Privacy Statement

 

DOTS & DOPAMINE attaches great importance to your privacy and the careful handling of your personal data. We therefore do our utmost to explain to you in clear and unambiguous language with this privacy statement which personal data we collect from you, what we use it for and what your rights are in this regard.
This version of this privacy statement (version: 3) dates from 07/05/2025

1 Who are we?

"We", "us" or "our" means DOTS & DOPAMINE with registered office at Karel Oomstraat 47a, 2018 Antwerp and with company number BE 0773.360.808.

If you have any questions, comments or complaints regarding this privacy statement or the processing of your personal data or if you wish to exercise any of your rights, please contact us by e-mail at privacy@dotsanddopamine.be

2 Scope

This privacy statement applies to this website, our direct marketing activities and the general organization of DOTS & DOPAMINE.

3 Why and how do we process your personal data?

If you visit our website and/or are in contact with us, it is possible that certain personal data will be processed. Below you will find more information about the different processing activities that may apply to you.

3.1 Use of our website

When you visit our website, we may process personal data using online techniques such as cookies, trackers, scripts and similar technologies (hereinafter referred to as 'cookies'). These may include (1) essential cookies that are strictly necessary to send a message over an electronic communications network, to ensure the security of our website or to store information about the provision of a service expressly requested by you; (2) functional cookies that further shape your use of our website; (3) analytical cookies to measure and analyze your use of our website; (4) marketing cookies to provide you with (personalised) advertisements; and (5) other third-party cookies that we allow on our website.
More information about this can be found here: https://dotsanddopamine.be/cookie-policy

3.2 Contact via website

Consent - Contact forms are available on our website to get in touch with us. You can also always reach us by e-mail or phone. We process this personal data to handle your contact request, but have no insight or control over any other personal data that you provide to us via the open input fields. We ask you not to disclose any confidential or sensitive information here.

This processing is done on the basis of your consent. Know that you can withdraw it at any time. This withdrawal does not affect the lawfulness of the processing that took place before the withdrawal of your consent.

  • What personal data do we process?
    • First name, last name, telephone number, e-mail, company name, ...
    • Other data as may be communicated spontaneously in the contact form. We ask you not to provide more personal data than is strictly necessary and not to provide us with any medical or criminal data in this way.
  • How do we obtain this personal data? Directly from you when filling out our contact form
  • How long do we keep them? Archive up to 1 year after the contact request has been processed plus the archiving period of the related communication (such as emails)
  • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as our hosting partner) that we call upon in the context of our website, the contact or our relationship management.
  • Are these activities automated individual decision-making? No
  • Do these activities involve a transfer outside the EEA? No

 3.3 Customer relationship management (incl. prospecting new customers)

Legitimate interest – DOTS & DOPAMINE is always looking for new customers, actively making new contacts and building relationships with existing customers. In this context, your personal data will be processed (e.g. to invite you to other forms of communication, an event, etc.).

This processing is done on the basis of the legitimate interest of DOTS & DOPAMINE. You can always object to this according to the conditions as described under 'right to object' in the chapter 'What are your rights and how can you exercise them'.

  • What personal data do we process?
    • First name, surname, telephone number, (work) email, ...
    • Other data as may have been discussed during further contacts:
      • Occupational data
      • Leisure activities and interests
      • Personal details
    • How do we obtain this personal data? Directly from you through relationship management, through searches from public sources, through your colleagues.
    • How long do we keep them? Up to 7 years after completion of a last assignment or contact
    • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as our CRM platform) that we use in the context of our website, contact or relationship management
    • Are these activities automated individual decision-making? No
    • Do these activities involve a transfer outside the EEA? We use HubSpot as a customer relationship management platform (CRM) to manage our communications, marketing, and service delivery. This means that certain personal data that we process may be transferred to and stored on servers outside the European Economic Area (EEA), including in the United States and/or the support and service provision will be provided by sub-processors located outside the EEA. Hubspot has put in place safeguards to ensure an adequate level of protection, i.e. the conclusion of the SCCs and is part of the Data Privacy Framework (adequacy decision), see Data Processing Agreement.  

3.4 Sending newsletters

Consent - You can subscribe to our newsletter on our website. We process this personal data in order to contact you when a new newsletter is available to you.

This processing is done on the basis of your consent. You have the option to withdraw the consent given at any time without affecting the lawfulness of the data processing up to the time the withdrawal took place. In concrete terms, this means that your consent remains valid for all previous newsletters, but you will no longer receive newsletters.

  • What personal data do we process? Last name, first name, (work) e-mail.
  • How do we obtain this personal data? Directly from you when you register.
  • How long do we keep them? As long as the consent is not withdrawn and up to 5 years after your last interaction with a newsletter.
  • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as our e-mail platform) that we use to provide information in the context of our website or the delivery of the newsletters
  • Are these activities automated individual decision-making? No
  • Do these activities involve a transfer outside the EEA? We use HubSpot as a customer relationship management platform (CRM) to manage our communications, marketing, and service delivery. This means that certain personal data that we process may be transferred to and stored on servers outside the European Economic Area (EEA), including in the United States and/or the support and service provision will be provided by sub-processors located outside the EEA. Hubspot has put in place safeguards to ensure an adequate level of protection, i.e. the conclusion of the SCCs and is part of the Data Privacy Framework (adequacy decision), see Data Processing Agreement.  

3.5 Organization of events

Consent – When you register for one of our events, personal data will be processed for the processing of your registration and the organization of the event.

This processing is done on the basis of your consent. You have the option to withdraw the consent given at any time without affecting the lawfulness of the data processing up to the time the withdrawal took place. In concrete terms, this means that your consent remains valid for all previous events in which you have already participated, but you will no longer be invited to events in the future.

  • What personal data do we process?
    • First name, surname, telephone, e-mail
    • Other data as may be communicated spontaneously:
      • Occupational data
      • Allergies or dietary requirements
      • etc.
    • How do we obtain this personal data? Directly from you when you register
    • How long do we keep them? We keep the personal data about your participation for a maximum of 1 year after the event takes place.
    • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as event companies, catering, etc.) that we call on to help organize and shape the event, CRM systems that we use for registration, partners with whom we organize the event together.
    • Are these activities automated individual decision-making? We use HubSpot as a customer relationship management platform (CRM) to manage our communications, marketing, and service delivery. This means that certain personal data that we process may be transferred to and stored on servers outside the European Economic Area (EEA), including in the United States and/or the support and service provision will be provided by sub-processors located outside the EEA. Hubspot has put in place safeguards to ensure an adequate level of protection, i.e. the conclusion of the SCCs and is part of the Data Privacy Framework (adequacy decision), see Data Processing Agreement. 

3.6 Recruitment and selection

Consent to (spontaneous) applications and the maintenance of a recruitment reserve – Legitimate interest for active recruitment –

When you (spontaneously) apply for a position at DOTS & DOPAMINE, DOTS & DOPAMINE processes personal data about you. We do this in function of recruiting and selecting employees for open or future vacancies. This processing (including the creation of a recruitment reserve) is done on the basis of your consent. You have the option to withdraw the consent given at any time without affecting the lawfulness of the data processing up to the time the withdrawal took place.

When DOTS & DOPAMINE actively recruits itself, DOTS & DOPAMINE processes personal data about you. This is only done on the basis of data that is publicly available about you (e.g. on platforms such as LinkedIn and Google) or data that has been provided to us by third parties. This processing is done on the basis of the legitimate interest of DOTS & DOPAMINE. You can always object to this according to the conditions described under 'Right to object' in the chapter 'What are your rights and how can you exercise them'.

Finally, we would like to point out that we assume our legitimate interest in passing on your personal data to the companies affiliated and associated with us as part of our recruitment process. Of course, we always do this with a view to finding a suitable assignment for you. You can always object to this according to the conditions as described under 'right to object' in the chapter 'What are your rights and how can you exercise them'.

  • What personal data do we process?
    • First name, surname, telephone, email, address, date of birth.
    • Other information as may be mentioned on your CV:
      • Personal characteristics
      • Social contacts
      • Psychological data (cf. a description of your personality or character)
      • Composition of the family
      • Leisure activities and interests
      • Academisch curriculum
      • Professional competence
      • Professional experience
      • Membership of/participation in professional organisations
      • Current employment
      • Career
      • Business administration data (cf. (partial) disability)
      • Current salary
      • Current fringe benefits
      • National register number after recruitment
      • etc.
    • How do we obtain this personal data?
      • (Spontaneous) application: directly from you with your application
      • Active recruitment: through third parties such as public platforms or intermediaries
    • How long do we keep them?
      • If you do not retain applicants: we will keep the personal data about your application for a maximum of 1 year after application.
      • For applicants within our recruitment reserve: as long as the consent is not withdrawn and up to a maximum of 3 years after application.
    • With whom may we share this personal data (other than affiliated and associated companies)?
      • Processors (such as recruitment agencies) that we call on to recruit and select
    • Are these activities automated individual decision-making? No
    • Do these activities involve a transfer outside the EEA? No

3.7 Supplier relationship management (incl. prospecting new suppliers)

Legitimate interest – DOTS & DOPAMINE works with suppliers, actively establishes new contacts and builds relationships with existing suppliers. In this context, personal data of employees at our suppliers (e.g. account managers) is processed.

This processing is done on the basis of the legitimate interest of DOTS & DOPAMINE. You can always object to this according to the conditions as described under 'right to object' in the chapter 'What are your rights and how can you exercise them'.

  • What personal data do we process?
    • First name, surname, telephone, email
    • Other data as may have been discussed during further contacts:
      • Occupational data
      • Leisure activities and interests
      • Personal details
      • etc.
    • How do we obtain this personal data? Directly from you through relationship management, through your employer or through your colleagues.
    • How long do we keep them? Up to 7 years after completion of a last assignment or contact
    • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as our CRM platform) that we use as part of our relationship management
    • Do these activities involve a transfer outside the EEA? We use HubSpot as a customer relationship management platform (CRM) to manage our communications, marketing, and service delivery. This means that certain personal data that we process may be transferred to and stored on servers outside the European Economic Area (EEA), including in the United States and/or the support and service provision will be provided by sub-processors located outside the EEA. Hubspot has put in place safeguards to ensure an adequate level of protection, i.e. the conclusion of the SCCs and is part of the Data Privacy Framework (adequacy decision), see Data Processing Agreement. 

3.8 Making appointments

Permission - You can make appointments on our website via our online appointment maker. As part of this, we process your personal data to organise and handle the appointment.

This processing is done on the basis of your consent. You have the option to withdraw the consent given at any time without affecting the lawfulness of the data processing up to the time the withdrawal took place. In concrete terms, this means that your consent remains valid for all previously made appointments online and you no longer book appointments via the online appointment maker.

  • What personal data do we process?
    • First name, surname, telephone, email
    • Occupational data
  • How do we obtain this personal data? Directly from you when scheduling the appointment
  • How long do we keep them? Archive up to 1 year after the handling of the contact request plus the archiving period of the related communication (such as e-mails). After the appointment, you can become a customer or prospect, see Manage customer relations.
  • With whom may we share this personal data (other than affiliated and associated companies)? Processors (such as our hosting partner) that we call on to get the appointments organized
  • Are these activities automated individual decision-making? We use HubSpot as a customer relationship management platform (CRM) to manage our communications, marketing, and service delivery. This means that certain personal data that we process may be transferred to and stored on servers outside the European Economic Area (EEA), including in the United States and/or the support and service provision will be provided by sub-processors located outside the EEA. Hubspot has put in place safeguards to ensure an adequate level of protection, i.e. the conclusion of the SCCs and is part of the Data Privacy Framework (adequacy decision), see Data Processing Agreement. 

4 Sharing personal data with third parties

When you visit our website or use our products and services as a customer, we may use third parties in this context, such as partners, affiliated and associated companies and suppliers to whom we pass on your personal data. These third parties help us provide, support, develop and understand the use of our products and services and provide services such as hosting, customer and technical support, marketing, analytics, content delivery and/or making online payment(s).

In addition, we may also share information (including personal information) with third parties as part of a reorganization, restructuring, merger, sale, or other transfer of assets. We share the information you provide, automatically collected information, and information from others with these third parties to the extent necessary to enable them to provide their services or support. For the activities described above, we indicate for each activity with which categories of third parties, other than affiliated and associated companies, we share your personal data.

We may also need to provide access to your data or pass on your data due to a legal obligation. This to authorities, government institutions or other third parties.

Finally, we may pass on your data if this proves necessary in the context of your vital interest.

5 Transfer of personal data outside the EEA

DOTS & DOPAMINE always tries to limit the transfer of personal data to third parties outside the European Economic Area (hereinafter: "EEA").

If this should nevertheless be the case, we will ensure as soon as possible that this transfer is brought into accordance with the GDPR (by, among other things, the presence of an adequacy decision in the country in question or the provision of an appropriate alternative, if necessary additional measures, etc.).

For the specific transfers, please refer to the section "Why and how do we process your personal data?").

6 How long do we keep your personal data?

We do not store your personal data for longer than is strictly necessary to achieve the purposes for which the personal data was collected or in accordance with the legal obligation imposed on us. For the specific retention period, please refer to the section "Why and how do we process your personal data?").

7 Automated individual decision-making

European data protection law (GDPR) imposes certain conditions on organisations when they make decisions about individuals solely on the basis of processing operations that are fully automated, including profiling, and when these decisions produce legal effects or other significant effects. DOTS & DOPAMINE does not do this kind of decision-making.

8 What are your rights and how can you exercise them?

DOTS & DOPAMINE believes it is important that you always retain control over the processing of your personal data. Below you will find more information about the various rights you have and can invoke with regard to the processing of your personal data:

Depending on the processing and the legal basis of that processing, certain conditions or restrictions may be linked to the exercise of the rights set out below.

To exercise the above rights, or information about it, please contact privacy@dotsanddopamine.be. We will also provide more information if certain modalities are linked to your request. We may also request additional information to verify your identity so that your personal information is not mistakenly deleted or shared with someone who is not entitled to receive it. We will try to respond to it without unreasonable delay, but in any case within a period of one month after receipt of your request. If we are unable to respond within one month and wish to extend the deadline, or if we do not comply with the request, we will notify you.

8.1 Right of access:

In the event that we process your personal data, you have the right to access your personal data, as well as certain additional information as described in this privacy statement. You have the right to receive from us a copy of the personal data we hold, provided that this does not adversely affect the rights and freedoms of others. The first copy will be delivered to you free of charge, but in case of repeated requests, we reserve the right to charge a reasonable fee.

8.2 Right to rectification:

If the personal data we hold about you is inaccurate or incomplete, you have the right to have this information corrected or, having regard to the purposes of the processing, to complete it.

8.3 Right to restriction of processing:

You have the right to have the processing of your personal data restricted. This means that the personal data may only be stored by us and may only be used for limited purposes. This law applies if one of the following situations occurs:

  • You contest the accuracy of the personal data, for a period that allows us to verify the accuracy of the personal data;
  • The processing is unlawful, but you oppose the erasure of the personal data and instead request that its use be restricted;
  • We no longer need your personal data for the processing purposes described above, but you need it for the establishment, exercise or defence of a legal claim; or
  • You have objected to processing and ask us to restrict the processing pending the answer to the question of whether our interests outweigh yours.

In addition to our right to store your personal data, we may still process it, but only:

  • With your permission;
  • To establish, exercise or defend legal claims;
  • To protect the rights of another natural or legal person; or
  • For reasons of public interest.

You will be informed about this before we lift the restriction of the processing of your personal data.

8.4 Right to data portability:

If the processing of your personal data is based on your consent, and the processing is carried out by automated means, you have the right to receive a copy of your personal data in a structured, commonly used and machine-readable format. You also have the right to have your personal data provided directly by us to a third party, if this is technically possible. This right does not apply where it would adversely affect the rights and freedoms of others.

8.5 Right to object:

You have the right to object to the processing of your personal data in the activities described above. In the latter case, this is only possible if the activity is related to (1) the performance of a task in the public interest or in the exercise of a task in the exercise of official authority vested in us or (2) the representation of our legitimate interests or those of a third party.

If you object to the processing of your personal data, we will no longer process the personal data unless we can demonstrate demonstrable legitimate interests for the processing that outweigh your interests, fundamental rights and freedoms.

If your personal data is processed for the purpose of direct marketing, regardless of whether it is initial or further processing, you have the right to object to this processing at any time and free of charge, including in the case of profiling insofar as it relates to direct marketing. If you make such an objection, we will stop processing your personal data for this purpose.

8.6 Right to erasure (right to be forgotten):

You have the right to request that we erase your personal data. This means that the personal data must be deleted by us without unreasonable delay. This law applies if one of the following situations occurs:

  • The personal data is no longer necessary for the purposes for which it was collected or otherwise processed;
  • You withdraw your consent on which the processing is based, and there is no other legal basis for the processing of your personal data;
  • Your personal data has been unlawfully processed;
  • Erasure of your personal data is necessary to be in accordance with European or Belgian law;

If you request us to delete your personal data, we will delete the personal data unless one of the following situations (exceptions) occurs:

  • The processing is part of the exercise of the right to freedom of expression and information;
  • Erasure is not appropriate for reasons of public interest in the field of public health;
  • Deletion is not an issue given the need for archiving in the public interest, or statistical purposes;
  • There is a legal obligation to retain the data; or
  • Erasure is not an issue in view of the establishment, exercise or substantiation of a legal claim.

8.7 Right to withdraw your consent:

If you have given permission for certain processing of your personal data, you can withdraw it at any time. We try to make withdrawing your consent as easy as possible and, as far as possible, as simple as giving your consent.

8.8 Right to object to the processing of your personal data in automated individual decision-making:

If your personal data is used in the context of automated individual decision-making and if these decisions have legal effects or other significant consequences , you can request that we no longer use your data. If you object to this processing, we will stop or restrict the processing unless there are compelling reasons to do so.

9 Who can I contact with further questions or complaints about privacy?

If, after reading this privacy statement, you have further questions or comments regarding the collection and processing of your personal data, you can always contact us at the following e-mail address: privacy@dotsanddopamine.be

In addition, you have the right to submit any comments and comments or complaints to the supervisory authority responsible for data protection. You can do this in the EU member state where you reside, the place where you work or the place where the alleged infringement took place. In Belgium, you can file a complaint with the Data Protection Authority:

Data Protection Authority
Rue de la Presse 35, 1000 Brussels+
32 (0)2 274 48 00
www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen
www.gegevensbeschermingsautoriteit.be

Because we attach great importance to our mutual relationship, we ask you to always contact us first so that we can work out a solution for what is the basis of your complaint.

10 Changes to the privacy statement

Our organization and therefore our website are a dynamic and innovative environment. This privacy statement may be amended if our services or applicable legislation so require. This means that we are constantly looking for a better service tailored to your needs. It is possible that there will be new applications where we will collect or process your personal data in a different way. Of course, we will inform you if there are any significant changes to this privacy statement, and we will ask for your permission if necessary.