Privacy Statement

iO bv Privacy Statement

This Privacy Statement regulates the processing of your personal data as part of our service to you as a client, applicant and other involved parties. These processing operations are always carried out by iO bv, hereinafter referred to as iO, as the controller. Company has its registered office at Kleine Markt 7-9 b. 25 2000 Antwerpen with company number BE 0440.351.096.

iO takes your privacy seriously. With this Privacy Statement we would like to inform you as clearly as possible about how we collect and use your personal data. This Privacy Statement is compliant with the standards of Belgian and European legislation on the protection of privacy and the GDPR (General Data Protection Regulation).

More specifically, iO will always treat the personal data lawfully for specific purposes. We will take the necessary steps to never ask for more personal data than necessary or to keep this personal data longer than necessary. Finally, iO takes the technical and organizational measures that guarantee appropriate security of personal data. iO does not yet have a DPO. According to the current GDPR regulations, this is also not necessary, given the size of our company and the limited extent to which we process personal data.

This Privacy Statement is version one and was last updated on 30/04/2020.

iO bv

iO is a sign supplies specialist, a wholesaler of components for (illuminated) advertising and visual communication. iO delivers high quality innovative products to the sign professional.

Thus, we come into contact with personal data of our own customers as of our suppliers. iO is responsible for this data and for dealing with it in a proper manner that complies with the relevant legal requirements.

Personal Data

‘Personal data’ means all information about an identified or identifiable natural person (hereinafter also referred to as ‘data’). The data can be collected in various ways, in particular when:

  • you use our administrative services (customer);
  • you are applying for a vacancy or an internship (applicant);
  • you visit our website and contact us via the online contact form and/or e-mail (prospect, visitor);
  • you are a supplier/freelancer;
  • you subscribe to our newsletter (subscriber).

Which personal data do we process?

iO can collect your data directly or obtain it from third parties in case you have given your consent for this. We process your data in order to communicate by email, by filling in the contact form on the website, when sending our newsletter, when processing orders, for billing purposes and when we communicate over the phone.

Customer / prospect

If you are a customer or in the run-up of a possible collaboration, we save your contact and billing information in our CRM and billing software. We list:

  • first name;
  • surname;
  • address;
  • telephone and/or mobile number;
  • email;
  • language;
  • company;
  • photo (if available);
  • and other general billing information.


When you apply for a permanent position or internship with us, we process the following:

  • first name;
  • surname;
  • telephone and/or mobile number;

Visitor website

When you use our website, we only keep personal data that has been automatically collected by using the website, such as IP address, browser type and operating system, the number of times you have visited the website and the pages you have visited. These personal data are obtained through the use of cookies. iO will only use this data for global statistical and performance purposes. More information about our cookie statement can be found a little further in this statement.

In addition, when you complete the contact form on our website, we will only use your data for the purpose of processing your message:

  • first name;
  • surname;
  • telephone and/or mobile number;
  • email;

Supplier / freelancer

When you are a supplier or freelancer for iO, we process:

  • first name;
  • surname;
  • address;
  • telephone and/or mobile number;
  • email;
  • language;
  • company;
  • photo (if available);
  • bank details;
  • and other general billing information.


When you subscribe to our newsletter, we save your email address. We need this to be able to send you the newsletter.

Processing purposes

iO ensures that they only collect and process the data that are adequate, relevant and limited to what is necessary for the purposes for which they are processed.

What do we do with this data?

In order to maintain a professional relationship, we process personal data for the following purposes:

  • customer management:
  • invoicing and administration;
  • planning projects and communication regarding current projects and quotes;
  • send and use feedback forms to improve our services;
  • supplier management - invoicing and administration;
  • recruitment and job applications;
  • communication regarding our services and other similar communication.

Why do we process that data?

iO collects this information in order to fulfil its administrative obligations regarding purchase and sales invoicing or to keep our legally required accounting.

We also fulfil our contractual obligations to our customers to successfully complete projects, orders, quotes, etc.

Regarding recruitment, we collect data from people who apply, whether or not spontaneously. The applicant can respond to a job offer posted on our website or social media, via emails or other distinct actions in which an applicant indicates that he or she is interested in applying for a job with us.

We invoke our legitimate interest to send you a non-committal feedback form during or after a project. This in regarding to optimize our services by testing the satisfaction of our customers and the skills of our employees.

For sending our newsletter, we also invoke, in addition to permission, a legitimate interest. This is because the content of this newsletter relates to our core business and our daily operations, whereby our customers benefit from.

Retention period

Personal data may not be kept longer than necessary in relation to the purposes for which it is processed. Legal retention periods must also be taken into account. The retention period may differ from that point of view depending on the purpose.

  • customer management:
    • Invoicing and administration:
      • 7 years
    • planning projects and communication regarding current projects and quotes:
      • 7 years – relates to invoicing and administration
    • send and use feedback forms to improve our services:
      • up to 1 year after receiving a completed feedback form
    • supplier management - invoicing and administration:
      • 7 year
    • recruitment and job applications:
      • not accepted: will be deleted within one month after application
      • not hired, but interesting candidate: recruitment reserve list, if permission is given the data will be kept for 1 year after application
    • communication regarding our services and other similar communication:
      • during the customer relationship with iO
      • until withdrawal of consent or you object

Transfer to third parties

Under no circumstances will iO transfer the provided and collected personal data to third parties, unless this is necessary to perform our services.

For example, our email system runs externally because a company that specializes in this can offer more guarantees regarding security than we could do ourselves.

To ensure that our invoices, feedback forms, quotes, orders, etc. arrive correctly, your data is stored in an externally hosted application. The same applies for sending our newsletters.

Furthermore, in exceptional cases, we have a legal obligation to save certain personal data about you and/or to communicate this to governmental and/or judicial authorities, e.g. with regards to tax obligations or concerning a police or judicial investigation.

In concrete terms, this means that we do not provide personal data to parties who use this data for their own purposes. We otherwise use a couple of processors, which means that it concerns parties that may only process your data for the purposes that we determine. In this way we use suppliers such as IT companies, organizations that provide legal assistance and administrative support, social secretariat, an external copywriter, ...


We use cookies on the iO website

Cookies are small text files that are stored on your computer or mobile device when you visit our websites. These cookies contain information, eg. language preference, so it’s not required to enter this information each new time you visit our website. Some cookies ensure that a website appears graphically neat, while others make sure a website application works correctly. If you do not want a website to save cookies on your computer, you can set up your browser this way.

Types of cookies that can be used

  • First party cookies are only used by a website itself. It ensures that the website functions properly and that your preferences are saved for the next time you visit.
  • Third party cookies are placed by a third party with a different domain name on the website and should make your user experience better and more personal.

How do you turn off cookies?

If you wish to block cookies, you can modify your browser settings. To do so, we refer you to the help page of your specific browser:

Please note that turning off cookies may cause that certain graphic elements aren’t so clear anymore, or that it is impossible to use certain applications.

Which cookies uses iO?

iO takes the necessary steps to ensure that the website runs smoothly, which means that some parts of the website require the use of cookies. Certain cookies are used to ensure that the website functions at its best. iO has a legitimate interest in the use of these cookies.

The following chart shows which cookies process what kinds of personal data and for which purposes. The chart also contains information about the retention period of the data and the basis on which the justification of the processing activity is based (lawfulness of processing):



Retention period

Goal – Reason of use



29 days

Used by the content network, Cloudflare, to identify trusted web traffic.



1 day

Preserves users states across page requests.



2 years

Registers a unique ID that is used to generate statistical data on how the visitor uses the website.



1 day

Used by Google Analytics to throttle request rate.



1 day

Registers a unique ID that is used to generate statistical data on how the visitor uses the website.




Used to send data to Google Analytics about the visitor's device an d behaviour. Tracks the visitor across

devices and marketing channels.




This cookie is used to send data to Google Analytics about the visitor's device and behaviour. It tracks the visitor across devices and marketing channels.


What are your rights? 

In accordance with the General Data Protection Regulation of 26 April 2016 (GDPR), you have specific rights with regard to the processing of your personal data. This section provides this information. All requests to practise these rights of the data subject, can be sent to [email protected].

Below we summarize all relevant rights.

Right to access, rectification, transferability and limitation of personal data

Data subjects have the right to look into all personal data that we collect from them (access). Any incorrect or incomplete data can be changed/supplemented or deleted (rectification), or asked not to be processed because of the incorrectness (limitation of personal data). You can also request to transfer your digital personal data to another organization with a similar service or to receive it yourself in a universally readable format (transferability).

Right to withdraw your permission

You have the right to withdraw your consent at any time.

In the case of your subscription to our newsletter, you can also unsubscribe via an unsubscribe link that you will find in every newsletter.

Right to be forgotten

Data subjects have the right to have their data removed from our databases, if they are no longer required regarding the purposes of this Privacy Statement; or if you withdraw your consent for processing your data.

Please note: this right does not always apply. In some cases it is not possible to delete your data, but we will clearly indicate this if so.

Right to object

If you find that we do not process your personal data correctly, you can object to this type of processing. For example, in the context of newsletters, marketing, or other processing that is not necessary regarding our professional relationship.

Right to make a complaint

If you believe that we have processed your data unlawfully, you have the right to submit a complaint to the Supervisory Authority in Belgium:


iO has the right to change this Privacy Statement. Every edit will be published on our website. In case of changes, the new edition of the Privacy Statement is applicable after the date of publication. When we make changes to our statement, we will adjust the date and issue number of the ‘latest update’ of our Privacy Statement. Substantial changes will be mentioned on our homepage. Nevertheless, we encourage you to regularly read our Privacy Statement.

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