Privacy policy

Last updated: 12 Feb 2026

At Novitan, we are committed to protecting your privacy and ensuring the security of your personal data. We comply with the General Data Protection Regulation (Regulation (EU) 2016/679 – GDPR) and all other applicable data protection legislation.

This Privacy Policy explains how we collect, use, store and share your personal data when you visit our website or interact with our services.

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Contact Details

For questions or requests regarding this policy or the processing of personal data, please contact our Data Protection Officer, Delphine Valcke.

Postal Address: Novitan, Evolis 29, 8500 Kortrijk, Belgium (Please mark the envelope ‘Data Protection Officer’).

E-mail: privacy@novitan.com

Phone: +32 56 96 50 50

1. Categories of Personal Data We Collect

We may collect and process the following categories of personal data depending on your relationship with us:

• Contact Information: name, postal address, email address and telephone number.
• Identification Details: date and place of birth, copies of identity documents (only where legally required).
• Communication Data: emails, correspondence and records of communications with us.
• Professional Information: curriculum vitae, references, interview notes and other recruitment-related information (for job applicants).
• Technical and Usage Data: IP address, browser type and version, device information and information about your use of our website (such as pages visited and access times).

Children’s Data

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children under 16 without valid parental consent, as required under Article 8 GDPR.

If you believe that a child has provided us with personal data without parental consent, please contact us. We will take appropriate steps to delete such data without undue delay.

Special Categories of Personal Data

We do not process special categories of personal data as defined in Article 9(1) GDPR (e.g., data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for identification purposes, health data, or data concerning a person’s sex life or sexual orientation).

Criminal Convictions and Offences

We do not process personal data relating to criminal convictions or offences unless such processing is authorized by Member State law and subject to appropriate safeguards.

2. How We Collect Personal Data

We collect personal data when:

• You interact with our website or contact us.
• You or the organization you represent enters into a contract with us.
• You apply for a job at Novitan.
  

In some cases, we may receive personal data from thirdparty sources, such as recruitment platforms, professional networking sites, background check providers, referral partners or publicly available registers, and we process this data in accordance with this Privacy Policy.

3. How We Use Personal Data

We use personal data only when necessary for:

• Providing our products and services.
• Administrative and operational purposes, including customer relationship management.
• Processing job applications.
• Responding to enquiries.
• Website analytics, optimization and improvement, including understanding user behavior and personalizing content.
  

We do not use your personal data for automated decisionmaking or profiling within the meaning of Article 22 GDPR, and no decisions producing legal or similarly significant effects are made solely by automated means.

Legal Basis for Processing

We process personal data based on one or more of the following legal grounds:

• Performance of a contract or steps prior to entering into one.
• Legitimate interests of Novitan, provided they do not override your rights.
• Compliance with legal obligations.
• Your consent, where required (e.g., certain recruitment data). You may withdraw your consent at any time.

4. How Long We Retain Personal Data

We retain your Personal Data only for as long as necessary to fulfil the purposes for which it was collected, and to comply with legal, regulatory or contractual obligations. Retention periods vary based on the type and purpose of the data.

5. How We Secure Personal Data

We take the protection of your data seriously and we implement appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you believe that your data is not secure or there are indications of misuse, please contact our Data Protection Officer.

6. Sharing of Personal Data with Third Parties

We share personal data with third parties only where legally permitted and necessary for the purposes described in this policy. All third parties receiving personal data are bound by appropriate contractual and security obligations in accordance with GDPR.

7. Cookies on Our Website

We use cookies and similar tracking technologies to enhance your experience on our website, analyze site usage, and provide personalized content.

Types of Cookies We Use

• Functional Cookies: ensure essential website functionality and remember your preferences.
• Analytical and Tracking Cookies: help analyze website use and improve content and performance.

Examples of cookies we use

• Cookie provider: Google Analytics
  Purpose: Analyze traffic and behavior
  Data collected: Anonymous usage data, pages visited

• Cookie provider: Google Tag Manager
  Purpose: Manage marketing/analytics tags
  Data collected: Does not collect personal data directly

• Cookie provider: Cloudflare
  Purpose: Security, performance, threat detection
  Data collected: IP address, browser type, technical data

• Cookie provider: Vimeo
  Purpose: Embedded video content
  Data collected: Video interactions, IP address, device/browser data

Upon your first visit to our website, you will be informed about the use of these cookies and asked to provide your consent. Nonessential cookies (including analytical and tracking cookies) are automatically blocked until you provide your consent. You can give or refuse consent on a granular basis, meaning you may choose which categories of cookies you allow and which you decline.

Refusing nonessential cookies is just as easy as accepting them, and you can manage, modify or withdraw your consent at any time by:

• Using the Cookie Settings icon available on our website, or
• Adjusting your browser settings to block or delete cookies.

8. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights regarding the Personal Data we process about you:

• Right of Access – You can request confirmation of whether we process your personal data and, if so, obtain a copy of the data we hold about you.
• Right to Rectification – You can request that we correct any inaccurate or incomplete personal data.
• Right to Erasure (“Right to be Forgotten”) – You can request the deletion of your personal data where it is no longer necessary for the purposes for which it was collected, or where processing is unlawful.
• Right to Restrict Processing – You can request that we limit the processing of your personal data in certain circumstances.
• Right to Data Portability – You can request that we provide your personal data in a structured, commonly used, machine-readable format, or transfer it directly to another organization where technically feasible.
• Right to Object – You can object to the processing of your personal data where processing is based on legitimate interests or for direct marketing purposes.
• Right to Withdraw Consent – Where processing is based on your consent, you may withdraw your consent at any time without affecting the lawfulness of processing prior to withdrawal.
  

How to Submit a Request

You can exercise any of these rights by submitting a request to our Data Protection Officer.

To ensure that a request is made by you (or an authorized representative), we may request proof of identity.

If identity verification is required, please provide a copy of a valid identification document. To protect your privacy, you should redact (black out):

• Your photograph
• The machine-readable zone (MRZ)
• Passport or document number
• National identification or registry number

We will use this copy solely to verify your identity and will delete it as soon as verification is complete.

We will respond to your request without undue delay and, in any event, within one month of receipt. If the request is complex or we receive multiple requests, this period may be extended by a further two months. In such case, we will inform you of the extension within one month of receiving your request.

9. Complaints

If you believe that the processing of your Personal Data infringes the GDPR, you have the right to lodge a complaint with the national supervisory authority.

In Belgium, the competent supervisory authority is:

Belgian Data Protection Authority

Address: Drukpersstraat 35, 1000 Brussels, Belgium

Tel: +32 (0)2 274 48 00
Email: contact@apd-gba.be
Website: https://www.dataprotectionauthority.be

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