PRIVACY STATEMENT

“We care about your privacy”

This Privacy Policy (together with the documents expressly referred to in it) gives you information about how Socrates Projects ("Socrates", "we", "us", "our" or other similar expressions) collects, uses, and discloses information obtained through the use of our website (the “Website”; www.socrates-projects.com), direct communication (the “Direct communication; e-mail, phone, fax) and social media (the “Social Media”; Linkedin, Twitter, Facebook, Instagram) and the obtaining, subscribing to or otherwise enjoying the services Socrates offers (the “Services").

Socrates Projects NV
Nazarethsesteenweg 111, 9770 Kruishoutem, Belgium VAT BE 0871.903.504
Contact: mathieu@socrates-projects.com

We really value your privacy rights and wish to be as clear and complete as possible about our data processing activities. We strongly recommend any customer or user who has a question about this Privacy Policy to inform us of this.

Please read this Privacy Policy carefully and make sure that you understand it, before ordering or using any Services from us through our Website, direct communication or social media. This Privacy Policy contains important clauses which may have an impact on you such as the processing of your personal data, the transfer of your data to third parties and the transfer of your data to third countries that do not offer a level of protection as provided in your home country.

Please note that when contacting us on the website, you will be asked to explicitly agree to this Privacy Policy. Additionally, by making use of our website and social media you explicitly agree to be bound by this Privacy Policy where and to the extent relevant.

If you do not agree with any provision set out in this Privacy Policy, please discontinue the use of the Services and access to the Website.

1. Introduction

1.1 The use Socrates makes of the information collected through the Services varies depending on whether you are:

  • 1.1.1  a Socrates customer ("Customers"), i.e. any person or company having directly concluded an agreement with Socrates for the provisions of the Services, and this for the benefit of the Customer and its employees;
  • 1.1.2  a Socrates prospect ("Prospects"), i.e. any person contacting us through the website, direct communication or social media with the sole purpose to receive information on our product and service offer.
  • 1.1.3  a mere visitor of our Website, without registering our subscribing to the Services (“Website Visitors"), which may include Customers as well as prospective customers.

If you are a supplier, your data or those of your contacts will be processed in the context of these activities. Furthermore, your data, as a customer or as a supplier, is processed when creating invoices and other accounting documents.

The information of this Privacy Policy is split up between those categories of persons, whereas the provisions which are applicable to all categories are contained in a separate section. Please consult all provisions which are applicable to you.

1.2 Personal data as used throughout this Privacy Policy, refers to all information which directly or indirectly relates to a natural person, such as a name, address, email address, phone number, or other identifier that permits direct or indirect identification of a specific individual, or as otherwise defined by applicable privacy and data security laws. Personal information together with other information is collectively referred to in this Privacy Policy as “Information".

1.3 Your use of our Services and Website, and any dispute over privacy, is subject to this Privacy Policy, our Cookie Policy and our Socrates Terms and Conditions.

PART A - CUSTOMERS

1. Information we collect from our Customers

1.1 We collect Customer Information directly from our Customers. We will collect:

  • Personal information from the person that is in contact with us (First Name, Last Name, Phone number, email address, physical address)
  • VAT if applicable

We will collect the following information of all the people that are travelling with us:

  • First name and last name
  • Adress
  • Passport info
  • birthdate
  • Nationality
  • Sex
  • Place of Birth
  • passport number
  • Date of issue and expiration date
  • Emergency contact and phone number
  • Any additional information such as food allergies, special medical attentions, etc… that might have an impact on the wellbeing of the individuals during their travel with us or might have an impact on the quality of the offered services.

When a customer contacts us through direct communication, through the website , or contacts us through our social media we will collect the Information that the customer submits to us. We will also collect other Information that customers choose to provide to us.

1.2 When a Customer uses the contact form on the website we collect:

  • Name and family name,
  • Email address, Phone number and all other Information that the customer submits to us.

2. How we use Customer Information

2.1 We use Customer Information for the following purposes:

  • 2.1.1  Providing Services which you have requested through direct communication, website or social media.
  • 2.1.2  Communicating with you or others
  • 2.1.3  Marketing and advertising which you have requested through direct communication, website or social media.

3. How we disclose Customer Information

We may disclose Customer Information as follows:

  • 3.1.1 Socrates affiliates. We may disclose Customer Information to any current or future affiliates, parent companies, or subsidiaries.
  • 3.1.2 Police or other official institution if requested by federal court order.
  • 3.1.3 To our service providers. We may disclose Prospect Information to vendors, service providers, agents, contractors, or others who perform functions (e.g., maintenance, customer relationship management, email marketing, surveys, credit card processing, data hosting, or fraud detection) on our behalf.
  • 3.1.4 To our travel partners who need customer information in order to fulfil their end of the travel agreement or that might have an impact on the wellbeing of the individual during his travel or have an impact on the quality of the offered services.

4. Your rights in relation to the Information you provide us with

4.1 Customers may consult, verify, correct, update or delete the Information they have provided us with by emailing us at mathieu@socrates.com

4.2 We may send periodic promotional or informational emails to Customers who have opted in to receive these. Customers may at any moment opt out of such communications by following the opt-out instructions contained in the email or send an email to mathieu@socrates.com with the request to be opted out.

PART B - PROSPECTS

1. Information we collect from Prospects

1.1 We will collect the following information of prospects:

  • Personal information from the person that is in contact with us (First Name, Last Name, Phone number, email address)

We will collect the following information of all the people that will be travelling with us:

  • Age
  • Sex
  • Any additional information such as food allergies, special medical attentions, etc… that might have an impact on the wellbeing of the individuals during their travel with us or might have an impact on the quality of the offered services.

1.2 When a prospect uses the contact form on the website we collect: Name and family name, Email address, Phone number and all other Information that the prospect submits to us. We will also collect other Information that customers choose to provide to us.

1.3 When a Prospect requests a brochure on the website we collect: Name and family name, Email address, address, country, city and zip code.

2.How we use Prospect Information

2.1 We use prospect Information for the following purposes:

  • 2.1.1  Providing Services which you have requested through direct communication, website or social media.
  • 2.1.2  Communicating with you or others
  • 2.1.3  Marketing and advertising which you have requested through direct communication, website or social media.

3. How we disclose prospect Information

We may disclose prospect Information as follows:

  • 3.1.1 Socrates affiliates. We may disclose Prospect Information to any current or future affiliates, parent companies, or subsidiaries.
  • 3.1.2 Police or other official institution if requested by federal court order.
  • 3.1.3 To our service providers. We may disclose Prospect Information to vendors, service providers, agents, contractors, or others who perform functions (e.g., maintenance, prospect relationship management, email marketing, surveys, credit card processing, data hosting, or fraud detection) on our behalf.
  • 3.1.4 To our travel partners who need prospect information in order to fulfil their end of the travel agreement or that might have an impact on the wellbeing of the individual during his travel or have an impact on the quality of the offered services.

PART C - WEBSITE VISITORS

1. Information we collect from Visitors

1.1 We collect Visitor Information directly from you or from third parties who collect Visitor Information. We may combine all of the Information we collect from various sources.

1.2 Information we collect directly from you. We may collect Visitor Information directly from you. For example, when you send us an email asking a question, or submit a form on our Website to receive marketing materials or email newsletters, we will collect the Information that you submit to us.

1.3 Information we collect from third parties. We may collect Visitor Information about you from third parties that collect information automatically through your use of the Site, such as web analytics companies. Such information may include, without limitation, information about your operating system, settings and system configurations, device model, device ID and other unique device identifiers, mobile related information, the webpages you access within our Website, the website that led you to our Website, the website to which you go after leaving our Website, the dates and times you access our Website, event information (e.g., system crashes) and web log data. These third parties may also collect your IP address however we do not collect these IP addresses.

1.4 For more information about how we use cookies and other technologies, please refer to our Cookie Policy.

2. How we use Visitor Information

2.1 We use your Visitor Information for the following purposes:

  • 2.1.1 Providing our Service. To provide and manage our Website and Services.
  • 2.1.2 Communicating with you or others. To communicate with you, including via email, about our Services; to respond to your inquiries or complaints.
  • 2.1.3 Marketing and advertising.
  • 2.1.4 Analyzing use of our Services.

3. How we disclose Visitor Information

3.1 We may disclose Visitor Information as follows:

  • 3.1.1 Socrates affiliates. We may disclose Visitor Information to any current or future affiliates, parent companies, or subsidiaries.
  • 3.1.2 Socrates service providers. We may disclose Visitor Information to vendors, service providers, agents, contractors, or others who perform functions (e.g., maintenance, data analysis, customer relationship management, email marketing, surveys, credit card processing, data hosting, fraud detection) on our behalf.

PART D - General provisions applicable to Customers, Prospects and website Visitors

1. How we use your Information

1.1 The Information we collect from Customers, Prospects and Visitors are used for the purposes as respectively set forth in the sections above, as well as for the following purposes:

  • 1.1.1 Analyzing use of our Services. To better understand how Customers, Users, Visitors access and use our Website and Services, both on an aggregated and individualized basis, to respond to Customers’, Prospects’, and Visitors’ desires and preferences, and for other research, analytical, and statistical purposes.
  • 1.1.2 Legal compliance. To comply with applicable legal obligations, including requests from law enforcement or other governmental entities.
  • 1.1.3 Protecting our rights and interests. To protect our rights and interests and the rights and interests of our Customers, Prospects, Visitors, and the general public, as well as to enforce this Privacy Policy and our Terms and Conditions.

2. Disclosing your Information

2.1 When we disclose your Information with third parties, we require such recipients to agree to only use the Information we share with them in accordance with this Privacy Policy and for no other purpose than those determined by us in line with this Privacy Policy.

2.2 Socrates shall under no circumstances send your information to third parties in an unidentified way without your written consent.

2.3 In addition to the disclosures detailed above, we may also disclose Information for the following purposes:

  • 2.3.1 Business transfers. We reserve the right to disclose and/or transfer Information to another entity if we are acquired by or merged with another company, if we sell or transfer a business unit or assets to another company, as part of a bankruptcy proceeding, or as part of any other similar business transfer.
  • 2.3.2 Legal compliance. We may disclose Information in order to comply with the law, regulation, a judicial proceeding, subpoena, court order, or other legal process.
  • 2.3.3 Protecting rights and interests. We may disclose Information where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our Terms of Use or this Privacy Policy, or as evidence in litigation in which we are involved.

3. Cookies and other tracking mechanisms

3.1 For more information about how we use cookies and other tracking mechanisms on our Website and when providing our Services, please refer to our Cookie Policy.

4. Third-party links

4.1 Our Website and Services may contain links to third-party websites. Any access to and use of such linked websites is not governed by this Privacy Policy but instead is governed by the privacy policies of those third-party websites. We are not responsible for the information security nor privacy practices of such third-party websites.

5. Security

5.1 We value the security of your Information, including but not limited to the Personal data collected via the Website or Services. We have taken steps to help protect the Information we collect about you from loss, misuse, unauthorised access, disclosure, alteration, destruction and any other form of unauthorised processing. Access to the information by Socrates personnel and external partners will be based on the “need-to-know” principle and will be bound by strict confidentiality agreements. Please be aware, however, that no data security measures can guarantee 100% security.

6. Contact us

If you have questions about the privacy aspects of our Website or Services, please contact us at: mathieu@socrates.com

7. Changes to this Privacy Policy

7.1 We may change this Privacy Policy from time to time, so please be sure to periodically check the latest version of the Privacy Policy. We will post any changes to this Privacy Policy on our Website. If you don’t agree with the changes in our Privacy Policy we ask you to send us an email to mathieu@socrates.com clearly stating that you do not accept the changes in our Privacy Policy. If no email is received within 3 working days after the privacy policy change has been communicated on the website, we will conclude that you agree to the changes.

8. Rights

8.1 You have the right to consult all the information collected by Socrates. However, we hold the right to ask for an administrative fee for multiple requests, which are clearly intended to increase our workload and/or do us harm.

8.2 You have the right to ask for the correction of incorrect information. The correction will be done for free. However, the request should be done via email and should be accompanied by the incorrect information which needs to be corrected.

8.3 You have the right to request that personal data relating to you be deleted if they are no longer required in the light of the purposes stated in Article 1. or if you withdraw your consent. However, you should keep in mind that a request for removal by Socrates will be evaluated against:

  • decisive interests of Socrates, your financial institution, the payment services provider any other third party;
  • or legal or regulatory obligations or administrative or court orders that may contradict such removal

Instead of deletion, you can also request that Socrates restricts the processing of your personal data if and when (a) you dispute the accuracy of those data, (b) their processing is unlawful or (c) the data is no longer required for the data. purposes mentioned in article 1 but you need this information to defend yourself in court.

8.4 You have the right to oppose the processing of personal data if you can demonstrate that there are serious and justified reasons relating to special circumstances that justify such opposition. However, if the intended processing qualifies as direct marketing, you have the right to oppose such processing free of charge and without justification.

8.5 You have the right to receive from us in a structured, generally used and readable format all personal data that you have provided to us.

8.6 If you wish to submit a request to exercise one or more of the above-mentioned rights, you can send an e-mail to mathieu@socrates.com. An e-mail with the request for exercising a right will not be interpreted as consent to the processing of your personal data beyond what is necessary for the processing of your request. Such a request must clearly state the right you wish to exercise and the reasons for it if this is required. It must also be dated and signed, and accompanied by a digital scanned copy of your valid identity card that proves your identity. If you use the contact form, Socrates can ask for your signed confirmation and proof of identity. Socrates will immediately inform you of this request. If the request is valid, Socrates will fulfil it soon as reasonably possible and at the latest thirty (30) days after receipt of the request. If you have a complaint regarding the processing of the personal data by Socrates, you can always contact Socrates via the e-mail address mentioned in this clause.

If you are not satisfied with Socrates's response, you are free to file a complaint with the competent data protection authority. This is in principle the Belgian privacy commission. For more information, see the website: http://www.privacycommission.be