Privacy statement on the protection of the personal data of the users of Toolsquare

version: 1 - date: 8 June 2022

1. Object

Through this privacy statement Toolsquare wants to inform the users about the personal data that are processed in the context of the use of the Toolsquare platform.

The processing of personal details of the user is justified and necessary for either the execution of the contract between Toolsquare and the client and/or the execution of the employment contract between the person involved and the client.

Through this privacy statement Toolsquare guarantees that you, the user:

  • remain informed about our processing of your personal data and about your rights;
  • Maintain control over the personal data we process;
  • can exercise your rights with regard to your personal data.

This statement has been prepared in implementation of and in accordance with the provisions of the Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data and the General Data Protection Regulation (Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data).

2. Processing of personal data - data and purposes

Toolsquare processes the following personal data of the users for the following purpose:

Purpose: Management, access and use of equipment

The processing of the user's personal data is justified and necessary for the execution of the employment contract/agreement.

Personal identification data :

  • name and first name;
  • email address;
  • phone number
  • password;
  • identification data employer/{Client};
  • start and end of machine use;
  • billing data (only applicable if the use of the equipment takes place outside the framework of employment contract)

3. Duration of processing.

Toolsquare does not keep the data longer than necessary to achieve the purposes.

Users' data are processed during the period of use of the platform until one month after the inactivation of the account or at the latest until 1 year after the last activity on the platform by the user.

In the event of termination of the contractual relationship between the user and the Principal, the account must be inactivated as soon as possible. If the user or the Client did not take the initiative to do so themselves, the Client commits to inform Toolsquare as soon as possible about the termination of the contractual relationship between the user and the Client in view of the inactivation of the account.

Toolsquare will keep the processed data regarding the use of the device for one month after the activity. After this period, these data will be automatically pseudonymized provided that the activity is not related to an outstanding invoice to be paid by the user, or unless the user has explicitly stated that these data may be kept during the period the user account is active.

4. User rights

As part of the new GDPR regulations on the processing of personal data, each individual and therefore also the user has been granted new rights since May 25, 2018. Below is an overview of these rights.

Right to access your personal data

The user is always entitled to access and inspect the personal data processed by Toolsquare. If the user requests this, Toolsquare will provide a copy of these personal data.

Right to correct your personal data

The user always has the right to have incorrect, incomplete, inappropriate or outdated personal data removed or rectified.

Right to erasure of your personal data

The user has the right to erasure of his personal data if:

  • the processing is no longer necessary for the purposes for which it was processed;
  • the data were processed unlawfully;
  • the user justifiably objects to the processing.

Right to restriction of certain processing

The user has the right to restrict data processing if:

  • the user disputes the accuracy of the data for a period of time that allows Toolsquare to verify the accuracy.
  • the processing is unlawful and the user opposes the erasure of the personal data and instead request the restriction of their use.
  • Toolsquare no longer needs the user's personal data for the processing purposes, but the user still needs them for the establishment, exercise or substantiation of a legal claim.
  • The user has objected to a processing, pending the answer to the question whether this objection is is justified.

Right to transfer of personal data

The user has the right to obtain the personal data processed by Toolsquare in a structured, commonly used and digital form.

Right to object to certain processing

The user always has the right to object to the processing for reasons related to his/her specific situation.

The data controller shall immediately cease processing the personal data, unless it establishes compelling legitimate grounds for the processing that outweigh the interests, rights and freedoms of the user or that are related to the establishment, exercise or substantiation of a legal claim.

Right to lodge a complaint with the supervisory authority

If the user believes that the processing of his personal data is not in line with the legislation, the user can complain about it to Data Protection Authority.

Exercise of privacy rights

To exercise the privacy rights mentioned above, the user must date and sign his written request and attach a copy of his identity card. This request shall be addressed by mail to Toolsquare at the email address

This request is free of charge, except when Toolsquare considers the request to be manifestly unfounded or excessive (as is the case with repeated requests, among others).

For every additional copy requested, Toolsquare can also demand the payment of a reasonable fee based on the administrative costs.

This request to obtain a copy of the data will be dealt with within one month. This term can be extended with two months, taking into account the complexity and the number of requests. In the event that the deadline is extended, the user will be informed of this and the reasons for the extension will be given.

5. Data security and procedure in the event of a breach

Users' personal data are considered strictly confidential. Toolsquare takes the appropriate technical and organizational measures to protect the provided and collected personal data against destruction, loss, unintentional modification, damage, accidental or unlawful access or any other unauthorized processing of personal data.

If, despite the necessary security measures, the rights and freedoms of the users with regard to their personal data (deletion, loss, modification, unauthorized disclosure) are violated, Toolsquare will take the necessary steps to report this to the Data Protection Authority within 72 hours following the knowledge of the violation, unless the violation is not of such a nature as to pose a risk to the rights and freedoms of the user.

The Processing Controller shall record each personal data breach in a register. This register restates the facts underlying this violation, its consequences and the remedial measures undertaken.

If the personal data breach poses an increased risk to the user's rights and obligations, Toolsquare shall bring the breach to the attention of the user concerned as soon as possible.

The user has the right to file a complaint with the Data Protection Authority (former Privacy Commission).

6. Adjustment of this statement

Toolsquare reserves the right to amend the privacy statement, as well as to update it at any time.

If significant changes are made to this statement, the statement update date will be updated and users will be notified and provided with a copy of the updated statement.