PRIVACY NOTICE – Application
SUMMARY: 2-MINUTE READ
We take our obligation to protect your privacy seriously!
That is why we provide you with this 2-minute summary, containing the necessary information on how we process your Personal Data.
What you should know:
First of all: you always remain in control of your data.
To whom does this Privacy Notice apply?
This notice applies to any individual whose Personal Data we may collect, use, or otherwise process during their use of our web-based Application.
What information do we collect about you?
- Your account data
- Your bicycle data
- Information about how you make use of our Application
- Insurance-related data, when applicable
Why do we collect this information?
- To provide you access to our web-based Application via a personal user profile and account
- To provide our services
- To improve our services, provide technical support, and ensure the functionality and security of our Application
- To offer personalized insurance quotes from our partner insurance providers, if requested
Who has access to your data?
- Only the relevant part of our team has access to the information you provide us.
- We use suppliers and service providers, such as security, hosting, and digital solution providers, who are legally obliged to ensure your privacy.
- If you click on ‘get insurance,’ your data will be shared with the insurance provider selected by the bike store for the purpose of offering you an insurance proposition. Each insurance provider is responsible for its own data processing.
What do you control?
At any moment, you can request to modify, erase, or get a copy of your data. To do so, please follow the procedure described in our full Privacy Notice under Article 5.7.
What do we do to protect your data?
- We have adopted appropriate safety measures on a technical and organizational level.
- Your data is stored on high-security servers within the European Union.
- We only use your data in compliance with the GDPR, using state-of-the-art software and security solutions.
If you want to know more: we invite you to read the entire Privacy Notice below, which explains everything in further detail.
PRIVACY NOTICE – Application
Velopass makes it a priority to respect the privacy of the users of its Application. We are committed to treating your Personal Data with the strictest confidentiality, in accordance with the applicable data protection legislation and this Privacy Notice.
This Privacy Notice aims to inform you, in a transparent manner, about the Personal Data we collect, the purpose for collecting it, the way we use it, and the rights you have regarding the processing of such Personal Data.
You are not obliged to provide us with your Personal Data, but in some cases, refusing to provide certain information may prevent us from providing the requested services.
Velopass reserves the right to modify and update this Privacy Notice by posting a revised version in the application. We advise you to regularly review this notice to stay informed about any changes.
If you have questions, please contact us at: support@velopass.com.
ARTICLE 1 – GENERAL
Velopass BV, with registered office at Stokerijstraat 29 (box a1), 2110 Wijnegem, Belgium, assumes responsibility as the Controller of your Personal Data, including through the use of our web-based Application.
We process your Personal Data in accordance with:
- The EU Regulation (GDPR)
- Applicable Belgian laws and regulations regarding data protection
By accessing or using our Application, you agree to the terms outlined in this Privacy Notice.
ARTICLE 2 – WHAT PERSONAL DATA DOES VELOPASS COLLECT?
Velopass may process the following categories of Personal Data:
| Data Category | Details | Context |
|---|---|---|
| Category 1: Account Data | First & last name, email address, password hash, phone number, address (optional), photo (optional) | Collected when you create your user profile. Optional account data will be processed if added. |
| Category 2: Bicycle Data | Brand, frame number, type (manual/electric), model, frame material, selling price, wheel size (optional) | Collected to provide bicycle-related services and functionalities. Optional data can be added. |
| Category 3: Usage Data | Features used, device information, technical feedback | Processed to improve our services, provide technical support, and ensure security. |
| Category 4: Insurance Data | First & last name, email address, address, country, postal code, bicycle brand, frame number, type (manual/electric), sale price | Shared only if you click on ‘get insurance’ to request an offer from our partner insurance provider. |
| Category 5: FNUCI Data | Bicycle identification details required for FNUCI (Fichier National Unique des Cycles Identifiés) | For stickers starting with ‘VP..’, your bike and owner details will be registered in the FNUCI as mandated by law. |
ARTICLE 3 – THE LEGAL BASES AND PURPOSES OF DATA PROCESSING
We only process your Personal Data with a specific purpose and lawful basis. The specific purposes are outlined below:
3.1 General purposes
| Data | Legal basis | Purpose |
|---|---|---|
| Category 1: Account Data | Necessary for the performance of a contract (Art. 6.1, b) GDPR) | To create and manage your user profile in the Application. |
| Category 2: Bicycle Data | Necessary for the performance of a contract (Art. 6.1, b) GDPR) | To provide bicycle-related services in accordance with the Terms of Use. |
| Category 3: Usage Data | Legitimate interest (Art. 6.1, f) GDPR) | To improve our services, provide technical support, and ensure security. |
| Category 4: Insurance Data | Explicit consent (Art. 6.1, a) GDPR) and contract performance (Art. 6.1, b) GDPR) | To share necessary Personal Data with an insurance provider only after you click ‘get insurance’ for an offer. |
| Category 5: FNUCI Data | Legal obligation (Art. 6.1, c) GDPR) | To comply with legal requirements for bicycle registration in the FNUCI for stickers starting with ‘VP..’. |
3.2 Insurance Providers
Velopass partners with multiple insurance providers. When you request an insurance proposition by clicking on the ‘get insurance’ option, Velopass will share the relevant data with the selected provider chosen by the bike store for offering you an insurance quote.
Please note:
- Your data will only be shared with the provider once you explicitly click on the option to request insurance.
- The provider you receive an offer from is selected by the bike store.
ARTICLE 4 – WITH WHOM DO WE SHARE YOUR DATA?
Velopass only shares your Personal Data with third parties if it is strictly necessary for providing our services or with your consent. We may share your data with the following categories of recipients:
| Recipient Category | Purpose |
|---|---|
| Service Providers | We engage trusted third-party companies to support our services (e.g., hosting, security). |
| Insurance Providers | Only after you click on ‘get insurance,’ we share your insurance-related data with the provider selected by the bike store. |
| FNUCI Authorities | Required registration information will be shared with relevant authorities for legal compliance. |
Velopass will not share your data with any unauthorized parties and only works with partners that comply with GDPR.
ARTICLE 5 – HOW LONG DO WE KEEP YOUR DATA?
We retain your Personal Data for as long as necessary to achieve the purpose for which it was collected. Different categories of data are kept for varying periods based on legal obligations and operational requirements.
| Data Type | Retention Period |
|---|---|
| Account Data | For as long as your account is active or as required for legal obligations. |
| Bicycle Data | For the duration of your account usage or until you remove the data. |
| Usage Data | Retained for analysis and improvements, stored anonymously after a certain period. |
| Insurance Data | Retained until you withdraw consent or the insurance offer process is completed. |
| FNUCI Data | Maintained as required by law, for the duration specified by FNUCI regulations. |
ARTICLE 6 – WHAT RIGHTS DO YOU HAVE?
As a user, you have several rights under GDPR, including:
- Right of access: You can request a copy of the Personal Data we process about you.
- Right to rectification: You can request correction of any incorrect or incomplete data.
- Right to erasure: You can request deletion of your data where it is no longer necessary.
- Right to data portability: You can request a copy of your data in a structured, machine-readable format.
- Right to withdraw consent: If data processing is based on consent, you can withdraw it at any time.
To exercise your rights, please contact us at support@velopass.com. You also have the right to lodge a complaint with the Data Protection Authority.
ARTICLE 7 – SECURITY
We take appropriate technical and organizational measures to safeguard your data from unauthorized access, loss, and misuse. This includes data encryption, access control measures, and regularly updated security protocols.
ARTICLE 8 – CONTACT US
If you have any questions or concerns regarding this Privacy Notice, or if you wish to exercise your rights, please contact our Data Protection Officer at support@velopass.com.
This Privacy Notice was last updated on 02/10/2024.
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