Privacy Policy

Version 29/07/2026 — adapted for CIAO Assist, based on the general privacy policy of MBSS NV.

Who is responsible

Multicall Business Services & Security NV (MBSS NV) attaches great importance to the protection of your personal data and respects your privacy. In this privacy policy, we provide clear and transparent information about which data we collect and how we handle it within the CIAO Assist service.

MBSS NV complies in all cases with applicable laws and regulations, including the General Data Protection Regulation (GDPR). This means that we, in any case:

• process your personal data in accordance with the purpose for which it was provided;
• limit the processing of your personal data to only the data that is minimally necessary for the purposes for which it is processed;
• ask for your explicit consent when we need it to process your personal data;
• take appropriate technical and organizational measures to ensure the security of your personal data;
• do not pass on personal data to other parties unless this is necessary for the fulfilment of the purposes for which it was provided;
• want to inform you of your rights regarding your personal data, and respect them.

As MBSS NV, we are responsible for the processing of your personal data. Questions or contact regarding this can be directed to:

Multicall Business Services & Security NV (MBSS NV)
Impestraat 23 bus 3
B-9420 Erpe-Mere, Belgium
053 76 78 78
info@ciao-assist.be

Why we process personal data

Your personal data is processed by MBSS/CIAO Assist for the following purposes and legal bases:

• To give you access to the CIAO Assist platform and to display the results of your Check In & Out registrations (contract performance);
• To process and follow up your Free CIAO Check request or contact request (contract performance / legitimate interest);
• For accounting purposes (legal obligation);
• Sending reports and notifications about error codes (consent of the data subject / contract performance).

For these purposes, we may collect and process the following personal data:

• Company details: company number, name of the contact person, address, phone number and email;
• Personal identification data of contact persons: last name, first name, email, phone number;
• Data from NSSO Check In & Out registrations provided by the client or via the official NSSO integration (including NSSO error codes and registration data of employees and subcontractors).

We use the collected data only for the purposes for which we obtained it.

Disclosure to third parties

The data you provide to us may be disclosed to third parties if this is necessary for the fulfilment of the purposes described above. We use third parties, among other things, for managing our internet environment (web hosting and the content management environment), the IT infrastructure and, where applicable, the client's payroll service provider (subject to consent) in the context of NSSO follow-up.

We never pass on personal data to other parties with which we have not concluded a data processing agreement. With these processors, we make the necessary arrangements to guarantee the security of your personal data. We will not disclose the data you have provided to third parties unless legally required and permitted.

Retention period

MBSS NV does not retain personal data longer than necessary for the purpose for which it was provided, or as long as required by law. Personal data is kept for a maximum of 5 years after last use, unless otherwise stipulated by law (accounting records: 7 years).

Data security

We have taken appropriate technical and organizational measures to protect personal data against unlawful processing, including:

• all persons who can access your data on behalf of MBSS NV are bound by confidentiality;
• we apply a username and password policy on all our systems;
• we pseudonymize and ensure encryption of personal data where necessary;
• we back up personal data so it can be restored in the event of incidents;
• we regularly test and evaluate our security measures;
• our employees are informed about the importance of protecting personal data.

Your rights regarding your data

You have the right to access and the right to correct or delete the personal data we have received from you. To verify your identity, we may ask you to send a copy of your identity card (please make your photo illegible and indicate that it is a copy).

You can object to the processing of your personal data (or part thereof) by us or by one of our processors. You also have the right to have the data you have provided transferred to yourself or, at your request, directly to another party.

Complaints

If you have a complaint about the processing of your personal data, please contact us directly. You also always have the right to lodge a complaint with the Data Protection Authority, the supervisory authority for privacy protection in Belgium.

Changes to this privacy policy

MBSS NV/CIAO Assist may amend this privacy policy. We will announce any changes on our website. This version dates from 29/07/2026.