Privacy Policy

Privacy policy and Cookie statement

Content:

Privacy Policy

Privacy-sensitive data, or personal data, are processed via the Flexas service. Flexas BV considers the careful handling of personal data of great importance. Personal data are therefore carefully processed and secured by us. In our processing, we comply with the requirements set by the privacy laws. That means, among other things:

  • we clearly state the purposes for which we process personal data. We do that via this privacy statement;
  • we limit our collection of personal data to only the personal data necessary for legitimate purposes;
  • we ask you for explicit permission to process your personal data in cases where your permission is required;
  • we take appropriate security measures to protect your personal data and also require that of parties that process personal data at our behest;
  • we respect your right to inspect, correct or delete your personal data at your request.

Flexas BV is responsible for the data processing. This privacy statement explains which personal data we collect and to what end. We recommend that you carefully read it.

This Privacy Policy is last changed on 06-11-2017

Use of personal information

When using our service, we obtain certain information from you. That may be personal data. We only keep and use the personal data provided by you directly, in the context of the service you request, or of which it is clear that they are provided to us to process. We use the following data for the purposes mentioned in this privacy statement:

  • Name and address data
  • Phone number
  • E-mail address
  • IP adress

Goals of use

When you decide to make use of our services you provide us with certain data in which there could be personal data (mentioned above). We only use the data you present to us via an online enquiry, through the telephone or email. 

We use the personal information in order to:

  • Log or verify users of our service;
  • Communication between Flexas BV and users;
  • Send newsletters, direct marketing and product related news/offerings;
  • Show ads from tirdparties
  • Monitor and audit our services
  • Analyse and optimize based on statistics

Have you decided to view some of the office spaces we found for you? Than we’ll share your contact details with the landlord(s) in order to make an appointment.

Registration

For certain parts of our service, you need to register first. After registration, we will store the username selected by you along with the personal data provided by you. We keep this information so that you do not have to enter it every time and so that we can contact you in the context of the execution of the agreement.

We will not give your username and the related information to third parties, unless necessary in relation to the execution of the agreement you conclude with us, or if this is legally required. In the event of suspected fraud, or abuse of our website, the personal data might be submitted to the competent authorities or bodies.

Access portal

With our portal, you can gain access to a management environment where you can set up, specify and change things yourself.

Advertising

We can, in addition to the information on our website, also inform you about our new products and services:

  • by e-mail

Contact form and newsletter

We offer through our service the ability to ask questions by means of a contact form, where you are asked to fill in various information to deal with your question. You choose which information you provide. The data you send us will be kept for as long as the nature of the form or the content of your e-mail is required for the complete answering and processing thereof.

We offer a newsletter which we use to inform interested parties about our products and/or services. Every newsletter contains a link you can use to unsubscribe. Your e-mail address is automatically added to the list of subscribers.

Location details

Location data can be stored and processed by the provider of, for example, the navigation/map software, such as Google Maps, but the data can also be used by, for example, Google or Apple itself. We have no influence over that. We recommend that you read the relevant privacy statements from the relevant provider.

Publication

We do not publish your customer data, unless you explicitly give us permission to do this.

Advertisements

Our service displays advertisements from third parties. In orde to make sure costumize these advertisement are based on your interests we save the paths you use on our website and the way you use our services.

Provision to third parties

In some cases your personal data will be provided to our partners. With all our partners we have an agreement that ensures the safety of your personal data.

Cookies

Our service uses cookies. Cookies are also placed via third parties engaged by us. When you visit our service for the first time, a notice is shown in which we explain why we use cookies. We understand your further use of our service as permission for this use of cookies.

You are free to disable cookies through your browser. Keep in mind that it is possible that our website will no longer work optimally.

We have made agreements with third parties who place cookies about the use of the cookies and applications. However, we do not have complete control over what the providers of these applications themselves do with the cookies when they read them out. For more information about these applications and how they deal with cookies, please see the privacy statements of these parties (note: they can change regularly). 

Google Analytics 

We use Google Analytics to track how visitors use our service. We have signed a processor agreement with Google to make agreements about the handling of our data. Furthermore, we allow Google to use the obtained Analytics information for other Google services. Finally, we do not anonymize the IP addresses.

Security

We take security measures to limit abuse and unauthorised access to your personal data. In particular, we take the following measures:

  • Access to personal data is protected with a username and password
  • The data is stored after receipt in a separate, protected system
  • We use secure connections (Secure Sockets Layer or SSL) that protects all information between you and our website when you enter personal data
  • We keep logs of all requests for personal data

Retention periods

Flexas is here to help you find the right office space. That's why we retain the personal data you provided us unit a year after you rental agreement ends. After that we either help you find a new office or your personal data wil be safed for a year for statistical analysis, The data will then be anonymized unless there is a statutory obligation that requires longer storage (such as the seven-year fiscal retention obligation for payment data). 

Third-party websites

This privacy statement does not apply to websites of third parties that are connected to our service by means of links. We cannot guarantee that these third parties will handle your personal data in a reliable or safe way. We recommend reading the privacy statement of these websites, before using these websites.

Changes to this privacy statement

We reserve the right to make changes to this statement from time to time. It is advisable to frequently consult this statement in order to be informed about any possible changes that might be made to it. Insight into and changing 

Insight into and changing of your information

For questions regarding our privacy policy or questions regarding insight into your personal information, you can always contact us via the details below. You can also send us a request to view, change or delete this data. You can also submit a request to export your personal data or provide a statement with reasons that you want us to limit the processing of your personal data.

To prevent abuse, we may ask you to identify you appropriately. When it comes to access to personal data linked to a cookie, you must send a copy of the cookie in question. You can find these in the settings of your browser. If the details are not correct, you can request that we change the data or have it removed.

Dutch Data Protection Authority

Of course we are happy to help you if you have complaints about the processing of your personal data. Under the privacy legislation, you also have the right to file a complaint with the Dutch Data Protection Authority against these processing of personal data. You can contact the Dutch Data Protection Authority for this.

Cookie statement

Just like any other website Flexas.com uses cookies. A cookie is a very small text file that is stored on your computer and enhances the way you can use our website. They also create the possibility for us to see how our website is used (anonymously of course) and make changes in order to improve usability.  

We only collect the necessary data to best help users of our website and show the right advertisements later on. As clearly stated in our privacy statement the collected data (in some cases) will be shared with 3rd parties. This data will be mostly anonymous.

The data that we collect will not ben used for other reasons than described below.

Functional cookies

Store your favourite offices and contact details for next visits? Great right? That’s all possible because of our cookies. Without cookies our website cannot function correctly. That’s why we feel it’s important that you accept our cookies.

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Cookies for analysis

Now a days data is essential for companies, Flexas is no different. That’s why we use cookies to track how visitors use our website. This gives us important insights and let’s us make improvements based on that data. For instance: if a certain page shows bad metrics we know that it needs improvement or isn’t relevant to visitors. Now we’re able to make the right adjustments. We do this with a few different third parties: Google, Bing, Clickdimensions and Mouseflow.

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Share: The information will only be shared with the mentioned third parties. 

Advertising Cookies

Cookies for advertising give us the opportunity to show you the viewed office spaces in other online channels. For this we use the services of Google, Bing and DoubleClick.

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Social cookies

Cookies for social media give you the opportunity to like and share the different content on our website. They also give us the possibility to show you the offices you’ve viewed on our website in social media channels. Our social media cookies are from the services of Facebook, Instagram, Linkedin and Twitter.

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Video cookies

We show various videos on our websites. These are loaded from Youtube and in order to collect statistics about views and other data we use cookies from Youtube.

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Chat cookies

To help and assist our visitors as well as possible we make sure you can reach us in various ways. One of which is our chat function. To perform correctly the chat uses cookies. It’s to remember older conversations, show the page on which you are at the moment of chatting and to notify our chat assistant that there are new chats. Our chat partner is Livechat.

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Contact

Privacy Officer
Koen de Wit
k.dewit@flexas.nl

Flexas BV
Kunstlaan 56
1000 Brussel
info@flexas.com
+32 2 808 65 98