YOUR DATA, HANDLED PROPERLY.
This privacy policy explains which personal data Hands 4 Events BV processes when you use our website, request a quote or apply as crew, why we do so, and which rights you have.
01Who is responsible?
The controller for the data collected via this website is:
- Zoersel, Antwerp, Belgium
- VAT: BE 0472.661.204
- E-mail: info@hands4events.be
- Phone: +32 479 93 32 29
For any question about this policy or about the processing of your data, contact us at the e-mail address above.
02What data do we process?
We only process data you share with us yourself or that is strictly necessary to run the website. We do not carry out profiling or automated decision-making with legal effects for you.
a) Via the quote form (/offerte or /en/quote)
- Identification & contact data: name, e-mail, phone number (optional), company name, VAT number (or an indication that you are a private individual).
- Event data: project name, event type(s), dates, location, number and type of crew, shift times and free-text notes.
- Attachments: files you voluntarily upload (e.g. site plan, briefing, run sheet).
b) Via the jobs / application form (/jobs or /en/jobs)
If you want to work with us as crew, we process the data you send us by e-mail or through our planning tool:
- Identification & contact data: name, e-mail, phone number.
- CV & candidate data: age, status (day contract/flexi/student/freelance), experience, certificates (e.g. forklift, VCA, work-at-height), availability and motivation.
- Any documents you attach: a CV or certificates you add yourself.
c) Via contact actions
When you tap the phone, e-mail or WhatsApp button, your own device opens the call or message. We do not record the content of those conversations on the website.
d) Technical data & cookies
See our cookie policy for the cookies and trackers the site uses, and how to manage your consent.
03Purpose, legal basis and retention
For each category of data we describe what we use it for, on which legal basis (GDPR art. 6) and how long we keep it.
| Category | Purpose | Legal basis | Retention |
|---|---|---|---|
| Quote request (client) | Answer your request, draw up an offer and prepare and carry out the assignment. | Performance of, or steps prior to, a contract at your request (art. 6.1.b). | Requests without an assignment: up to 24 months after the last contact. Requests leading to an assignment: as long as needed for performance. |
| Application / crew (candidate) | Assess your application, plan an intake and add you to our crew planning. | Consent and/or steps prior to an employment or collaboration agreement (art. 6.1.a / 6.1.b). | Unsuccessful candidates: up to 12 months, then erased (or longer with your consent for a recruitment reserve). |
| Legal obligations | Accounting, VAT and invoicing in case of an actual assignment or employment. | Legal obligation (art. 6.1.c). | In line with statutory periods (e.g. 7 years for accounting records). |
| Security & abuse prevention | Securing the website and preventing form abuse (incl. spam filtering). | Legitimate interest (art. 6.1.f). | No longer than necessary for this purpose. |
| Analytics measurement (if activated) | Understand aggregated site usage, without profiling. | Consent (art. 6.1.a) — see cookie policy. | According to the chosen tool’s retention; currently inactive. |
04Who do we share your data with?
We never sell your data and do not share it for advertising. We only share it with:
- Our own staff and planners, as far as needed to handle your request or application.
- The crew members scheduled, limited to what they need for their shift (project, location, time, contact).
- Our planning tool OnSinch (hands4events.onsinch.com): for crew/candidates, contact and scheduling data is processed in this tool to manage shifts. Client data from the quote form is only processed in OnSinch as far as needed to schedule a specific assignment.
- Our hosting and form provider: the quote and contact form is sent over a secure connection and delivered to our mailbox.
- Accounting, tax and legal service providers, as far as needed to meet legal obligations.
- Competent authorities, only where legally required.
Transfers outside the European Economic Area in principle do not take place. If a processor were to do so, it happens only with appropriate safeguards (e.g. standard contractual clauses).
05How do we secure your data?
We take appropriate technical and organisational measures against loss, misuse and unauthorised access: encrypted transfer (HTTPS), limited access to our mailbox and planning systems, staff awareness around confidentiality, and back-ups via our hosting partner. No security is 100% watertight; report a suspected incident as soon as possible via info@hands4events.be.
06Your rights under the GDPR
Under the General Data Protection Regulation (GDPR) you have the right to:
- Access the data we hold about you.
- Rectification of inaccurate or incomplete data.
- Erasure ("right to be forgotten"), subject to legal retention duties.
- Restriction of processing.
- Objection to processing based on legitimate interest.
- Portability of the data you provided yourself.
- Withdraw your consent at any time, for processing based on consent (without retroactive effect).
Exercise these rights by e-mailing info@hands4events.be. We respond within 30 days.
07Lodging a complaint
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Belgian supervisory authority:
- Drukpersstraat 35, 1000 Brussels, Belgium
- www.gegevensbeschermingsautoriteit.be
08External links & changes
Our website may contain links to third parties (e.g. reference partners or social media). We are not responsible for their privacy policies. We may update this policy when our processing or the law changes; the most recent version is always on this page.