 9 GDPR. 

We shall obtain your prior express consent (opt-in) for the above-listed purposes where required under applicable law. 

2. To whom can Baronie provide Personal Data?
 

We do not sell or otherwise disclose Personal Data you provide us or we collect about you, except as described below or with your prior express consent. It may be necessary to share your Personal Data with: 

  • affiliated companies established within the EEA or other countries recognized by the EU Commission as adducing an adequate level of protection of personal data for the purposes described in this Privacy Policy;
  • in the event of a merger, acquisition, sale of assets, joint venture, or any other transaction that results in a change in control or ownership of Baronie, in whole or in part; or in the event of a corporate reorganization, bankruptcy, insolvency proceeding, or similar circumstance, if permitted by and done in accordance with applicable law; or
  • third party services providers and suppliers acting on our behalf and under our instructions, that provide services to us such as web-related services, advertising or analytics, so that we can supply a product or service you ordered from us, to administer web servers and to store information on back-up disks. Such third parties can only use the data for the above-mentioned purposes. Any other use is prohibited.
  • professional advisers (e.g., lawyers) where necessary to defend our interests; 

For recruitment purposes:  

  • recruitment agencies, assessment centres, or third-party interview platforms acting on our behalf;
  • background check providers, reference check services, or pre-employment screening companies (only where relevant to the role and with appropriate safeguards); 

All such recipients are bound by data processing agreements and may only process your data for the purposes described above. 

Except as described above, Baronie shall not provide your Personal Data to other third parties without obtaining your prior permission, unless it is required to do so under a statutory provision or court order. In particular, Baronie may disclose your Personal Data in the following circumstances: 

  • to respond to authorized information requests from law enforcement authorities or judiciary or when otherwise required or permitted by law;
  • to respond to an emergency; or otherwise, to protect the rights, property, safety, or security of third parties, visitors to this Website or the public. 

These recipients may be located in countries other than the country in which personal data was originally collected, it being noted that your personal data will only be transferred within the European Economic Area or other countries recognized by the EU Commission as adducing an adequate level of protection of personal data. 

Only a limited number of individuals within Baronie (e.g. individuals in sales, support, legal, finance, IT and accounting departments, as well as certain managers with assigned responsibility) will be granted access to your Personal Data on a need-to-know basis.

3. Which Personal Data can Baronie collect and process?
 

Information you provide 

Baronie collects Personal Data about you (i.e. any information that relates to you as an identified or identifiable individual), such as your name, your age, your e-mail address, your telephone number and your preferences and interests through your use of this Website, namely when you order products or services on the Website, respond to questionnaires, forms or surveys posted on the Website, communicate with us or take part in interactive features. 

When you apply for a vacancy, we collect: 

  • Identification and contact data (name, address, email, telephone number, date of birth);
  • Professional data included in your CV, cover letter, application form or video (education, work experience, qualifications, skills, languages, professional memberships);
  • Information from references or referees you provide;
  • Any other information you voluntarily submit during the application process (e.g., portfolio, salary expectations, availability);
  • Special category data where you choose to provide it or where legally required (e.g., health information for reasonable adjustments, diversity data for equal opportunities monitoring). 

We encourage you to only provide data that is relevant to the position applied for and to avoid including unnecessary sensitive information. 

Automatic Information Collection 

Subject to your consent where required by law, we and our third-party service providers may use a variety of technologies that collect and provide information about how the Website is accessed and used. Such Information may consist of your internet browser type, operating system, service provider, the webpages you viewed, the time you viewed them and for how long, demographic information about you (such as your age, gender, language, location and interest areas, where available) and what webpages you looked at before viewing the current page. We use this information to get a better idea of how our users interact with our Website and then tailor and improve our Website accordingly. Such information generally cannot be linked to you individually, but if we can link it to you then we treat it as your Personal Data in accordance with this Privacy Policy. 

Certain information is gathered by means of cookies. Baronie uses cookies and similar technologies on this Website. If you do not agree to our use of cookies in this way, you should set your browser settings accordingly. You will always be able to withdraw your consent and change your choice by amending your browser settings in the future. If you disable cookies that we use, this may impact your user experience while on this Website. 

The following cookies are being used: 

  • CookieConsent -> Stores the user's cookie consent state for the current domain.
  • CraftSessionId -> Sets a unique ID for the session. This allows the website to obtain data on visitor behaviour for statistical purposes.
  • CRAFT_CSRF_TOKEN -> Ensures visitor browsing-security by preventing cross-site request forgery. This cookie is essential for the security of the website and visitor.
  • _ga_# -> Used by Google Analytics to collect data on the number of times a user has visited the website as well as dates for the first and most recent visit.
  • _ga -> Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
  • _gid -> Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
  • _gat -> Used by Google Analytics to throttle request rate.
  • collect -> Used to send data to Google Analytics about the visitor's device and behaviour. Tracks the visitor across devices and marketing channels.
  • Microsoft Clarity -> We improve our products and advertising by using Microsoft Clarity to see how you use our website. By using our site, you agree that we and Microsoft can collect and use this data. 

4. Is Baronie responsible for other websites?
 

The Website may include references (in a hyperlink, banner or button) to other sites related to (a specific aspect of) this Website. This does not automatically mean that Baronie is associated with these other sites or its owners. 

These websites are not under our control. We are not responsible for the content of these websites, any products or services that may be offered through these websites or any other use of these websites nor for any data processing and privacy practices associated with such websites. We invite you to review these websites’ privacy notices if you visit them or provide any Personal Data to them. 

5. How does Baronie protect your Personal Data?
 

Baronie takes – and requires that any service provider and/or third-party processor processing Personal Data on behalf and under the instructions of Baronie takes – appropriate technical and organizational measures to protect your Personal Data against accidental or unlawful destruction or accidental loss, misuse, unauthorized access, disclosure, alteration or destruction, and against any other unlawful form of processing of information as defined by the applicable law. 

Although we take reasonable measures to safeguard Personal Data, no security system is impenetrable and no method of transmission over the Internet or electronic storage is entirely secure. Accordingly, we cannot guarantee the absolute security of Personal Data.

6. What rights do you have?
 

Under applicable Data Protection Laws, you have the following rights (under the conditions set out in applicable Data Protection Laws): (i) to access personal data Baronie holds about you, (ii) to request rectification, completion or erasure of your personal data , (iii) to request Baronie to restrict the collection, processing or use of your personal data, (iv) in certain circumstances, to object for legitimate reasons to the processing of your personal data (including the right to object, upon request and free of charge, to the processing of personal data for direct marketing purposes), (v) to request the portability of your personal data, and (vi) withdraw your consent at any time where processing is based on consent, and (vii) not be subject to a decision based solely on automated processing, including profiling, where applicable. You also have the right to lodge a complaint with the competent supervisory authority.  

If you want to exercise your rights under applicable law, or for more details and questions relating to our data processing activities, please contact us by sending a dated and signed request to us, together with a copy of your valid ID card or any other valid identification document, at our address above or via e-mail to the address set out below under Section 9. 

7. Can this Privacy Policy be changed?
 

Except to the extent limited by applicable law, Baronie may decide at any time – at its discretion – to change, modify, and/or add all or parts of this Privacy Policy in the future as permitted by law. Any change to this Privacy Policy will be posted on this page and, notified to you by e-mail (where appropriate or required by law and to the extent that we have your e-mail address). We will indicate above the date on which this Privacy Policy was last modified.

8. How long do we keep your Personal Data?
 

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including responding to inquiries, managing our relationship with you, operating and improving our website, complying with applicable legal obligations, and protecting our legitimate interests. 

The retention period applicable to personal data depends on the nature of the data collected and the purpose for which it is processed. We may retain personal data for longer periods where required or permitted by applicable law, including to comply with legal, regulatory, accounting, or reporting requirements, or to establish, exercise, or defend legal claims. 

When personal data is no longer required for these purposes, it will be securely deleted, anonymized, or otherwise disposed of in accordance with applicable laws. 

We retain your recruitment-related personal data only for as long as necessary for the purposes set out above. 

  • For unsuccessful candidates: We generally retain your application data for a maximum of 12 months after the end of the recruitment process, unless a longer period is required by law or you have given explicit consent to be included in our talent pool (in which case we retain it for up to 24 months, or until you withdraw consent).
  • For successful candidates who become employees: Your data will be transferred to your employee file and retained for the duration of your employment plus the applicable statutory retention periods (typically up to 5 years after the end of employment, or longer where legally required). 

After these periods, your data will be securely deleted or anonymised, unless retention is necessary to comply with legal obligations or defend legal claims.

9. Who can you contact with questions and requests?
 

If you have any questions on our Privacy Policy, or to exercise your rights under applicable law, please contact us by email at info@baronie.com or at the contact address above.