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Admisol Privacy Policy

Since Admisol makes online B2B-applications, and thus handles a lot of delicate company and/or personal information, is a well-developed privacy policy our number one priority. Admisol is subject to the GDPR-Laws. We are entirely aware that you place trust in us as online supplier and take action to continually protect the privacy of your data.

These policies apply exclusively to services provided by Admisol. By using our website and using our online applications, you agree to understand and accept said policies. Admisol cannot be held accountable for privacy policies of other websites, applications and or partners you use separately or in conjunction with our applications.

Admisol respects the privacy of all users and visitors who visit, use, consult, or test our website, webshops or online applications fully and handles the personal information handed to use with the utmost discretion.

Since Admisol continually develops new features, it is possible that our privacy policy will be regularly amended. We therefore suggest consulting the policy on a regular basis.

In this policy statement we explain why and how Admisol gathers and processes data and which measures we take to protect them. This privacy policy can be found:

  • In our online applications
  • In our online manual
  • By request via info@admisol.com

Processing purposes of personal data

Relationship client-customer

Admisol gathers primarily personal data to maintain and guarantee the relationship between Admisol as a supplier and our customers or to guarantee the functioning of Admisol itself. When you sign up to use one of our services, we ask you to provide us with personal data. For this we only ask the most necessary information. This information is only used to provide these services and to fully utilize the collaboration with Admisol. Examples of this are: invoicing of our services, gathering data for internal bookkeeping of Admisol, tracking questions and requests, setting up appointments, …


Accounting and fiscal legislation

Admisol may also gather, store and use information in regards to the Belgian and European accounting and fiscal legislation. For this only the utmost required and necessary data will be used.


Data through other channels

Data gathered through other channels (via e-mail, phone or website,...), are exclusively used for the situation or purpose for which they are supplied, to send you interesting offers, to keep you updated on new developments within our company, for analytical purposes or to optimize our service and user experience through a form of anonymous data processing.

Admisol does not gather any data for different goals than those mentioned in this privacy policy, unless you have given an explicit written permission.

How do you give permission to Admisol to collect your data?

Admisol never gathers userdata without your explicit permission. Through the following channels you give permission for Admisol to gather and preserve your data.


Through daily interaction

When you communicate with Admisol, for example: through e-mail or phonecalls, you give permission to Admisol to gather the data you provide us and use it for the goal you provided it for.


By entering into our agreement

When you enter an agreement with Admisol, you sign the pro-forma invoice. In the conditions referenced within the proforma invoice, Admisol informs their customer that their data will be preserved to make maintain the cooperation, relationship between the client and customer, to send you interesting offers, to keep you updated on new developments within our company, for analytical purposes or to optimize our service and user experience. In the welcomes mail with the first invoice you will also receive a link to the privacy policy.


By requesting a test-account

You can request a free test-account through the Admisol website. When completing your registration, you will be asked to fill in certain company details. This data will only be used to guide you through the basis of the online application, to answer your questions, etc. When completing the registration, you will be given the opportunity to consult and accept our privacy policy.


By using our online applications

You can always consult our privacy and cookie policy in all our online applications. When using our online applications, you show us that you have consulted and accepted this privacy policy. When logging in to the applications, our customers are notified of the use of cookies by a notification, which allows them to consult our privacy and cookie policy.


By accepting our cookie policy

When visiting the Admisol website for the first time, you will be notified of the use of cookies through a notification. This notification offers you the opportunity to read our cookie policy or to refuse the use of cookies by Admisol.


By subscribing to our newsletter

When visiting the Admisol website, you can subscribe to our newsletter by filling in your e-mail address. This e-mail address will be used to keep you updated on our latest company news or interesting promotions until you unsubscribe.

Categories of personal data

In no circumstances does Admisol collect personal data that falls within the special (read: delicate) categories defined by the GDPR regulation, such as personal data revealing:

  • racial or ethnic origin
  • religious or philosophical beliefs
  • political opinions or trade union membership
  • a natural person’s sex life or sexual orientation
  • medical information
  • biometric data for the purpose of uniquely identifying a natural person
  • personal data relating to criminal convictions and offences

Financial data that is stored by customers in our online applications (for example: business results, bank statements, bookings, fiscal documents, …) are considered to be sensitive data and, therefore, are treated carefully and secured through the safety measures explained in .7 of this general privacy policy.

Through which channels does Admisol collect your data?

By mail

When you send us an e-mail, it is possible that we keep those messages. In some situations, Admisol asks you for personal details that are relevant to the situation in question. This enables us to treat and answer your requests. These data also form a vital part of the chain in certain internal business processes, like for example: to account for hours worked.


Through the Admisol applications

When using our online applications, Admisol can ask you to fill in personal details. These data is only used to ensure the daily operation of Admisol as a company or to follow certain safety procedures inside the application. Furthermore, data can be collected anonymously for analytical purposes or in order to optimize the performance of our online applications and to improve their user experience.

All data that is sent to us using support tickets is stored and registered. In some situations, Admisol can ask you for personal data that are relevant to the situation in question. This enables us to treat and answer your requests. These data also form a vital part of the chain in certain internal business processes, like for example: to account for hours worked.


Through the Admisol website

When visiting our website, Admisol collects data for research purposes in order to get a better understanding of our customers and to coordinate our services accordingly. Our website uses cookies (text files that are installed on your computer) to help us analyse the ways in which our visitors use our site. Admisol uses this information exclusively to keep track of how you use our website, to compile reports on website activity and to monitor and improve the user experience and performance of our website.

You can also contact us through the Admisol website with the general contact form. When you send us messages through this channel, it is possible that we keep those messages. This enables us to treat and answer your requests.


Through daily interaction

Sometimes personal data may be collected as a result of day-to-day communication with Admisol and its employees. Examples include data obtained from telephone calls and meetings with customers. Here too, the policy rule applies that only the information that is necessary to enable the cooperation with the customer or to help the customer is collected. These data can be stored by Admisol to account for certain decisions, general billing, etc.


Through camera images in our company buildings

The Admisol company buildings are constantly under surveillance. As a visitor you will also be filmed. These camera images are continuously recorded to meet the following goals:

  • Guaranteeing the safety of employees
  • Protecting the goods and company premises of Admisol

How does Admisol protect your data?

Data obtained through email traffic

Data generated from e-mail traffic is always stored on Admisol’s own secure servers or on those of a third party. Data will only be stored with third parties if they have previously been deemed suitable by Admisol for the storage of personal data and if they comply without exception with the Belgian and European privacy legislation.

Admisol never combines this information with other personal data, nor are they shared with third parties. Data generated from e-mail traffic is only shared with Admisol employees if this is required to help the customer. These data will never be used for training purposes.

Admisol always sends her e-mails with the following statement, in order to prevent that personal data is used, distributed or stored unlawfully:

"The information in this e-mail is intended exclusively for the addressee. unlawful reading, use, storage or distribution is punishable. If this e-mail is not intended for you, you must inform Admisol immediately and in writing by means of a reply to this e-mail to info@admisol.com. You must then immediately remove this e-mail as well as any backups from your systems. Thank you for your understanding."


Data obtained through the Admisol applications

Data generated from the Admisol online applications are kept at least and simultaneously on 2 different servers in 2 different professional data centers, within Belgium. In these data centers, our own servers are located in closed and secured racks and rooms. These Belgian data centers are subject to the Belgian and European privacy legislation.

Data is also stored locally on servers at our company location, which are also located in a closed and secure room. The state, security and activity of the servers is constantly monitored and adjusted. Admisol never combines this information with other personal data, nor are they shared with third parties.

Admisol passes on every (attempted) burglary to the Federal Computer Crime Unit and the Data Protection Authority, according to our internal company procedures. If there is a risk for the customer to theft of data, similar damage or a violation of rights and freedoms of persons, then the relevant customers will be informed in writing within 72 hours. Data from databases and backups are also always encrypted, which minimizes the risk of unauthorized use of data in case of infringements.

Our applications are also ready to be ISO standardized. Each action of each user is continuously logged in order to ensure transparency and control and to avoid conflict situations. Information that is logged will only be consulted if requested explicitly, in advance and in writing by the customer or an authorized authority.

All data stored in Admisol are accessible online anytime and anywhere using a username and password, which is theoretically unsafe. Your username and password can be stolen, which is why Admisol takes strict security measures:

  • Passwords are never stored in the Admisol applications. Admisol only stores the so called password ‘hash’. On the client, for example your internet browser, Admisol App, … the hash is calculated locally. Next, the calculated hash is sent to Admisol over the internet, where it is compared to the hash in our application. This means that our employees can never access the passwords of customers.
  • Admisol offers you the option of two factor authentication. When logging in, customers can choose to receive a text message with a unique and temporary code that they must enter for confirmation.
  • Most customers work online with their accountant. Most of the time, accountants also use a two factor authentication. If this is not the case, and the customer does use this type of authentication, then the accountant will also receive a text message with a code on his registered cellphone number.
  • For important, impactful or irreversible actions in the Admisol applications, a security code is always sent in a text message to the customer.
  • Admisol advises customers to limit the IP addresses from which Admisol can be used to the absolute minimum (the IP addresses of the users).
  • If the customer has set a restriction on certain IP addresses, then this does not necessarily apply to the accountant. He has his own IP range from which he can access the customer files. If the accountant’s IP range differs from the customer’s IP range, then the accountant is able to access the customer files from each location as set in Admisol AND each location of each user as set in the customer files.
  • Admisol advises its users of Admisol Accountancy to enable at least a two factor authentication and preferably to limit the IP range to the offices and residences of employees as well.
  • There can always be (fragments of) personal data in the cache of the browser. That is why Admisol advises customers to regularly clear their browser cache.
  • Some internet browsers are safer or more stable than others, which is why Admisol advises customers to use Google Chrome or Mozilla Firefox. These are the only supported browsers. If a customer uses a non supported browser, then he will be notified in writing after logging in.
  • Data from databases and backups is always encrypted

Although Admisol employees don’t have access to passwords of customers, customer support employees theoretically do have access to all customer files. In accordance with our internal company procedures, it is impossible for them to consult customer files without the customer having given explicit and written consent through the support screen in the online applications. In this way, each action is logged again to avoid conflicts. Customers also have the possibility to deny helpdesk employees access to their files by clicking the corresponding option in the support screen.

Admisol employees never pass on personal data of customers to third parties, unless they received an explicit and written consent through the support screen in the online applications or are forced to do so by a legal authority.


Data obtained through the Admisol website

The Admisol website is entirely hosted and secured on or own servers. For this, Admisol does not depend on an external partner.

Personal data obtained by cookies (text files that are installed on your computer) are gathered through anonymization of the IP address. This enables Admisol to analyse the way our visitors use our website on a global scale, without making any personal or address data recognizable.

Admisol only uses these data to analyse how our website is used, to compile reports on website activity and to monitor and improve the user experience and performance of our website.

Data obtained via the contact form on our website are subject to the same privacy policy as data obtained via email, namely:

"Data generated from e-mail traffic is always stored on Admisol’s own secure servers or on those of a third party. Data will only be stored with third parties if they have previously been deemed suitable by Admisol for the storage of personal data and if they comply without exception with the Belgian and European privacy legislation. Admisol never combines this information with other personal data, nor are they shared with third parties. Data generated from e-mail traffic is only shared with Admisol employees if this is required to help the customer. These data will never be used for training purposes."


Data obtained through daily interaction

Personal data obtained through day-to-day communication with Admisol and its employees are only collected if they are necessary to enable collaboration with the customer or to be able to help him / her.

Because phone calls can also contain sensitive and private information, under no circumstances they are recorded or used for training purposes. If telephone contacts take place in which several employees are involved or listen in on behalf of the customer, the customer is always first informed on this.

Appointments that take place in Admisol’s company premises always take place in a separate conference room and are never recorded, filmed or used for training purposes. This way, Admisol ensures the privacy and discretion that are required to maintain a good understanding with customers.

Personal data and information obtained through these appointments or telephone calls can be kept by Admisol in the following ways:

  • Written: in the form of notes by employees
  • In the secured Admisol CRM environment
  • In the form of digital reports

Data stored in writing

In some situations, employees can keep written notes of meetings, phone calls, … with customers. When doing so, Admisol employees must respect the company’s internal policy procedures:

  • Notes are only made by employees in their personal notebooks provided by Admisol.
  • Employee notes will under no circumstances be taken to locations other than those for which they were originally intended.
  • Each employee must be in possession of his or her own personal notebooks. These won’t be left unattended under any circumstances.
  • Notes that are no longer relevant are never just thrown away, but are stored in special and secured archives.
  • Each abuse or unlawful use of personal data or entrusted data by Admisol employees will result in internal sanctions and / or appropriate measures.

Data stored in the Admisol CRM environment / digital reports

Personal information and data obtained through appointments and telephone calls is usually stored by Admisol employees in our secured and self developed CRM environment or in digital reports within our own online applications. The data in this environment is therefore covered by the same privacy and security policies as those used for our online applications.

These data are exclusively used in order to enable collaboration with customers, keep appointments or to be able to help them and are only shared with Admisol employees if this is required to help customers. No data in this environment are shared with third parties or combined with other obtained data through different channels.

Data that are no longer relevant are hidden in the CRM environment or digital reports, but are never fully deleted. This in order to make a correct and complete account of our services possible.


Data obtained through telephone calls

In order to respect the customer’s privacy and to make a correct and complete account of our services possible, Admisol employees must respect the following guidelines for telephone calls:

  • The employee’s telephone traffic is always logged
  • Telephone calls are never recorded without the correspondent’s consent
  • Telephone calls are never used for training purposes without the correspondent’s consent
  • Data obtained through telephone calls are never shared with third parties
  • Data obtained through telephone calls are only used for the purpose for which they were originally provided, for example to help the customer
  • If a situation requires one or more employees to listen along with a telephone call, then the correspondent’s permission needs to be asked for first.

Data obtained through job applications or interviews

Even though data obtained through job applications are usually provided by the job applicant himself, Admisol does take some security measures in order to ensure the privacy of personal data:

  • Personal data concerning job applicants is never actively collected or looked up
  • In the course of a spontaneous application, the job applicant comes into contact with the general privacy policy and is also asked to accept it
  • Data obtained through job applications are never shared with third parties
  • Data obtained through job applications are only used for the purpose for which they were originally provided, namely the evaluation and assessment of the job applicant’s suitability
  • During applications, Admisol only uses or collects the data necessary to evaluate the job applicant
  • During applications, Admisol never actively asks about special categories of personal data, nor can they have an impact on the eventual assessment of the job applicant
  • Data obtained through job applications are immediately deleted after the assessment of the job applicant
  • Admisol does not use automated decision making or profiling tools to assess or evaluate job applicants
  • External recruitment or human resources partners are carefully selected by Admisol, in order to ensure the protecting of the job applicant’s personal data in a relationship of trust
  • The number of external recruitment or human resources partners is kept to a minimum

Categories of recipients

In general, the recipients who have access to personal data stored by Admisol can be classified into the following categories:

  • The data subject or owner of the data
  • Admisol employees
  • Admisol partners
  • Competent authorities
  • Third parties

The data subject

Anyone who entrusts personal data or information to Admisol through daily communication, use of our online applications, visits to our website, ..., always remains the owner of the entrusted data or information. This way, the data subject always has the right to obtain information about the processing of data or to view, correct, delete, dispute or transfer the data relating to him or her.


Admisol employees

The main group of recipients who, apart from data subjects, could have access to the personal data stored by Admisol are its own employees. Admisol employees always need to respect and obey strict internal procedures and work regulations when working with personal data.

Employees can only use personal data after explicit consent of the data subject (read: customer). For example: they may never consult a customer’s file without prior approval in the form of a help request from the file owner or data subject.

Employees can only use personal data or share them with colleagues if this is necessary to be able to help the customer and to enable a professional customer relationship. These data is only used for the purpose for which they were originally provided by the data subject and are never used for training purposes.

Admisol always ensures the privacy and discretion that are required to enable and maintain a good customer relationship.


Admisol partners

Admisol uses partners to make daily operations possible, for example professional data centers in Bruges and Brussels where our data is stored.

Personal data will only stored with third parties (partners) if they have previously been deemed suitable by Admisol for the storage of personal data and if they comply without exception with the Belgian and European privacy legislation.

Personal data will only stored with third parties (partners) when this is required for a proper daily functioning of Admisol. This relationship is purely functional. Admisol personally checks the security of this data and always keeps control over what happens with it. Admisol never combines personal data with other personal data stored or passes any personal data on to third parties.


Competent authorities

In the following exceptional cases, Admisol may also share personal data with competent authorities, namely:

  1. In the event that an incident has occurred and resulted in the loss or unlawful processing of personal data, and thus a data breach occurs, the incident is reported ti 2 competent authorities, namely:
    • The DPA: Data Protection Authority
    • De Federal Computer Crime Unit of the Belgian Federal Police
  2. In the event that a competent authority turns to Admisol with a written and binding request for access to a limited group of data, for example in criminal investigations.

Third parties

Under no circumstances will data or personal data be shared by Admisol with third parties.

What rights do you have regarding your data and how does Admisol respect them?

The right to transparent information

Admisol is not allowed to process your personal data without you being (made) aware. Admisol tries to meet this right by taking the following measures:

  • No one can use our services / online applications without having signed a proforma invoice beforehand. This proforma invoice clearly describes what we can do with your personal data.
  • This privacy policy can also be consulted in the help section of our online applications, our online manual or can be received by sending an e-mail to info@admisol.com
  • By using our online applications, our customers show us that they have read and accepted our privacy policy. Most of the personal data that are collected are provided by the customer himself (by e-mail, through phone calls, etc.) or directly put in the applications. Furthermore, customers are explicitly asked to read and accept our privacy policy through multiple channels.
  • When visitors end up on our website, they are informed by the use of cookies through a clear and visible notification that enables them to read our cookie policy and shows them how to disable the use of or delete existing cookies.

The right to access personal data

Admisol’s data subjects always have the right to receive more information regarding the processing of their personal data and lots of other things, like:

  • The processing purposes.
  • The categories of personal data.
  • The recipients or categories of recipients to whom their personal data can be passed on.
  • The period within which the personal data will be stored, collected or processed.
  • The statement that states that you have the right to have the processed data rectified, deleted or to file a complaint with a supervisory authority.

Furthermore, you always have the right to access all personal data collected by Admisol. For this, you can always file an electronic request for access through the help section of our online applications (read: support ticket) or via a registered letter to the Admisol head office. Admisol is then obliged to provide you with a free copy of the personal data processed by Admisol, within a month after having received your request.


The right to rectification (correction) and restriction of processing

You always have the right to correct incorrect or incomplete personal data, or to restrict the further processing of data until incorrect or incomplete data has been rectified or completed.

Customers can always adjust their data themselves in the Admisol online applications. Also, you can always file an electronic request for data modification through the help section of our online applications (read: support ticket) or via a registered letter to the Admisol head office.

If you request the correction of certain data, then Admisol is obliged to provide you with an answer within a month of the request.


The right to be forgotten (erasure)

The European GDPR legislation states that, in certain cases, the data subject has the right to be forgotten. This means that the data subject can ask the data processor to erase all his personal data from his database(s) without unreasonable delay.

However, this is only possible if this request is not in conflict with other legal obligations described in Union or Member State (Belgian) law. As a supplier of online accounting software, this is also the case with Admisol. Admisol interprets this right, based on the Belgian accounting legislation, as follows:

  • Accounting data and documents must be retained for at least a period of 7 years.
  • Investments must be retained until the moment they are put out of use. Attention: so not until the investment has been depreciated!
  • All documents that precede an invoice must be retained for the same amount of time as the invoice itself. Examples of this are: order forms, pricing offers, delivery notes, transport certificates, etc.

Also, all support tickets, e-mails, scheduled appointments, etc. are kept by Admisol. These data form a vital part of the internal operations and must remain consultable, for example in order to account for hours worked.

Therefore, the Belgian accounting legislation makes the erasure of data by Admisol practically impossible.

The European GDPR legislation also states that, after having forgotten the data subject (after having erased all his personal data), all his personal data must be erased from all existing backups as well. Admisol simultaneously takes backups on at least 2 different locations in Belgium, through at least 2 different methods. All backups are taken automatically from all customer files in which there has been any user activity the previous day, with a minimal frequence of once a month.

When one combines the European GDPR legislation with the Belgian accounting legislation, one could state that Admisol is only obliged to erase a certain part of its backups (namely the part of the data that according to the Belgian Accounting Legislation no longer has to be kept). Admisol’s current backup structure makes it technically impossible to remove parts of data from a backup. This would not be allowed either, since these backups are the origin of the Admisol billing.

In order to respect your right to be forgotten anyway, Admisol offers you the following solution.

If you, as a customer, claim your right to be forgotten by Admisol, Admisol will take the following measures:

  1. You will be added to a register of data subjects who have claimed their right to be forgotten.
  2. All your data will be removed from the operational flow (to the extent that this is not contrary to Belgian or European legislation or contractual obligations).
  3. It is technically not possible for Admisol to permanently erase all your data from our backups. So it is possible that some information needs to remain stored for a longer period of time.
    • All data collected in backups are standardly separated from the operational flow.
    • If a backup ever needs to be reinstated, then Admisol is obliged to first delete your personal data on it before the backup can be used or replaced.
  4. You will be informed of the processing of your request in writing within one month

The right to object

In general

The European GDPR legislation states that the data subject also has the right to object the further processing of his personal data, based on serious and justified reasons. This unless this request is contrary to other legal obligations described in Union or Member State (Belgian) law or unless the processing of data is necessary to execute a concluded agreement. To read what the possibilities at Admisol are, see "9.4. Right to be forgotten "in this privacy policy.

When data is collected for direct marketing purposes, then the data subject can object free of charge and without any justification to the processing of his data.

Today, Admisol uses only one type of direct marketing to approach prospects and customers, being: Direct mailing by e-mail: newsletters.

Admisol always provides its recipients with the following possibilities to unsubscribe to the correspondence: A possibility to unsubscribe is present in every newsletter or commercial email.

The deregistration on such correspondence is always executed within the fastest possible period and is completely free of charge. Moreover, the data subject is always informed in writing (via a reply by mail) of a successful deregistration or any problems with the completion of this procedure.

After completing the unsubscribe procedure, the relevant personal data will never be used for direct marketing purposes again, unless the data subject gives prior explicit and written permission to Admisol. This can be done in 2 ways:

  • By subscribing to our newsletter on the Admisol website
  • By sending an e-mail to info@admisol.com

The right to file a complaint

The European Commission states that you have also the right to file a complaint with the competent authority when you think that your rights on personal data protection are being / were violated.

In Belgium, you can file this complaint with the Data Protection Authority (DPA). You can always find more information via https://www.dataprotectionauthority.be/.


The right to be excluded from automated decision-making and profiling

As a data subject, you have the right not to be subjected to any form of data processing based on automated decision-making or profiling. For example: the automatic screening of your internet usage in order to send you customized ads.

This does not apply to Admisol, since no personal data is collected based on profiling or automated decision-making in any way or in any of our applications.


The right to portability

The European GDPR legislation states that, as a user of our online applications, you also have the right to receive all your personal data in a structured, courant and machine readable form. Furthermore, you have the right to have this data transferred to another processor, without being slowed down by Admisol. In Admisol, the following types of data transfers exist already:

  1. Transfer of data at the termination of the Admisol subscription
  2. Transfer of data to another accountant
  3. Transfer of data from the accountant to the customer
  4. Transfer of data to another user account (within the same customer file)

Admisol also offers you the possibility to export all your available data to at least one of the following formats: .xls, .csv, .pdf or .xml. After submitting the procedure to stop your subscription, Admisol always gives you 3 months time to export all your personal data.

Furthermore, you have the right to have your personal data transferred to another processor by Admisol within one month after submitting your request and free of charge. You can request this in 2 ways:

  • By sending us a support ticket through the support screen in our applications
  • Via a registered letter to our head office (Admisol NV, Ferdinand Lousbergskaai 103, 9000 Gent)

You can always address our helpdesk for more information about one of the data transfers mentioned above.

Questions and feedback

Remark 1

Because of Admisol’s continuous developments and updates, this privacy policy can be updated in the near future. That is why Admisol advises you to consult this privacy policy regularly, so that you don’t miss out on anything. This privacy policy was last adjusted on 25/05/2018.


Remark 2

This privacy policy is closely linked to our cookie policy. That is why Admisol advises you to consult our cookie policy as well.


If you have any questions about this privacy policy, please do not hesitate to contact us!