Privacy statement

Introduction

Who we are

Waanzin VOF (hereinafter “Waanzin”, “we”, “us” or “our”) attaches great importance to the protection of your privacy and is committed to ensuring that your personal data is processed with appropriate care, confidentiality and in accordance with applicable data protection legislation.

Waanzin VOF is registered with the Crossroads Bank for Enterprises (“Kruispuntbank van Ondernemingen” or “KBO”) under enterprise number 0756.687.496.

This Privacy Statement (hereinafter “Privacy statement”) sets out the reasons why we collect and process your personal data, as well as the manner in which such personal data is used. Should you have any questions following your review of this Privacy Statement, you may contact your usual point of contact within our organization. You may also contact us at any time using the contact details set out below:

E-mail: hi@pierrot.io
Registered mail:
Waanzin VOF
Wolterslaan 123
9040 Ghent, Belgium

Scope of this Privacy Statement

This Privacy Statement applies exclusively to the processing of personal data by Waanzin in its capacity as data controller, that is, where Waanzin determines the purposes and means of the processing.

More specifically, this Privacy Statement applies to the processing of personal data relating to: (i) visitors to Waanzin’s website, www.pierrot.io; (ii) clients making use of the online ticketing assistant “Pierrot” and any additional services that Waanzin may offer; (iii) candidates who apply directly to Waanzin for an open position and who participate in Waanzin’s recruitment and selection process; (iv) employees of Waanzin, as well as temporary agency workers engaged through staffing agencies; and (v) business partners that support Waanzin in the provision of its services to its clients.

In addition, Waanzin may process your personal data in its capacity as data processor, acting on behalf of and under the instructions of its clients. For further information regarding the processing of your personal data in that context, please consult the applicable privacy statements of the relevant clients.

For the purposes of this Privacy Statement, “processing” or “processing of personal data” means any operation or set of operations which is performed upon personal data relating to an identified or identifiable natural person. Such operations include, without limitation, the collection, recording, storage, organization, structuring, use, disclosure, dissemination, or any other form of handling of such personal data.

Use of personal data

When do we collect your personal data as a data controller?

In the course of its activities and business operations, Waanzin may process personal data relating to, inter alia, its clients, (prospective) employees, suppliers and business partners.

We may process your personal data where:

  • You have visited our website;
  • you contact us or have contacted us;
  • you submit an application to Waanzin, whether solicited or unsolicited, in relation to an open position;
  • you are employed by us;
  • we provide or have provided services to you in your capacity as a client or business partner;
  • we may provide services to you in the future in your capacity as a client or business partner;
  • you provide or have provided services to us in your capacity as a business partner;
  • you may provide services to us in the future in your capacity as a business partner; or
  • you act as a contact person for one of our clients or business partners.

What personal data might we process about you?

Depending on the nature of your relationship with Waanzin, we may process different categories of personal data concerning you. The fact that certain categories of personal data are listed below does not mean that Waanzin processes all such data in every case. The personal data processed will always depend on the specific circumstances and, where relevant, your preferences.

Visitors to our website
If you visit our website, we may process the following categories of personal data concerning you through the use of cookies and through your use of functionalities made available on our website:

  • electronic identification data, including your IP address, browser type, geolocation data and connection information, such as the date and time of access;
  • contact details and correspondence, including your name, email address, and any correspondence exchanged with us, whether by email or through the functionalities made available on our website; and
  • identification data, including a copy of your identity card or any equivalent means of identification, may be processed solely to the extent necessary to verify your identity in connection with the exercise of your rights as a data subject under the GDPR.

Clients
We may process personal data relating to the contact persons of our current, former and prospective clients. The categories of personal data processed will vary depending on the specific services that you, as our client, use, have used or may wish to use.

  • account details, including your name, company name and email address, in connection with your use of the online ticketing assistant “Pierrot”;
  • contact details, including your name, telephone number, professional and/or private email address, and professional title;
  • contact history, including correspondence sent to and received from you, whether by email or through the functionalities available on our website;
  • publicly available information, including information made available on the website of the company with which you are affiliated;
  • payment related information, including payment card details and bank account numbers, where you make payments to us; and
  • identification data, including a copy of your identity card or any equivalent means of identification, may be processed solely to the extent necessary to verify your identity in connection with the exercise of your rights as a data subject under the GDPR.

Business partners and suppliers
We may process personal data relating to the contact persons of our current, former and prospective business partners and suppliers. The categories of personal data processed will depend on the manner in which you, as our business partner or supplier, support us in the provision of our services to our clients.

  • contact detail, including your name, telephone number, personal and/or private email address, and professional title;
  • contact history, including correspondence sent to and received from you, whether by email or through the functionalities available on our website;
  • publicly available information, including information made available on the website of the company with which you are affiliated;
  • payment related information, including bank account numbers, where you receive payments from us; and
  • identification data, including a copy of your identity card or any equivalent means of identification, may be processed solely to the extent necessary to verify your identity in connection with the exercise of your rights as a data subject under the GDPR.

Job applicants
We may process personal data relating to job applicants, whether they apply directly or are introduced to Waanzin through external recruitment or staffing agencies. The categories of personal data processed in this context will depend on the information you provide in connection with your application, our recruitment process, or the position for which you apply.

  • identification data, including your name, gender, date and place of birth and national identification number (where required by applicable law);
  • contact details, including your address, telephone number and email address;
  • financial information, including your bank account number;
  • information relating to your family composition, including your marital status and number of dependents;
  • education, preferences, and qualifications, including your professional experience, employment status, availability, studies, diplomas, language skills and curriculum vitae; and
  • any other information that you voluntarily provide to us or that you have manifestly made public, including your photograph or LinkedIn profile.

Where necessary and proportionate in the context of the recruitment process, we may also request and process copies of supporting documents, including your identity card, bank card, work permit, driver’s license and/or information obtained through Student@Work.

At the commencement of the application process, applicants are provided with further information regarding the processing of their personal data by Waanzin.

Employees and Consultants
We may process personal data relating to our employees and consultants. The same applies to temporary agency workers engaged by Waanzin through staffing agencies. The categories of personal data processed in this context will depend on the information provided in connection with the relevant employment relationship, position and services concerned.

  • identification data, including your name, gender, date and place of birth, photograph, identity card details, and national identification number (where required by applicable law);
  • contact details, including your address, telephone number, email address and login credentials;
  • financial information, including your bank account number, remuneration, benefits, expenses, and payroll data;
  • information relating to your family situation, including your marital status and number of dependents;
  • information relating to the employment relationship and your career, including your working hours, absences, time registration, seniority, and communications or information received from colleagues, managers, customers, third parties, or other individuals in any form, including by email or text message, regarding the performance of the employment relationship;
  • information relating to assessments and training, including performance reviews, promotions, and training courses attended; and
  • medical information in connection with an occupational accident or personal accident or illness reported to Waanzin in its capacity as employer, including certificates of absence and doctor’s notes.

Waanzin may also process photographs and other images relating to your activities within our organization.

At the start of the employment relationship or assignment, the employee or consultant will receive more detailed information regarding Waanzin’s processing of their personal data.

Special categories of personal data

Waanzin may, where permitted by applicable law, process special categories of personal data where such processing is necessary for the performance of obligations or the exercise of specific rights in the field of employment, social security, and social protection law, or for compliance with a legal obligation. This may include, in particular, personal data concerning health, fitness for work, well-being at work, medical assessments, and national identification numbers.

In limited circumstances, Waanzin may also process personal data relating to criminal convictions and offences where such processing is expressly required or authorized by applicable law.

Except as set out above, Waanzin does not process special categories of personal data, including personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, or genetic data, biometric data processed for the purpose of uniquely identifying a natural person, data concerning a natural person’s sex life, or data concerning sexual orientation, unless the data subject has provided explicit consent in accordance with applicable law.

What are the legal grounds we use to process your personal data?

We process personal data only for specified, explicit, and legitimate purposes, and always on the basis of one or more lawful grounds under General Data Protection Regulation (the GDPR).

As a general rule, we process personal data where such processing is necessary for the performance of a contract with our clients, employees, consultants, business partners or suppliers, or in order to provide our services to you or to enable you to provide services to us.

We may also process personal data on the basis of our legitimate interests, provided that such interests are not overridden by your interests or fundamental rights and freedoms. Where we rely on legitimate interests as a legal basis, we take appropriate measures to safeguard your privacy, including by limiting the use of that legal basis, minimizing the impact on your privacy, and implementing appropriate access controls and security measures to prevent unauthorized use. You also have the right to object at any time to the processing of your personal data based on our legitimate interests.

Where we rely on legitimate interests, the relevant interest may include, as applicable, one or more of the specific interests set out below.

  • ensuring the security, availability, and proper functioning of our website through the use of strictly necessary cookies;
  • requesting feedback from current or former clients, employees, consultants, business partners or suppliers in order to evaluate and improve our services and to assess interest in potential new services;
  • providing information about our activities and services, by electronic means or otherwise, where such information may be relevant in light of our existing relationship with you, subject at all times to your right to object where the communication qualifies as “direct marketing”;
  • using limited publicly available information, including information on professional social media profiles, for the purpose of identifying suitable employees or consultants; preventing fraud and misuse of our services; and
  • establishing, exercising, or defending our rights in legal proceedings where necessary

In addition, we may also process your personal data on the basis of your (explicit) consent where required or appropriate under applicable data protection law. Where consent is provided verbally, we will confirm such consent by email. You may withdraw your consent at any time by contacting us. To ensure proper documentation of your request, we ask that any withdrawal of consent communicated verbally be subsequently confirmed in writing, or be submitted by email or letter.

Finally, we process your data for legal purposes where such processing is necessary for compliance with a legal obligation to which we are subject. This includes, for example, responding to requests made in accordance with applicable data protection legislation and retaining accounting and supporting records for the periods required by law.

Where we intend to process your personal data for a purpose other than that for which it was originally collected, we will inform you accordingly and, where required, offer our services in that context and/or request your consent before carrying out such further processing. Where such communication is made by telephone, we will subsequently confirm by email that your personal data will be processed in accordance with this Privacy Statement.

We may also, within the limits permitted by applicable law, process special categories of personal data where necessary for the performance of an employment contract or assignment or for compliance with a legal obligation.

Why do we collect your personal data?

We collect and otherwise process your personal data for the following purposes, as applicable:

  • operational purposes: for example, to ensure that our services function effectively and remain user-friendly, to respond to your enquiries, to assess your application where you apply for a position with us, and to recruit employees and consultants;
  • business purposes: for example, to manage our relationships with clients, employees, consultants, business partners and suppliers; to offer and provide our services; to perform and administer employment contracts and assignments; to pay remuneration and manage payroll, pensions, tax, and social security obligations; to administer our workforce and allocate work among our employees; to grant access to our systems; to communicate our policies, procedures, and terms and conditions; to invoice clients for services provided and to collect outstanding amounts; and to administer workplace accidents.
  • commercial purposes: for example, to better understand your needs and interests, to assess your satisfaction as a client, employee, consultant, business partner or supplier; to feature your name, photograph, and job title on our website(s), where appropriate; and to promote Waanzin’s services to existing and prospective clients.
  • legal or regulatory purposes: for example, for the purposes of legal proceedings; compliance with applicable laws and governmental orders; the fulfilment of internal and external audit requirements; information security; and the establishment, exercise, or defence of our rights, privacy, security, or property, or those of other individuals.

Where we intend to process your personal data for a purpose other than that for which it was originally collected, we will inform you prior to such further processing.

How long do we retain your personal data?

We do not retain your personal data for longer than is necessary for the purposes for which it was collected and processed.

As the applicable retention period depends on the nature of the processing purpose, retention periods may vary depending on the category of personal data concerned and the context in which it is processed. In certain cases, we may be required by applicable law to retain personal data for a specified period, including in relation to certain employment and social law records. More generally, we determine the applicable retention period on the basis of legal requirements and by balancing your rights and reasonable expectations against what is necessary and proportionate for the provision of our services or for enabling you to provide services to us.

In all cases, personal data will not be retained for longer than necessary, in accordance with Waanzin’s internal retention policy.

Once your personal data is no longer required for the relevant processing purposes, we will delete or anonymize it. Where deletion or anonymization is not immediately possible, including because the personal data is stored in backup systems or archives, we will securely retain the personal data, refrain from any further processing, and delete or anonymize it as soon as this becomes technically feasible.

From whom do we receive your personal data?

We may obtain your personal data directly from you, from our clients, business partners or suppliers, from publicly available sources, or from third parties.

Where we obtain your personal data from our clients, business partners or suppliers, for example where you act as a contact person for any such party, and we are not acting solely as a data processor in that context, we will take reasonable steps to verify that such personal data has been lawfully collected and further processed and may be disclosed to us on the basis of a valid legal basis. If this is not the case, we will refrain from processing the personal data concerned.

Where we obtain your personal data from external sources, whether public or private, and process such personal data in our capacity as data controller, we will provide you with the information required under applicable data protection law no later than at the time of our first communication with you. In relation to publicly available sources, we may consult sources such as the Crossroads Bank for Enterprises, press releases, professional social media profiles, and other information lawfully made publicly available.

Where we receive personal data from third parties, we may contact you where appropriate in connection with the relevant relationship, service, opportunity, or other legitimate interaction and provide you with the relevant information so that you are informed of how your personal data is processed. Where such contact takes place by telephone, we will confirm by email that your personal data will be processed in accordance with this Privacy Statement.

How do we protect your personal data?

We implement appropriate technical and organizational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored, or otherwise processed.

Access to personal data is restricted to authorized personnel and service providers on a need-to-know basis and only to the extent necessary for the purposes for which the data is processed.

In the event of a personal data breach, we will comply with our notification and communication obligations under applicable data protection law.

Personal data is stored primarily on systems located within the European Economic Area (“EEA”). Certain services however are provided by third-party service providers and, in that context, personal data may be stored or otherwise processed outside the EEA. To the extent that personal data is transferred to, or accessed from, countries outside the EEA, such transfers will take place only in accordance with applicable data protection law and subject to the safeguards provided for in Chapter V of the GDPR.

Where we engage third-party service providers that process personal data on our behalf, such processing is limited to what is necessary for the relevant purpose. Such service providers are not permitted to process the personal data for their own purposes and are contractually required to ensure appropriate confidentiality and security safeguards, including by entering into a data processing agreement where required under applicable data protection law.

Do we share your data with third parties?

We have engaged various data processors to process personal data on our behalf, including, IT service providers, and other business service providers. We may also disclose personal data to other third parties where this is necessary for the purposes for which the personal data was collected.

More specifically, and to the extent necessary for the purposes concerned, we may share your personal data with the following categories of recipients:

  • postal, transport, and delivery service providers, for the purpose of sending correspondence and deliveries to current, former, or prospective clients, business partners, suppliers, employees, and consultants;
  • payment service providers, in respect of personal data necessary for the processing of payments received from clients, or payments made to business partners, suppliers, employees, and consultants, including for the administration of payments and payroll;
  • service providers supporting the information technology aspects of our business operations, including digital data storage, website hosting and management, and the analysis of the use of our website(s);
  • public authorities and members of regulated professions, including accountants and lawyers, where necessary to comply with legal obligations or for the establishment, exercise, or defense of legal claims, in each case only in respect of the personal data strictly necessary for those purposes.

Any disclosure of personal data to the categories of recipients identified above is based, as applicable, on the necessity of such disclosure for the performance of a contract, for taking steps at the request of the data subject prior to entering into a contract, for the purposes of our legitimate interests, for compliance with a legal obligation, or on the data subject’s consent.

Rights of the data subject

You have various rights in relation to the personal data processed about you. If you wish to exercise any of those rights, you may contact us using the contact details set out in this Privacy Statement.

In particular, you have the following rights:

Right of access and copy
You have the right to obtain confirmation as to whether or not your personal data is being processed and, where that is the case, to access such personal data and obtain a copy thereof. You also have the right to receive further information regarding the processing of your personal data, including the categories of personal data concerned and the purposes of the processing.

Right to correction or rectification
You have the right to request the rectification of inaccurate personal data concerning you and, where appropriate, to have incomplete personal data completed.

Right to erasure (right to be forgotten)
You have the right to request the erasure of your personal data without undue delay in the cases provided for under applicable data protection law. Please note, however, that this right is not absolute and may be subject to legal or other legitimate grounds requiring the retention of certain personal data.

Right to restriction of processing
You have the right to request the restriction of the processing of your personal data in the cases provided for under applicable data protection law. In such case, the relevant personal data will, save for storage, only be processed with your consent or as otherwise permitted by law.

Right to object
You have the right to object, on grounds relating to your particular situation, to the processing of your personal data where such processing is based on our legitimate interests. In that case, we will cease the processing unless we demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms, or where the processing is necessary for the establishment, exercise, or defense of legal claims.

Where your personal data is processed for direct marketing purposes, you have the right to object at any time to such processing, in which case your personal data will no longer be processed for those purposes.

Right to Data Portability
To the extent provided for under applicable data protection law, you have the right to receive the personal data concerning you that you have provided to us, in a structured, commonly used, and machine-readable format, and to transmit that data to another controller, or to have it transmitted directly where technically feasible.

The exercise of the above rights may be subject to certain limitations and exceptions under applicable data protection law, including where necessary to protect the public interest, our legitimate interests, or the rights and freedoms of others.

When you submit a request to exercise your rights, we may, where we have reasonable doubts as to your identity, request additional information to verify your identity before acting on your request. This is intended to ensure that your personal data is not disclosed to an unauthorized person. Where appropriate, we may ask you to provide a copy of your identity card, with any information not required for identification purposes, such as your photograph and national identification number, redacted.

As a rule, the exercise of your rights is free of charge. However, where your request is manifestly unfounded or excessive, in particular because of its repetitive character, we may either charge a reasonable fee taking into account the administrative costs of providing the information or communication or taking the action requested, or refuse to act on the request. In such case, we will inform you of the reasons for our decision.

In all cases, we will inform you of the action taken on your request without undue delay and, in any event, within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. In that case, we will inform you of the extension and the reasons for the delay within one month of receipt of the request.

Right to file a complaint

Despite the care we take to safeguard your privacy and to process your personal data in accordance with applicable data protection legislation, you may disagree with the manner in which we process your personal data.

If this is the case, you may contact us at any time using the contact details set out above.

You also have the right to lodge a complaint with a competent data protection supervisory authority. You may submit a complaint to the supervisory authority of the EEA Member State of your habitual residence, place of work, or the place of the alleged infringement.

As we primarily conduct our activities in and from Belgium, the contact details of the Belgian Data Protection Authority are provided below.

online: website
via email: contact@apd-gba.be
by phone: +32 (0)2 274 48 00
by registered mail:
Gegevensbeschermingsautoriteit
Drukpersstraat 35
1000 Brussels, Belgium

In addition, if you have suffered loss or damage, you may bring a claim for compensation before the competent court.

For further information on complaints and available remedies, please consult the website of the Belgian Data Protection Authority

Changes to the privacy statement

We reserve the right to amend this Privacy Statement from time to time at our sole discretion.

Any updated version shall become effective upon publication on our website. The most recent version of this Privacy Statement will at all times be available on our website.

Where a material amendment is made that may affect you, we will use reasonable efforts to inform you directly where possible. The date of the most recent update to this Privacy Statement is indicated below.

Last updated on: 14.07.2026

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