Why this privacy statement?

Anyone visiting or using the websites yamagata-europe.com, qa-distiller.com, portal.yamagata-europe.com (the “Website”) or using our services (“Services”), may disclose a certain amount of personal data. The personal data is the information that allows Yamagata Europe to identify you as a natural person, irrespective of whether we actually do so.
We undertake to use and process your personal data in compliance with the Regulation of 27 April 2016 on the protection of natural persons in connection with the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation) (the “GDPR”).

Contact details

Our Website and Services are offered and managed by Yamagata Europe NV. We are registered in Belgium under registration number 0464.622.773 and our registered office is located at Zwijnaardsesteenweg 316, bus B, 9000 Ghent, Belgium. You can contact us:

  • (a) by post, addressed to the postal address stated above;
  • (b) using the contact form on our Website;
  • (c) by telephone, on +32 9 245 48 31; or
  • (d) by e-mail, using info@yamagata-europe.com.

You can contact our Privacy contact using the e-mail address dataprotection@yamagata-europe.com.

Which personal data is processed and how is this data used?

1. Browser data (technical data) of website visitors, such as:

  • geographical location
  • information about the device being used to visit this website
  • traffic source through which you visited the website
  • navigation data: how you navigate through the various sections of this website

The source of this data involves the use of essential cookies, or non-essential cookies.

  • In the case of essential cookies, the legal basis is our legitimate interest to ensure the website functions effectively in technical terms in accordance with essential cookies as set out in our Cookie banner.
  • In the case of non-essential cookies, the technical data can be processed for analysis/improvement of the use of the Website. The legal basis for this processing is your consent.

Retention period: see the Cookie banner on our Website.

For more information, see also the Google Analytics 4 item under the International disclosure section in this privacy statement.

2. Communication details of website visitors and customers:

This is the data you provide us with when filling in the contact form on our Website or when you contact us by e-mail/telephone. In particular, these include:

  • First name and surname
  • E-mail address
  • Telephone number
  • Your message
  • Where applicable, a file that you send

Data processing purpose: The communication data may be processed for this communication with you and for managing this communication.

The source of the communication data is the information that you provide us with when you contact us.

Legal basis: Our legitimate interest to be able to respond to your requests, questions or comments of whatsoever nature (e.g. when you contact us using the contact form, by telephone or e-mail).

Retention period: The data is retained until we are of the opinion that you are satisfied with our response.

3. Data for the purpose of direct marketing (newsletter details) from website visitors and customers:

  • E-mail address

Data processing purpose: The newsletter details are processed to send you newsletters from us for which you have given your consent. You can unsubscribe at any time by clicking on the “unsubscribe” link in the relevant e-mail or by some other action described therein.

The source of the newsletter data is the information that you provide us with when you subscribe to the newsletter.

Legal basis: Consent

Retention period: Your data is processed until you unsubscribe.

4. Customer purchase details:

  • First name and surname
  • Delivery address and organisation address
  • Company name
  • Company form
  • VAT number
  • The service being purchased or sold
  • Transaction data (account number, account holder name, transaction details)

Data processing purpose: The purchase details can be processed for delivering the services that have been purchased/ordered and maintaining proper records thereof.

The source of the purchase data is the information that you provide us with when you engage our services.

Legal basis:

  • Implementation of an agreement between you and us;
  • At your request, taking steps to enter into such an agreement.

Retention period: Personal data is retained during the agreement. Following termination of the agreement the personal data is retained for a further seven years to comply with the legal obligation (tax obligation).

5. Application data from job applicants:

This is all the data that you enter or submit when you apply for a vacancy using the website. The data to be specified may vary depending on what type of application you select.

If you opt to apply for a translator vacancy on the website:

  • Business type (Freelance, Multi-Language Vendor, Single Language Vendor);
  • Company name
  • First name and surname
  • Telephone number
  • Fax number
  • VAT number
  • Address and country
  • Website, LinkedIn profile and/or Skype name (where applicable)
  • E-mail address
  • Use of CAT tools
  • Prices per language pair
  • Curriculum vitae
  • Any comments

The source of the application data is the information that you provide us with when you apply for a partnership with us.

Data processing purpose: To find suitable candidates for a partnership with Yamagata Europe.

Legal basis: During the recruitment process: our legitimate interest, specifically to be able to manage the recruitment process, assess the suitability of candidates, and to be able to contact the applicant in connection with the application.

After the recruitment process: your consent (to maintain the data for longer for future open vacancies). You can withdraw this consent at any time.

These applications are processed via the website suppliersnet.yamagata-europe.com. You can consult the relevant privacy policy there.

If you opt to apply for an internal vacancy or internship using our application form:

  • First name and surname
  • Address
  • Date of birth
  • Telephone number
  • E-mail address
  • Curriculum vitae and cover letter
  • Profile photo (not mandatory)

The source of the application data is the information that you provide us with when you apply for a job with us.

Data processing purpose: To find suitable candidates for a job or internship with Yamagata Europe.

Legal basis: During the recruitment process: our legitimate interest, specifically to be able to manage the recruitment process, assess the suitability of candidates, and to be able to contact the applicant in connection with the application.

After the recruitment process: your consent (to maintain the data for longer for future open vacancies). You can withdraw this consent at any time.

Retention period: The application data is saved for the applicable recruitment process. Barring any objection on your part, the data will be kept for 5 years for any future vacancies.

6. Other data processing:

In addition, we can process your personal data if it is required to comply with a legal obligation to which we are subject. Without prejudice to the above, we may retain your personal data if it should be necessary to establish, exercise or defend legal claims, whether in judicial proceedings or in an administrative or out-of-court proceeding. The legal basis for such data processing is our legitimate interests, specifically to protect and exercise our legal rights.

Who is responsible for data processing?

We, Yamagata Europe, are the data controller in connection with our website and our services and decide what personal data is collected, for what purposes it is collected and what technical and organisational resources we employ to protect your data.

Data processors

Yamagata Europe is free to engage data processors. A data processor is the person or business that processes your personal data at the request and on behalf of Yamagata Europe. Where this is the case, we will enter into a written agreement with the data processor to ensure the security of your personal data is guaranteed by the data processor. The data processor always acts according to our instructions. Yamagata Europe relies on the following categories of data processors:

  • Companies that we have engaged for marketing purposes;
  • Companies that we have engaged for ICT technical support and hosting purposes;
  • Companies that we have engaged for administrative purposes (CRM system, HR system);
  • Companies that we have engaged for communication purposes;
  • Companies that we have engaged for analytical purposes.

Which third parties are in receipt of your personal data?

We will not share your personal data with third parties (other than data processors) for any purposes whatsoever, subject to the following exceptions.
In some circumstances we may be legally obliged to share specific personal data, that may include yours, if we are involved in legal proceedings or to comply with legal obligations, a court order or the instructions of a public authority.
Yamagata Europe has taken legal and technical precautionary measures to prevent unauthorised access to and use of the data. In case of a data breach, Yamagata Europe undertakes to immediately take the necessary measures to minimise the damage.

International disclosure

We use specific contracts with external third parties, which are approved by the European Commission (also known as the Standard Contractual Clauses: SCC) for the transfer of personal data to third countries. The SCCs guarantee the same level of protection of personal data as would apply under the GDPR. In addition, supplementary measures are taken to protect your data from unauthorised access. More information can be obtained from the European Commission.

Google Analytics

Website analytics is provided using Google Analytics 4, applying the strictest security settings. Google Analytics 4 collects various data from website visitors, who have provided their explicit permission to do so by accepting the Cookie banner. This information is used to analyse general trends and user behaviour. Google Analytics 4 does not collect any personally identifiable data such as the IP address or other data that my be used to identify an individual, such as names, e-mail addresses, telephone numbers or a combination thereof. Google Analytics’ full privacy policy can be viewed here: policies.google.com/privacy
We also monitor the legislation about the use of Google Analytics 4.

Links to social media

From our website you can click on links to social media (Facebook, LinkedIn, Twitter, YouTube, etc.). The buttons on our website are hyperlinks and do not contain any code from the relevant social media websites. When visiting these sites, there is a possibility that cookies may be saved by them. We have no control over this. Read the privacy statements of the respective sites to find out what they do with your (personal) data that they process using these cookies.

Use of photos and videos

It may be possible that during events, meetings, trade fairs, training sessions and the like (this is not an exhaustive list, hereinafter referred to as ‘events’) that are organised by Yamagata Europe or third parties, photos may be taken and/or video recorded by Yamagata Europe – or by a third party on behalf of Yamagata Europe. These may be used in our social media channels, newsletters, presentations, publications, etc…
These photos and videos are purely for information purposes, in most cases, and serve to support an article, report or post in our newsletter or our social media channels, in which any depiction of people is purely incidental.
Visitors to – or participants in – such events declare that they will not claim any compensation for waiving portrait rights or for the use of photos and images.
If you do not consent to the use of the photos and recordings, send your objection during the event or send a message to the email dataprotection@yamagata-europe.com, with a clear reference to the relevant photos and/or video recording(s).

What are your rights?

You can exercise your rights in relation to your personal data by sending us a written notification using the e-mail dataprotection@yamagata-europe.com, or by registered mail to Yamagata Europe, Zwijnaardsesteenweg 316 B, 9000 Ghent, Belgium for the attention of the Data Protection department.
We will respond to your request within one month following receipt of your request. We normally endeavour to provide a full response within that time. In some cases, particularly if your request is more complex, more time may, however, be required up to a maximum of three months from the date on which we receive your request. You will be kept fully informed of its progress.

The right of access

You are entitled to confirm whether or not we may process your personal data and, where we do, to access the personal data, together with specific additional information. This additional information includes data about the purpose of the data processing, the relevant categories of personal data and the recipients of the personal data. Provided that the rights and freedoms of others are not infringed, we will provide you with a copy of your personal data. The first copy is provided free of charge, and additional copies can be provided for a reasonable fee.

The right to rectification

You are entitled to have incorrect personal data rectified, and taking into account the purposes of the data processing, to have incomplete personal data about you rectified.

The right to erasure (“the right to be forgotten”)

In some cases you are entitled to have your personal data erased without unnecessary delay. These circumstances include:

  • the personal data is no longer required in connection with the purposes for which it was collected or has otherwise been processed;
  • based on consent, you withdraw your consent to data processing;
  • you object to data processing in accordance with the specified rules under the applicable legislation on data protection (the GDPR);
  • the data processing is for direct marketing purposes;
  • the personal data has been processed unlawfully;
  • personal data has been collected in connection with a direct offer of services to a child and the processing is thereby based on consent; and
  • the personal data needs to be erased to meet a legal obligation incumbent upon us.

There are, however, exclusions from the right to erase data. The general exclusions include where data processing is required:

  • to exercise the right to freedom of speech and freedom of information;
  • to observe a legal obligation incumbent upon us; or
  • to establish, exercise or defend legal claims;
  • for archiving scientific or historic research in the public interest or for statistical purposes;
  • in the interest of the public in terms of public health.

The right to restriction of processing

In some cases you are entitled to restrict the processing of your personal data. These circumstances include: you dispute the accuracy of the personal data; the processing is unlawful, but you oppose its erasure; we no longer require the personal data for our data processing, but you need the personal data to establish, exercise or defend legal claims; and you have objected to the data processing, pending the verification of that objection.
If the data processing is restricted on this basis, we may continue to store your personal data. We will, however, only process it in the following alternative manner: with your consent; to establish, exercise or defend legal claims; to protect the rights of another natural or legal person; or for important reasons of public interest.

The right to object to data processing

You are entitled to object to our processing of your personal data for reasons related to your specific situation, but only to the extent that the legal basis for the data processing is that the processing is necessary for the purposes of legitimate interests pursued by us or a third party. If you raise such an objection, we will suspend processing of the personal data unless we are able to demonstrate that there are compelling legitimate reasons for the data processing, which outweigh your interests, rights and freedoms, or that the data processing is intended to establish, exercise or defend legal claims.
In addition, you are entitled to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you raise an objection to this, we will suspend processing of your personal data for this purpose.
You are furthermore entitled to object to our processing of your personal data for scientific or historical purposes or statistical purposes for reasons related to your specific situation, unless the data processing is necessary for the performance of a task in the public interest.

The right to data portability

To the extent that the legal basis for our data processing of your personal data is based on:

  • consent;
  • the data processing is necessary for the performance of an agreement to which you are party, or to take measures at your request before you enter into an agreement; or
  • this data processing is automated,

then you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format.
The right does not, however, apply if it should infringe the rights and freedoms of others.

The right to submit a complaint to a supervisory authority

If you are of the opinion that our processing of your personal data is in breach of the General Data Protection Regulation (the GDPR), you are entitled to submit a complaint to a supervisory authority responsible for data protection. In Belgium the supervisory authority is the Data Protection Authority (Gegevensbeschermingsautoriteit (GBA)). Data subjects from other member states are entitled to submit a complaint to their own national supervisory authority. For an overview of the contact details of these authorities, click on this link.

Data Protection Authority (GBA)
Drukpersstraat 35, 1000 Brussels, Belgium
+32 (0)2 274 48 00
contact@apd-gba.be
www.gegevensbeschermingsautoriteit.be

The right to withdraw your consent

To the extent that the legal basis for our processing of your personal data is consent, you are entitled to withdraw this consent at any time. Revocation does not affect the lawfulness of the data processing prior to revocation.

Amendments

Yamagata Europe reserves the right to amend this privacy policy at any time. You can find the date of the current version at the top (“Most recent update”). For example, it may be necessary if the law changes, or if we change things in a way that affects the protection of personal data. We advise that you check this page now and again to ensure that you are satisfied with any amendments to the privacy policy.