Wenite Privacy Policy

Last revision: 24 July 2024

1. Data Controller

This Privacy Policy is drafted and managed by Wenite(also referred to as “Data Controller” or “we”). Wenite has its headquarters at 37 Stationsstraat, 9810 Eke-Nazareth, Belgium and is registered under company number BE 0755.784.012. 

As an innovative HR technology company, Wenite aims to offer a comprehensive employee experience platform for organizations of all sizes. Using data-driven solutions, we go beyond the traditional one-size-fits-all approach and tailor HR support to individual needs. Our platform provides personalized insights and support, cultivating a more engaged and productive work environment.

In pursuit of this objective, Wenite may process your personal data (hereinafter “Data Subject” or “you”).

2. Scope of the Privacy Policy

Wenite is committed to protecting your privacy and developing technology that gives you a powerful and safe online experience. This Privacy Policy applies to the Wenite website (https://www.wenite.io), and any website(s) or mobile application(s) owned and/or controlled by or on behalf of Wenite and governs data collection and processing.

This Policy complies with the applicable legislation governing personal data processing and electronic communications, including Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons regarding the processing of personal data (also known as the "General Data Protection Regulation" or “GDPR”). It contains important information on how and for what purposes Wenite, as a Data Controller, collects and processes personal data, and clarifies which rights you can exercise as a Data Subject.

3. Processing of personal data

Personal data can be defined as any information by which a natural person can be directly or indirectly identified.

Wenite may collect and use your personal data to operate the Wenite website and deliver the services you have requested. Wenite may also use your personal data to inform you about other available products or services. Wenite may also contact you to conduct research about your opinion on current services or potential new services that may be offered.

We may process your personal data in the context of the following activities, for the corresponding purposes and based on the stated legal grounds:

Purpose Categories of personal data Legal ground
Collecting and managing job applications. Name, email address, phone number, CV, motivation for the vacancy, content of correspondence and interviews. During recruitment process, Wenite’s legitimate interest.After recruitment process:
  • Unsuccessful applications: consent to keep your data for future potential opportunities.
  • Successful applications: necessity to take steps to entering in an employment contract.
Please note that, once you are hired, the Wenite employee privacy statement will apply. It will be provided to you in a timely manner.
Addressing your questions or requests via the website contact form or other forms of correspondence Name, message or request, and as applicable: e-mail address, telephone number and/or other contact details. Consent
Sharing newsletters via e-mail, to provide you with relevant information and keep you updated with our latest news. Name and email address, interests. For existing customers: Wenite’s legitimate interest (soft opt-in in line with the e-Privacy Directive). For others: consent.
Informing you about products and services Wenite provides, and/or providing you with targeted offers via e-mail. Name and e-mail address, interests. For existing customers: Wenite’s legitimate interest (soft opt-in in line with the e-Privacy Directive). For others: consent.
Delivering our products and services and managing our (customer) relationship. Name, e-mail address or other contact details. Necessity for the performance of a contract.
Managing other relationships (current or future suppliers and/or partners). Name, e-mail address or other contact details. Necessity for the performance of a contract.
Gathering feedback by assessing, evaluating and improving Wenite services. Name and e-mail address, feedback. Wenite’s legitimate interest.
Registering you and allowing you to participate in our events and/or trainings. Name, e-mail address, function, organization, if applicable food preferences, food allergies and/or event pictures. Necessity for the performance of a contract.Except for food allergies and event pictures: consent.


When the provision of personal data constitutes a contractual requirement, or is necessary to enter into a contract, you are obliged to provide us with the personal data. If you do not provide (certain) personal data, we may not be able to provide our services or otherwise perform our contractual relation with you.

Each time you visit our website, we collect information using cookies and other technologies to ensure that our website functions optimally. For more information on the use of cookies, please consult our Cookie Policy

4. Rights of Data Subjects

At all times, as a data subject, you have the possibility to exercise your rights as described in the GDPR. You can exercise the following rights:

4.1. Right of access to your personal data

You have the right to request access to your personal data at any time, and to request a copy of the personal data that Wenite collects about you.

4.2. Right to rectification

You have the right to have incorrect personal data corrected or incomplete personal data completed.

4.3. Right to data erasure("right to be forgotten")

You may request to have your personal data deleted from Wenite systems. The request to erase your personal data cannot always be granted due to contractual or legal obligations. Wenite will observe these obligations when responding to your request.

4.4. Right to object

You have the right to object to the processing of your personal data if the processing is based on Wenite’s legitimate interest or on grounds of public interest. We will stop processing your data unless we can demonstrate compelling legitimate grounds for further processing or for the exercise of legal claims.

You may also object to the processing of your personal data for direct marketing purposes, which means that your personal data will no longer be processed for such purposes.

4.5. Right to withdraw your consent

For the processing of your personal data collected by Wenite with your consent, you may withdraw your consent at any time. For example, you can unsubscribe from our newsletter at any time. However, withdrawing your consent does not affect processing operations previously carried out by Wenite.

4.6. Right to restriction of processing

In certain cases, you have the right to obtain the restriction of the processing of your personal data. We will continue to store your data, but we will limit its use. For example, you can make this request if you believe your personal data is inaccurate or the processing by Wenite is not justified. We only have to fulfil such request in specific cases, as stipulated by law.

4.7. Right to data portability

You have the right to obtain your personal data processed by Wenite in a structured, commonly used and machine-readable format and/or to have such data transmitted to another controller.

The above rights can be exercised free of charge by completing our Request Form and sending it via e-mail to dpo@wenite.io. We undertake to respond to your request within one month of receipt. We may first request additional information to confirm your identity and ensure that the request comes from you.

4.8. Right to lodge a complaint

If at any time you believe that Wenite is infringing your privacy, you have the right to lodge a complaint with the Belgian Supervisory Authority: Gegevensbeschermingsautoriteit, Drukpersstraat 35, 1000 Brussels,
Tel +32 (0)2 274 48 00, e-mail: contact@apd-gba.be.

5. Disclosure to third parties

Wenite considers your personal data to be confidential and undertakes to process it only in a manner compatible with the purposes for which it was originally collected.

Wenite will refrain from disclosing your personal data to third parties as well as publicly disclosing your personal data, except in the following specific cases:

  • Personal     data may be accessible to certain types of persons in charge and/or     involved with the operations of this website (administration, sales,     marketing, legal, system administration).
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  • Personal     data may be shared with third party service providers to which Wenite     outsources certain processing operations, such as mailing, hosting, IT or communication     services. These third-party service providers act as our processors. They     only process your personal data in accordance with our documented     instructions and the data processing agreement concluded with them.
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  • Personal     data may be disclosed to third parties if and to the extent that it is     required by applicable law or to comply with a judicial request.

6. International transfers of personal data

Your personal data will only be transferred to third parties established outside the European Economic Area (hereinafter “EEA”) if permitted under applicable data protection laws. Indeed, it is possible that service providers used by Wenite process your data outside the EEA. In this respect, Wenite is committed to ensuring an adequate and sufficient level of protection for your data pursuant to applicable data protection laws.

In case we transfer your personal data to a third country or international organization outside the EEA, we will ensure that your personal data is either transferred to third countries that are deemed to be offering an adequate level of data protection by the European Commission (a list of adequate third countries is available on the European Commission’s website), or, alternatively, where your personal data is not sent to a country that provides an adequate level of protection, we will implement appropriate safeguards with the entity receiving your personal data (e.g., the EU standard contractual clauses or binding corporate rules, taking into account additional requirements regarding international transfers such as supplementary measures) to guarantee that your personal data remains protected in accordance with applicable data Protection laws.  

If you have any questions about the transfer of your personal data outside the EEA or if you want to obtain a copy of the relevant documents, you can send your request to dpo@wenite.io.

7. Retention of your personal data

Wenite recognizes the importance of protecting your personal data. We will retain your personal data for no longer than strictly necessary to fulfil the purposes for which we received the data, or for the performance of a contract, or to comply with a legal obligation. The retention periods differ in terms of the type of processing activity and the purpose for which the personal data was collected.

  • Personal data that we collect based on your consent is retained for as long as your consent remains valid.
  • We process your applications data only as long as required to process the application. In case of a negative hiring decision, your personal data will be deleted unless you consent to the retention of your personal data for one year. In case of a positive decision, the Wenite employee privacy statement will provide you with more information on retention periods.
  • We keep customer and supplier information for as long as reasonably necessary to perform our agreements, to comply with our legal obligations (such as accounting and tax obligations) and to resolve disputes or enforce contracts.

In all cases, personal data may be retained for a longer period if there is a legal or regulatory reason to do so, or for a shorter period if you object to the processing of your personal data and there is no longer a legitimate reason to retain it.

8. Security and confidentiality of your personal data

Wenite has implemented technical and organizational security measures to prevent the destruction, loss, forgery, alteration, unauthorized access, or disclosure of your personal data to third parties and any other unauthorized processing of such data.

We have made every effort to ensure the confidentiality, integrity and availability of the information systems and services that process personal data. These measures include physical and operational security measures, access control, awareness policies and confidentiality clauses. All our employees and third parties engaged by us are obliged to respect the privacy and security of your personal data.

9. Contact us

If you have any comments or questions about the information in this Privacy Policy, or any other issues relating to Wenite’s processing of your personal data, please contact us at dpo@wenite.io.

If you prefer to contact us by post, please do so at the following address:

Wenite
37 Stationsstraat
9810 Eke-Nazareth
Belgium

10. Changes to this Privacy Policy

We may amend or update this Privacy Policy from time to time to reflect changes in our practices regarding the processing of your personal data or changes in applicable legislation. We will do so by posting the updated version on this website. When we publish changes to our Privacy Policy, we will change the date and version number of the "last update" of our Privacy Policy. Significant changes will be notified on our homepage. Nevertheless, we encourage you to regularly read our Privacy Policy.

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