Privacy Policy

[Last update: 04 April 2022]

Welcome to our privacy policy. Our privacy policy explains in detail how we collect, use, and disclose your personal data. It also informs you about the choices that you have with respect to your personal data. We kindly ask you to read this privacy policy carefully before using Vibaly.

Art. 1: General information

1.1 About the Privacy Policy.

This Vibaly privacy policy (the “Privacy Policy”) governs the processing of personal data collected from individual users (“you” and “your”) through the platform www.vibaly.com, the related domain names (e.g., www.vibaly.be, www.vibaly.nl, www.vibaly.fr, www.vibaly.co.uk, www.vibaly.de, www.vibaly.uk), software applications, and services (collectively, “Vibaly”). The Privacy Policy does not cover any third-party websites, applications or software that integrate with Vibaly or any other third-party products and services.

1.2 Data controller

Vibaly is owned and operated by Vibaly BV having a registered place of business at Heirbaan 80, 8570 Anzegem, Belgium, and the company number BE 0758.641.552 (“we,” “us,” and “our”).

1.3 Minors

Vibaly is not intended for use by persons under the age of 18. We do not knowingly collect personal data belonging to persons younger than 18. If you become aware that such a person has provided us with his or her personal data and you are a parent or a legal guardian of that person, please contact us immediately and we will remove the child’s personal data from our systems.

1.4 Term and termination

This Privacy Policy enters into force on the effective date indicated at the top of the Privacy Policy and remains valid until terminated or updated by us.

1.5 Changes and adaptations

This Privacy Policy may be adapted from time to time to reflect changes in our business practices, Vibaly's functionalities, laws and regulations, and industry standards. The adapted version of the Privacy Policy will be posted on this page and, if we have your e-mail address, we will send you a notification of any changes made by us. We encourage you to review our Privacy Policy to stay informed. For material changes to the Privacy Policy or if required by applicable law, we may request your consent.

Art. 2: What data does Vibaly collect?

2.1 Sources of personal data.

We obtain your personal data from the following categories of sources:

Directly from you. For example, if you submit your personal data when you register your user account, conclude a service agreement with us, or contact us;
Directly or indirectly through your activity on Vibaly. When you use Vibaly, we automatically collect technical information about your use of Vibaly by means of cookies and analytics services; and
From third parties. We may receive information about you from third parties to whom you have previously provided your personal data, if those third parties have a legal basis for disclosing your personal data to us (for example, for payment processing purposes).

2.2 Collection of personal data.

We comply with data minimisation principles. This means that we collect only a minimal amount of personal data that is necessary for your use of Vibaly. We use your personal data for limited, specified and legitimate purposes explicitly mentioned in this Privacy Policy. For example, we use it only for the purposes of providing you with access to Vibaly, processing your orders, maintaining and improving Vibaly, replying to your enquiries, and pursuing our legitimate interests. We do not repurpose your personal data. This means that we do not use it for any purposes that are different from the purposes for which your personal data was provided. Below, you can find an overview of the types of personal data that we collect, the purposes for which we use it, and the legal bases on which we rely when processing it.

Your individual user account
When you register your account as an individual user, we collect your name, email address, bio, birthday, phone number, soft skills, test result, hard skills, languages, means of transport, location, wage scale, availability, status, resumé, education, and a link to your LinkedIn profile. We use the said information to register and maintain your user account, enable you to access and use Vibaly, provide you with the requested services (e.g., provide you with job matches), contact you, if necessary, ensure Vibaly security, and maintain our business records. The legal bases on which we rely are ‘performing a contract with you’ and ’pursuing our legitimate interests’ (i.e., operate, analyse, grow, protect, and administer Vibaly). We will store this data until your user account is deleted, unless we are required by law to keep some records longer.
Your company account
When you register your company account, we collect your company name, address, email address, phone number, website URL, contact’s name, number of employees, founding date, revenue, locations, baseline, billing details, and other company details. We use the said information to register and maintain your company account, enable you to access and use Vibaly, provide you with the requested services (e.g., connect you with new talents), contact you, if necessary, ensure Vibaly security, and maintain our business records. The legal bases on which we rely are ‘performing a contract with you’ and ’pursuing our legitimate interests’ (i.e., operate, analyse, grow, protect, and administer Vibaly). We will store this data until your user account is deleted, unless we are required by law to keep some records longer.
Enquiries
When you contact us by email or through Vibaly, we collect your first name, last name, email address, and any information that you decide to include in your message. If you contact us as a company, we may also collect your company information (e.g., We use such data to respond to your enquiries and provide you with the requested information. The legal bases on which we rely are ‘pursuing our legitimate interests’ (i.e., to grow and promote Vibaly) and ‘your consent’ (for optional personal data). We will store this data until you stop communicating with us.
Payments
When you make a payment on Vibaly, we collect your personal data, such as your company details, full name, billing details, billing address, payment details (e.g., credit card number, CVV code, expiration month and year). Your payment data is used to process payments and maintain our accounting records. The legal bases on which we rely are ‘performing our contractual obligations’ and ‘pursuing our legitimate interests’ (i.e., to administer and protect our business). We store such data for the time period prescribed by law. In Belgium, we need to keep accounting records for 7 years.

2.3 Cookies and other tracking technologies

When you browse Vibaly, we collect your cookie-related data and use other tracking technologies (e.g., Meta Pixel). We use such information to analyse the technical aspects of your use of Vibaly, conduct our marketing campaigns, prevent fraud and abuse, and ensure the security of Vibaly. For more information on our use of cookies and other tracking technologies, please refer to our Cookie Policy here. The legal bases on which we rely are ‘pursuing our legitimate interests’ (i.e., analyse our content and protect Vibaly) and ‘your consent’. We will store this data as long as analytics records are necessary for our activities or you withdraw your consent.

2.4 Sensitive data.

We do not collect or have access to any special categories of personal data (“sensitive data”) from you, unless you decide, at your own discretion, to provide such data to us. Sensitive data refers to your health, religious and political beliefs, racial origins, membership of a professional or trade association, or sexual orientation.

2.5 Refusal to provide personal data.

If you refuse to provide us with your personal data when we ask for it, we may not be able to perform the requested operation and you may not be able to use the full functionality of Vibaly, receive the requested information, or get our response. Please contact us immediately if you think that any personal data that we collect is excessive or not necessary for the intended purpose.

2.6 Collection of analytics data.

When you browse Vibaly, we collect certain technical analytics data collected from you. Such data may include but are not limited to the following information:

Number of users and sessions;
Average session duration;
Average pages per session;
Ratio of new to returning visitors;
Bounce Rate;
Information about organic vs. paid sessions;
Google Ads;
Search Console – Queries;
Average time on page;

2.7 Purposes of analytics data.

We use your analytics data to analyse what kind of users access and use Vibaly, measure your engagement with Vibaly, see which parts of Vibaly are interesting to you, improve our content, develop new products and services, and investigate and prevent security issues and abuse. In most cases, such analytics data is non-personal and it does not allow us to identify you as a natural person. However, if some of such data may be deemed personal data, we will make sure that we have the necessary legal basis for processing such data. When we process your analytics data that is personal data, we rely on the ‘legitimate interest’ (i.e., to analyse, improve, and protect Vibaly) and ‘your consent’ bases.

2.8 Feedback.

If you contact us, we may keep records of any questions, complaints, recommendations, or compliments made by you and the response. Where possible, we will de-identify your personal data (i.e., we will remove all personal data that is not necessary for keeping such records).

2.9 Aggregate and de-identified data.

In case your non-personal data is combined with certain elements of your personal data in a way that allows us to identify you, we will handle such aggregate data as personal data. If your personal data is aggregated or de-identified in a way that it can no longer be associated with an identified or identifiable natural person, it will not be considered personal data and we may use it for any legitimate purpose.

2.10 Newsletters.

If you opt-in for our newsletter, subscribe to our newsletter, or conclude a service contract with us, we will inform you about our new services, features of Vibaly, and special offers. The legal bases on which we rely is ‘your consent’ (if you opt-in) and ‘pursuing our legitimate business interests’ (i.e., promote Vibaly). You can opt-out from receiving our commercial communication at any time free of charge by clicking on the “unsubscribe” link included in our newsletters or by contacting us directly.

2.11 Transactional notices.

If we have your email address and it is necessary to do so, we may send you important informational messages, such as order confirmations, payment receipts, invoices, and other technical or administrative emails. Please note that such messages are sent on an “if-needed” basis and they do not fall within the scope of commercial communication that may require your prior consent. You cannot opt-out from service-related notices.

Art. 3: How long does Vibaly store my data?

3.1 Storage of personal data

We and our data processors store your personal data only for as long as such personal data is required for the purposes described in this Privacy Policy or until you request us to update or delete your personal data, whichever comes first. For more details about the period for which each type of personal data is stored, please refer to section 2.2. After your personal data is no longer necessary for its purposes and there is no other legal basis for storing it, we will immediately securely delete your personal data from our systems. We do not store any personal data longer than strictly necessary.

3.2 Storage of non-personal data

We retain non-personal data pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include storing non-personal data for the period of time needed for us to examine our activities, fulfil our contractual obligations, pursue our legitimate interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

3.3 Storage as required by law

When we are obliged by law to store your personal data for a certain period of time (e.g., for keeping accounting records), we will store your personal data for the time period stipulated by the applicable law and delete the personal data as soon as the required retention period expires.

Art. 4: How does Vibaly disclose my data?

4.1 Disclosure to data processors.

We keep your personal data in strict confidentiality. However, if necessary for the intended purpose of your personal data, we will disclose your personal data to entities that provide services on our behalf (our data processors). Your personal data may be shared with entities that provide technical support services to us, such as hosting, payment processing, and email distribution services. We do not sell your personal data to third parties and do not intend to do so in the future. The disclosure of your personal data is limited to the situations when it is required for the following purposes:

Ensuring the proper operation of Vibaly;
Delivering you the requested services;
Processing your payments;
Responding to your enquiries;
Pursuing our legitimate interests;
Enforcing our rights, preventing fraud, and security purposes;
Carrying out our contractual obligations;
Law enforcement purposes; or
If you provide your prior consent to such a disclosure.

4.2 List of data processors

We choose our data processors carefully and make sure that they ensure an adequate level of protection of personal data that is consistent with this Privacy Policy and the applicable data protection laws. The data processors that will have access to your personal data are:

Our web hosting service provider A2 Hosting located in the United States;
Our cloud storage service provider Amazon Lightsail located in the United States;
Our newsletter service provider MailChimp located in the United States;
Our payment service provider Stripe located in the United States;
Our analytics service providers Google Analytics and Meta Pixel located in the United States, and Hotjar located in Malta; and
Our independent contractors and consultants.

4.3 Disclosure to other users of Vibaly

If you use Vibaly as an individual user and you agree to share your personal data with companies that use Vibaly to search for new talent, we will share your personal data with those companies. Such sharing is necessary to match you with the right companies. If you do not provide your consent, we will not share your personal data with those companies. However, please note that, in such a case, you may not be matched with the right company or recruited.

4.4 International transfers

Some of our data processors may be based outside the country where you reside. For example, if you reside in the UK or a country belonging to the European Economic Area (EEA), we may need to transfer your personal data outside the UK or the EEA. In case it is necessary to make such a transfer, we will make sure that the country in which our data processor is located guarantees an adequate level of protection for your personal data or we conclude an agreement with it that ensures such protection (e.g., a data processing agreement based pre-approved Standard Contractual Clauses).

4.5 Disclosure of non-personal data

Your non-personal data may be disclosed to third parties for any purpose as it does not identify you as a natural person. For example, we may share it with prospects or partners for business or research purposes, for improving Vibaly, responding to lawful requests from public authorities or developing new products and services.

4.6 Legal requests

If requested by a public authority, we will disclose information about the users of Vibaly to the extent necessary for pursuing a public interest objective, such as national security or law enforcement.

Art. 5: How does Vibaly protect my data?

5.1 Security measures

We implement technical and organisational information security measures that protect your personal data from loss, misuse, unauthorised access and disclosure. The security measures taken by us include encryption (AES-256-CBC and SSL), XSS validation, proper authentication, secured networks, strong passwords, limited access to your personal data by our staff, anonymisation of personal data (when possible), and carefully selected data processors.

5.2 Security breaches

Although we put our best efforts to protect your personal data, given the nature of communication and information processing technology and the Internet, we cannot be liable for any unlawful destruction, loss, use, copying, modification, leakage, and falsification of your personal data caused by circumstances that are beyond our reasonable control. In case a serious breach occurs, we will take reasonable measures to mitigate the breach, as required by the applicable law. Our liability for any security breach will be limited to the highest extent permitted by the applicable law.

Art. 6: How can I manage my personal data?

6.1 The list of your rights

You have the right to control how we process your personal data. Subject to any exemptions provided by law, you have the following rights:

Right of access: you can get a copy of your personal data that we store in our systems and a list of purposes for which your personal data is processed;
Right to rectification: you can rectify inaccurate personal data that we hold about you;
Right to erasure (‘right to be forgotten’): you can ask us to erase your personal data from our systems;
Right to restriction: you can ask us to restrict the processing of your personal data;
Right to data portability: you can ask us to provide you with a copy of your personal data in a structured, commonly used and machine-readable format and move that personal data to another processor;
Right to object: you can ask us to stop processing your personal data;
Right to withdraw consent: you have the right to withdraw your consent, if you have provided one; or
Right to complaint: you can submit your complaint regarding our processing of your personal data.

6.2 How to exercise your rights?

If you would like to exercise any of your legitimate rights, please contact us by using our contact details available at the end of the Privacy Policy and explain in detail your request. In order to verify the legitimacy of your request, we may ask you to provide us with an identifying piece of information, so that we can identify you in our system. We will answer your request within a reasonable time frame but no later than 30 days.

6.3 Complaints

If you would like to launch a complaint about the way in which we handle your personal data, we kindly ask you to contact us first and express your concerns. After you contact us, we will investigate your complaint and provide you with our response as soon as possible (no later than 30 days). If you are not satisfied with the outcome of your complaint, you have the right to lodge a complaint with your local data protection authority.

Contact

If you have any questions about this Privacy Policy, your rights, or our data protection practices, please contact us by using the following contact details:

Email: [email protected]
Postal address: Vibaly bv, Heirbaan 80, 8570 Anzegem, Belgium
Company information: Vibaly bv, BE 0758 641 552