Privacy policy

This is the Privacy Policy of Viapass (hereinafter “Viapass”, “we”, “us” or “our”). Viapass is committed to protecting your personal data. This Privacy Policy is provided to inform you how Viapass processes personal data during its activities, including the processing that occurs on its website and/or online. Please read our Privacy Policy together with our Cookie Policy, which can be found here.

We may amend this Privacy Policy as required, for example, due to new website features or to comply with new legal, contractual or administrative obligations. We encourage you to consult this Privacy Policy on a regular basis. Important changes will be announced on our website. This Privacy Policy was last modified on 05/02/2025.

1. Who is responsible for processing your personal data?

Viapass is the data controller responsible for processing your personal data. Viapass is an interregional entity under Belgian law with registered office at De Koninckstraat 40, PO Box 19, 1080 Brussels and registered in the Crossroads Bank for Enterprises under number 0558.940.031.

2. When does this Privacy Policy apply?

This Privacy Policy applies when you visit our website, our offices, interact with our staff or apply for a job with us. A more specific privacy policy may apply to other processing of personal data. If you disagree with the contents of this Privacy Policy, please do not use the website.

3. What personal data do we collect?

We collect your data for the purposes set forth in Section 4 of this Privacy Policy. You provide some of this data directly to us. For example, using forms on our website, with your business card, in your e-mail communication with us, or we obtain this data through cookies on our websites. Sometimes we receive your data indirectly from third parties from public sources, such as social media or public databases. We distinguish between different types of personal data:

1. Users

When you are a Viapass user, we process the following kinds of data:

• Your identification information (such as name, address, place and date of birth, nationality, copies of vehicle identification documents, phone numbers, place of residence, signature, e-mail address, and contact information on social media)
• Your professional information (such as company name, job title or mandate)
• Usage data: information about your interactions and communications with us, such as your use of our website or about questions you ask us or other personal data you provide that is necessary to answer your questions
• Technical data: we need this technical data to make our electronic communications run smoothly.

2. Applicants

When you apply for a position with us (both online and offline), we process data, such as your name, contact information, curriculum vitae, correspondence with Viapass, other documents you provide to us and data we may obtain about you from head hunters, employment agencies, selection firms, student associations and/or universities, and from social media or other public sources.

3. Recipients of marketing messages

When you sign up for our newsletters or events, we process your personal data, such as name, company name, job title, phone number, e-mail address, preferred language and the information we receive from our mailing suppliers about whether you have opened our newsletter and/or clicked on links in the newsletter. For more information on how we use cookies, see our Cookie Policy.

4. Other contacts

When you contact us, we process the following personal data (although this depends in part on the personal data you provide yourself):

• Your identification information (such as name, address, place and date of birth, nationality, copies of identification documents, phone numbers, place of residence, signature, e-mail address, and contact information on social media);
• Your professional information (such as company name, job title or mandate);
• Usage data: information about your interactions and communications with us, such as your use of our website or about questions you ask us or other personal data you provide that is necessary to answer your questions;
• Technical data: we need this technical data to make our electronic communications run smoothly, such as your IP address.

When you browse our website or visit our social media channels, we process personal data that we receive from cookie providers and social media networks about your activity on our website or on our pages, such as profile information from the online social media account you use to contact us, your IP address, the pages you visit, the browser you use, the sites you have previously visited, your language preference, and the time and duration of your visit. More information about Viapass’ use of cookies can be found in our Cookie Policy.

When you attend our events, we process personal data, such as your name, company name, job title, e-mail address, address, phone numbers, photos and videos taken of you during the event, and whether you want proof of participation.

When you give us your business card or receive your contact information in some other way, we process personal data such, as name, company name, job title, address, phone number and e-mail address.

4. Why do we collect personal data and what legal basis applies for the processing?

We process personal data for a variety of reasons. All processing only occurs using the data necessary to achieve our purpose. We collect the above personal data:

1. To protect our offices

When you perform services in our offices as an employee or contractor’s employee, we also process your personal data for supplier and dispute management (if applicable). The processing of your personal data is based on the agreement with you or our legitimate interest in safeguarding our financial interests in the case of a dispute (if applicable).

2. To process your questions in keeping with our corporate objective, duties and authorisations regarding the kilometre charge for commercial vehicles

When you visit our website to collect or request information about our kilometre charge activities, we need your identification and contact information. We use the information we receive from you in that context solely to provide you with the requested information in the manner you desire. The processing of your personal data is based on the agreement with you, the public interest duties assigned to Viapass, the legal obligations to which Viapass is subject, or our legitimate interest to carry out our duties and authorisations to the best of our ability (in this respect, see also point 2).

3. To inform you about our duties and activities.

We may process your personal data to inform you about our social purpose, duties and authorisations so that we can inform you about matters we believe may interest you. We may also invite you to events. We may do so either in writing or electronically. We also use your personal data for the newsletters you subscribe to. You will receive communications by e-mail only if you have given your explicit consent and to the extent required. We may also analyse your browsing and reading habits and create content for our websites or newsletters that suits your needs. We do this by recording your visits and activities. For example, viewing pages or clicking on links. This allows us to provide easier access to the information you seek.

If you are (a contact person of) a user or contracting party of Viapass, then given our relationship with you, it is in our interest to keep you informed and assume that you want to be kept informed. If you no longer wish to receive our newsletters or invites, you can easily unsubscribe using the unsubscribe button at the bottom of each e-mail or you can contact us directly.

In this case, the processing of your personal data is based on the public interest duties assigned to Viapass or on Viapass’ legitimate interests (soft opt-in) to keep its users informed of our activities. You may object to the processing of your personal data for this purpose at any time unless the processing is based on Viapass’ public interest duties. If you are not (a contact person of) a user or contracting party of Viapass, we process this data based on your consent. You are free to provide us with your personal data for this purpose, and you may withdraw your consent at any time.

4. To process your job application.

When you apply for a position with us (both online and offline), we process personal data, such as your name, contact information, curriculum vitae, marks attained during your education, your correspondence with Viapass, other documents you provide to us and data we may obtain about you from head hunters, employment agencies, selection firms, student associations and/or universities, and from social media or other public sources. Your job application information is only accessible by individuals who must access it as part of their duties. At no time do we share your job application information with agencies or individuals who are not part of Viapass unless you provide explicit consent.

The processing of your personal data for these purposes is based on your consent or request to take steps prior to signing an employment contract. You are free to provide us with your personal data for this purpose. You may also object to such processing and/or withdraw your consent at any time.

Your personal data will be deleted at the latest six months after the conclusion of the job application process (or in case of a speculative job application: deleted six months after your speculative job application), unless you give your consent to keep your personal data in our recruitment database.

You may withdraw your consent at any time.

5. Who can access your personal data?

Viapass manages all personal data. Within Viapass, data is only accessible by individuals who must access it as part of their duties.

Viapass may disclose personal data to third-party service providers and to other parties performing specific (processing) services on our behalf, such as:

• Processors acting on our behalf (i.e. partners, suppliers, subcontractors, external service providers engaged by Viapass), such as software vendors, event venues, security firms, etc. Viapass enters into a data processor agreement with such parties that can access personal data to perform their services;
• IT service providers providing technical support
• Supervisory and other authorities: in specific cases, we may disclose your personal data to supervisory authorities, police, judicial or other authorities where we believe we must comply by law and regulations or based on lawful requests or orders;
• External lawyers and advisors: in specific cases, we may disclose your personal data (including your e-mail correspondence) to lawyers and external advisors when necessary to provide us with advice or to pursue our or your rights;
• Parties intervening in legal proceedings (opposing party, bailiffs, courts, notaries, accountants, experts (appointed by the court), etc.);
• Viapass bookkeepers, accountants, insurance brokers and insurers.

In some cases, we use anonymous aggregated data for external reporting. This data can never be traced back to a particular individual.

At no time do we sell or rent your data to companies or individuals that are not part of Viapass. We consider your data to be confidential information.

If we provided personal data to third parties in some other way, this would occur with explicit communication describing the third party and the purpose of the transfer and processing of the data. We seek your express consent when required by law. You always have the option to object to this.

6. Does Viapass process your personal data outside the European Economic Area (EEA)?

In principle, Viapass strives not to process personal data outside the EEA. Exceptionally, some data may be stored or transferred outside the European Economic Area (EEA) for purposes described above. Such data transfers may occur via service providers located outside the EEA or the data may be stored on a server outside the EEA, or the data may be accessible from outside the EEA.

To this end, Viapass commits to protecting your data appropriately and at an adequate level, in particular by calling upon an adequacy decision under Article 45 of the GDPR for the country to which the data is transferred by entering into standard contractual clauses under Article 46(2) of the GDPR, or by other appropriate safeguards provided for in Chapter V of the GDPR.

If you have questions about the transfer of your personal data outside the EEA, please send a dated and signed request for information to Viapass (see contact information under Section 11).

7. What about links to other websites and social media?

Viapass’ website contains references (for example, hyperlinks, social media plug-ins, and links to social media platforms) to other websites provided by other companies or by social media. Viapass is not responsible for the processing of personal data by such websites, nor does this Privacy Policy apply to those websites. Viapass encourages you to check the Privacy Policies of those websites or social media.

On our website, you can share content with LinkedIn and Facebook or view videos via YouTube. When you use these features of the social media plug-in (for example, the “share button” and so on), information about your usage is transmitted directly from your browser to the relevant social media network. If you are already registered with a social media network during your visit to our website, the operator of that social media network may assign your visit via the social media plug-ins to your personal account. If you are not already a member of a social media network, the social media networks may still receive and store your IP address and information about the browser and operating system you are using through the social media plug-ins.

If you share content from our website directly on a social media page, your personal data will be visible to the visitors of that social media. For the scope and purpose of data collection and further processing and use of data by social media networks and information on rights and settings to protect your privacy, please refer to the Privacy Policies of these social media networks (available here: Facebook, LinkedIn and YouTube).

8. How do we secure your personal data?

Viapass takes reasonable security measures to protect your personal data from being destroyed, lost and altered or from any other unauthorised processing. Our employees are trained to properly handle confidential data. We employ individuals to ensure the security of our infrastructure, and we purchase specialised services that ensure the security of our IT infrastructure. We also use a variety of technical measures to protect your personal data. Should a data leak occur that adversely affects your personal data, you will be personally notified under the circumstances provided by law.

9. How long do we keep your personal data?

We do not retain your personal data longer than necessary for the purposes for which it is processed, while allow for any legal retention obligations. This means the retention period may vary depending on its purpose. Upon expiration of the applicable retention periods, personal data will be completely anonymised or deleted. For example, user data when you contact us is retained for up to 24 months after the last operational contact between us.

10. What are your rights?

You have a number of rights regarding the processing of your personal data. You have the right:

• to request free access to and receive a copy of your personal data processed by Viapass;
• to request the correction of your data if you believe the data is incorrect;
• to request that your data be deleted or its processing restricted;
• to oppose the processing of your personal data at any time, without justification in the case of direct marketing, or with justification in other cases;
• to request the assignability of your data;
• to not be subjected to a decision based solely on automated processing, including profiling, that legally or otherwise significantly affects you;
• to file a complaint with the supervisory authority, namely the Belgian Data Protection Authority. The authority can be contacted by letter at Drukpersstraat 35, 1000 Brussels and by e-mail at the following address: contact@apd-gba.be.

If the processing of your personal data is based on your consent, you may withdraw your consent at any time. The withdrawal of your consent does not affect the lawfulness of processing based on the consent for your withdrawal.

You may address your dated and signed request based on the above rights to dpo_office@viapass.be or by letter to Viapass - De Koninckstraat 40, PO Box 19, 1080 Brussels. Viapass cannot process your request without proof of your identity. Note that applicable law may provide exceptions or impose conditions on the exercise of the above rights.

11. Questions?

We can always provide an appropriate response if you have any questions about our Privacy Policy or would like to contact us to change your data. You can reach us via e-mail, in writing or by phone using the contact information below. You can also file a complaint in the same manner, which we will handle appropriately as soon as possible. If you are not satisfied with our response, you can also contact the government and specifically the Data Protection Authority (DPA). Contact information can be found on their website.

Our contact information:
Viapass
De Koninckstraat 40, PO Box 19
1080 Brussels
E-mail: dpo_office@viapass.be