Privacy statement

Who is responsible?

Alpha Facility BV, Leuvensesteenweg 294, 3070 Kortenberg, company number BE 1039.350.149, is responsible for processing your personal data. Privacy questions can be sent to info@alphafacility.be.

Which data do we process?

We process information you provide and technical information needed to operate and secure the website:

• via the request form: name, name and VAT number of your organisation, phone number, e-mail address, address of the building, and information about your request;
• via e-mail, phone or WhatsApp: the data you share in your message or conversation;
• as a client: the data needed for the agreement, scheduling, access to your building and invoicing.
• through the job or partner form: name, contact details, town, availability, preferred activity, experience and, for independent cooperation, company name, VAT number and service area;

During visits, Odoo processes technical information for operation and security, such as session, browser and IP information. The cookie banner offers a choice for optional visitor measurement and campaign attribution. See the cookie policy for settings, choice retention and how to change your decision.

What do we use them for?

• to answer your request and prepare a quote (steps prior to a contract);
• to perform the agreement: scheduling, execution, checks, invoicing (performance of a contract);
• to meet legal obligations, such as accounting (legal obligation).
• to assess job applications and prepare a possible employment contract, and to assess independent cooperation enquiries (precontractual steps);
• to secure our website and data, communicate with business contacts and handle legal claims (legitimate interests, balanced against your interests and rights);

We don’t use your data for newsletters or advertising, and we don’t sell it.

Where consent is required, for example for non-essential cookies or keeping an application for future vacancies, we request it separately. You may withdraw consent at any time; this does not affect earlier lawful processing.

How does the form work?

Quote requests are stored in Odoo CRM. Job applications and independent cleaning partner enquiries are stored in Odoo Recruitment. Your message and submitted details are used to assess and follow up the relevant enquiry. Sending a quote request is not an order and does not, by itself, conclude a contract.

Which information is required?

Fields marked * are needed to assess the enquiry or contact you. Other fields are optional. Without necessary information, we may be unable to process your enquiry. Do not submit health information, identity documents or other sensitive information we have not requested. People make decisions about enquiries and applications; the form does not make an automated selection or hiring decision.

Who do we share data with?

We share only the data necessary for the relevant service with:

• Odoo and the relevant hosting, email and IT providers, to store, secure and process enquiries and administration;
• our accountant and payroll service providers;
• the messaging service provider, if you choose to contact us through that service.

The fonts are hosted with this website. Loading them does not send your IP address to an external font provider.

Access is limited to people and providers who need the information. We make appropriate arrangements with processors. Processing outside the European Economic Area requires a valid safeguard, such as an adequacy decision or standard contractual clauses. The actual Odoo hosting arrangements and processor agreements must be confirmed before publication.

How long do we keep them?

We retain enquiries for as long as needed to assess and follow them up. After closure, information no longer needed is deleted or anonymised. Job application information is retained for selection and necessary follow-up; retention for future vacancies requires separate consent and a stated period. Independent partner information is retained for assessment, cooperation and associated obligations. A legal duty or a specific dispute may require longer retention, with limited data and access.

Invoices and VAT documents are generally retained for ten years, calculated under the applicable legal rules. Other records are kept for the period applicable to their purpose and document type. Practical retention and deletion schedules must be set before publication; this statement does not suggest a general statutory retention period for job applications.

Your rights

Depending on the legal basis and statutory conditions, you may request access, correction, erasure, restriction, objection or portability through info@alphafacility.be. These rights are not absolute; a statutory retention duty may restrict erasure. We normally respond within one month; where an extension is legally permitted, we explain the reason within that first month.

If you are not satisfied with how we handle your data, you can lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be.