Privacy policy

1. Who we are

This website and related services are operated by RGI bv, trading as FreelanceProjectManager.be, based in 2470 Retie, Belgium.
📩 Contact: info@freelanceprojectmanager.be

2. What personal data do we collect?

We only process personal data that is necessary:

• Website visitors: name, email, message content, IP address, browser details, cookies.
• Candidates / freelancers:
  • Publicly available data (e.g., LinkedIn profile, job title, business email, skills).
  • Data you provide to us directly (CV, motivation, availability, rate, references).
• Clients / customers: name, position, email, phone, company data, invoicing details, assignment information.
• Correspondence: email content, attachments, communication history.

3. Purposes and legal basis

1. Recruitment & selection
   • Phase 1: collection of publicly available data → legitimate interest.
   • Phase 2: processing of candidate-provided data → consent and/or contractual necessity.
2. Client management & contracts: performance of contracts and legal obligations.
3. Website management & communication: handling requests (consent/legitimate interest) and cookies (consent).

4. Retention periods

• Public candidate data without contact: max. 1 year.
• Candidates without collaboration: max. 2 years after last contact.
• Candidates with collaboration: 7 years (legal obligation).
• Client data: 7 years (accounting obligation).
• Contact form entries: 1 year.
• Cookies/analytics: max. 14 months.

5. With whom do we share data?

• Workable (recruitment software) – privacy policy
• LinkedIn (sourcing) – privacy policy
• Mailfence (email provider) – privacy policy
• Cloudflare (Web Application Firewall) – privacy policy
• Hosting providers & analytics services
• Accountant/bookkeeper

6. International transfers

Where data is processed outside the EU/EEA (e.g., by Workable or LinkedIn), we apply EU Standard Contractual Clauses.

7. Security

• Encryption of data in transit and at rest
• Multi-factor authentication
• Restricted access (“need-to-know”)
• Back-ups and monitoring

8. Data subject rights

You have the right to access, rectify, delete, restrict, transfer, and object to processing.
📩 Requests via info@freelanceprojectmanager.be

9. Cookies

Our website uses functional and analytical cookies. Non-essential cookies are only set with your consent.

10. Data breaches

In the event of a data breach, we will notify the Belgian Data Protection Authority (GBA/APD) and, where required, the affected individuals, within the legal deadlines.

11. California Privacy Rights (CCPA/CPRA)

While our services are primarily directed to the European market, California residents may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA).

As a California resident, you have the right to:

• Know what personal data we collect, use, disclose, or sell.
• Request deletion of your personal data.
• Opt out of the sale or sharing of your personal data (note: we do not sell or share personal data for commercial purposes).
• Be free from discrimination when exercising your privacy rights.

📩 You can exercise these rights by contacting us at info@freelanceprojectmanager.be.

12. Complaints

You may file a complaint with the Belgian Data Protection Authority (GBA) – www.gegevensbeschermingsautoriteit.be.