Privacy Policy

Your privacy matters to us. This Privacy Policy explains how Mayker handles personal data when you visit our website, contact us, use our services, work with us or apply for a job.

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1. Who we are

Mayker NV is responsible for the processing of personal data described in this Privacy Policy.

Mayker NV
Gaston Crommenlaan 4B
9000 Ghent, Belgium
Company number: BE 0783.296.675

For privacy-related questions or requests, contact us at dataprotection@inkubis.eu.

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2. The personal data we process

The personal data we process depends on your relationship with us and the information you provide.

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When you contact us

When you complete our contact form, email us or contact us directly, we process information such as:

Your name and company.
Your email address and telephone number.
Your message and any other information you choose to share.
Correspondence relating to your enquiry.

Please only share information relevant to your request and avoid including unnecessary sensitive personal data.

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Customers, prospects and suppliers

In connection with our business relationships, we may process:

Identification and professional contact details.
Company information, job titles and business registration details.
Information relating to enquiries, proposals, contracts and projects.
Invoices, payment information and bank details where needed.
Correspondence and information necessary to manage the relationship.

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Job applicants

When you apply for a job, we may process:

Your name and contact details.
Your CV, cover letter and professional experience.
Information about your education and qualifications.
Interview notes and recruitment assessments.
Relevant reference information, where lawfully obtained.

Please do not include health information, criminal records, bank details or other sensitive information unless specifically requested for a lawful and necessary purpose.

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Event participants

If you register for an event with us, we may process your name, professional contact details, company and information needed to organise your attendance.

Where an external organiser handles registration, its privacy policy also applies to the information it collects.

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Website visitors

When you visit our website, technical information may be processed, including your IP address, browser and device information, website requests and cookie preferences.

The information processed depends on the services you use and your privacy settings.

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3. Why we process personal data

Answering your questions

We use your contact information and message to respond to enquiries, discuss your needs and follow up on your request.

Where your request concerns entering into a contract with you personally, processing is necessary to take the requested pre-contractual steps. Otherwise, we rely on our legitimate interest in responding to enquiries and managing professional relationships.

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Providing services and managing relationships

We use relevant information to prepare proposals, deliver services, coordinate projects and manage relationships with customers and suppliers.

Where you are personally a party to a contract, we rely on the performance of that contract. Where you represent a company, we rely on our legitimate interest in conducting and managing the business relationship.

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Administration and legal obligations

We process information for accounting, invoicing, tax administration and compliance with applicable legal obligations.

We may also process information where necessary to establish, exercise or defend legal claims, based on our legitimate interest in protecting our rights.

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Recruitment

We use application information to assess candidates, communicate with applicants and manage recruitment. This processing is based on taking steps before entering into an employment contract and, where applicable, our legitimate interest in organising recruitment and evaluating applications.

Where we retain your information for future opportunities beyond the original retention period, we ask for your consent.

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Organising events

We use registration information to organise events and communicate practical information to participants.

Depending on the registration arrangement, we rely on the performance of an agreement with you or our legitimate interest in organising professional events and managing attendance.

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Marketing communications

We may use professional contact details to communicate about relevant services, events or opportunities where permitted by applicable law.

Where consent is required, we obtain it before sending marketing communications. Otherwise, we rely on our legitimate interest in maintaining relevant business relationships, subject to applicable marketing rules.

You can object to direct marketing at any time using the unsubscribe option in the communication or by contacting us.

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Operating and protecting our website

We process necessary technical information to operate the website, resolve technical issues and protect our systems against abuse.

This is based on our legitimate interest in maintaining a secure and reliable website. Where consent is required for cookies or similar technologies, that processing must be based on your consent.

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4. How we obtain personal data

We primarily receive personal data directly from you through forms, emails, conversations, applications and business interactions.

We may also receive relevant professional information from your employer, business contacts, recruitment partners or publicly available professional sources.

Where we obtain information from another source, we provide information about its source and use as required by applicable data protection law.

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5. Our website and external services

Website hosting and contact forms

Our website uses Webflow for hosting and website management. When you submit a contact form, the information you provide is processed through the website’s form-handling services so that we can receive and respond to your enquiry.

Your submission may also be processed through the email and business systems used to handle your request.

Required fields are indicated on the form. If you do not provide information needed to handle your enquiry, we may be unable to respond or deliver the requested service. Optional information is provided at your discretion.

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Interactive maps

Our website uses Mapbox to display our office locations. When a map loads, your browser connects to Mapbox, which may receive technical information such as your IP address, browser information and requests for map content.

Further information about Mapbox’s processing is available in the Mapbox Privacy Policy.

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Cookies and similar technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences and, where enabled, understand website usage.

Non-essential technologies requiring consent should only operate after you have given that consent. You can manage your preferences through the website’s cookie settings, where available, and through your browser.

Blocking certain technologies may affect the availability or functionality of parts of the website.

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External links

Our website may link to external websites, including event-registration platforms. Those websites are governed by their own privacy policies. We encourage you to read them before providing personal data.

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6. Who we share personal data with

We share personal data only where necessary for the purposes described in this policy.

Recipients may include:

Authorised members of our team.
Website hosting and website management providers.
Email, cloud storage and office software providers.
Customer relationship management and recruitment service providers.
IT support and security providers.
Event organisers and registration providers, where relevant.
Accountants, legal advisers and other professional advisers.
Public authorities where disclosure is legally required.

Where service providers process personal data on our behalf, appropriate data processing arrangements are required.

Some recipients may act as independent controllers for their own processing, in which case their privacy policies also apply.

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7. Processing outside the European Economic Area

Some service providers may process personal data outside the European Economic Area.

Where this involves an international transfer subject to data protection requirements, an appropriate transfer mechanism is required. Depending on the recipient and destination, this may include a European Commission adequacy decision or contractual safeguards such as Standard Contractual Clauses, together with additional measures where necessary.

You can contact us for information about the transfer arrangements relevant to your personal data and how to obtain details of the applicable safeguards.

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8. How long we retain personal data

We retain personal data for as long as necessary for the purpose for which it was collected, taking account of applicable legal obligations and the need to resolve disputes.

We determine retention periods using the following criteria:

Enquiries and correspondence: the time needed to handle the request, complete relevant follow-up and retain necessary evidence of the communication.
Customer and supplier information: the duration of the relationship and the period needed afterwards to meet contractual, administrative and legal requirements.
Accounting and payment records: the statutory retention periods applicable to the records concerned.
Job applications: a maximum of one year. If we wish to retain your application for another year, we ask for your consent.
Event information: the time needed to organise the event, complete follow-up and meet any related legal obligations.
Marketing information: the duration of the relevant consent or lawful business purpose. Limited information may be retained to ensure that an objection or unsubscribe request continues to be respected.
Technical information: the period needed for website operation, security, troubleshooting and any associated investigations.

Relevant information may be retained longer where required by law or necessary for an ongoing legal claim. Information that is no longer needed should be deleted or anonymised.

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9. Protecting personal data

We take technical and organisational measures designed to protect personal data against unauthorised access, loss, alteration, misuse or disclosure.

These measures should reflect the nature of the information, the purposes of processing and the associated risks. Access is limited to people who need the information for their work.

No website, system or electronic transmission can be guaranteed completely secure. Please avoid sending unnecessary sensitive information through our website.

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10. Your rights

Depending on the circumstances and applicable law, you have the right to:

Request access to your personal data.
Request correction of inaccurate or incomplete information.
Request deletion of your personal data.
Request restriction of processing.
Object to processing based on legitimate interests.
Receive eligible personal data in a portable format.
Withdraw consent where processing is based on consent.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

You can object to the use of your personal data for direct marketing at any time.

These rights are subject to the conditions and exceptions provided by applicable law.

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Making a request

To exercise your rights, email dataprotection@inkubis.eu, or write to:

Mayker NV — Privacy Manager
Gaston Crommenlaan 4B
9000 Ghent, Belgium

We may request proportionate information to verify your identity.

We respond without undue delay and normally within one month. Where legally permitted, this period may be extended by up to two additional months because of the complexity or number of requests. We will inform you of an extension and its reasons within the first month.

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Making a complaint

You have the right to lodge a complaint directly with a competent data protection authority. You do not have to contact us first.

You may contact the authority in the country where you normally live or work, or where you believe an infringement occurred.

In Belgium, this is the Belgian Data Protection Authority.

In the Netherlands, this is the Autoriteit Persoonsgegevens.

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11. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our activities, website or legal obligations.

The current version is available on this page. Where required, we will communicate significant changes through an appropriate channel.

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12. Contact

If you have questions about this Privacy Policy or the processing of your personal data, please contact: