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 Privacy Policy

Last updated: mar 17th 2025

At Hey Charlie, we are committed to protecting your personal data and ensuring full transparency about how we use it. This privacy policy explains how we collect, use, and safeguard your information when you use our website and services.

Contact Details

SRL HC SERVICES, known as Hey Charlie, is an event staffing agency dedicated to providing qualified and enthusiastic staff for all types of events.

  • Head Office:  215 Rue de Ransbeek, 1120 Neder-Over-Heembeek, Belgium
  • Office Phone: +32 471 56 86 43
  • Email: booking@hey-charlie.com
  • Company Number: 0738.920.264

Personal Data We Collect

We collect different types of personal information depending on your interaction with our website and the form you use:

  • Staff Application Form:
  • Identification Information: Name, email address, phone number, etc.
  • Professional Data: work experience, qualifications.
  • Additional Information: Availability, motivation, and other relevant details.
  • Client Inquiry Form:
  • Contact Information: Name, email address, phone number, etc.
  • Service related data : Date, location, type of event, and specific needs.
  • Supplementary Information: Any additional details required for preparing a quote or managing your request.
  • General Contact Form:
  • Contact Information: Name, email address, phone number, etc.
  • Message: Your inquiry or request for further information regarding our services.

Additionally, we collect technical data (such as your IP address, browser type, and operating system) and information through cookies (please refer to our Cookie Policy).

Purpose of Data Processing

The data we collect is processed for the following purposes:

  • Managing requests and bookings: Processing staffing requests, managing bookings, and handling service-related inquiries.
  • Improving our services: Analyzing user interactions on our site to optimize your experience.
  • Communication: Sending newsletters, special offers, and service-related updates (with your consent).
  • Security: Verifying user identity and protecting against fraud or malicious activity.

Legal Basis for Processing

We process your personal data in compliance with the General Data Protection Regulation (GDPR). Our processing is based on the following legal grounds:

  • Consent: For sending marketing communications and newsletters when you have explicitly agreed.
    Mechanism for Consent: We provide clear options (e.g., cookie banners and opt-in forms) that allow you to grant or withdraw your consent at any time.
  • Contract Execution: To manage your application, inquiry, or contact request and to provide you with our services.
  • Legal Obligations: For accounting, tax compliance, and security purposes.
  • Legitimate Interests: To improve our services and ensure the security and functionality of our website, while respecting your rights.

Data Retention Period

Your personal data is kept only for as long as necessary to fulfill the purposes for which it was collected:

  • Staff Applications: Data is retained throughout the recruitment process and, if necessary, archived according to legal obligations.
  • Client Inquiries and General Contacts: Data is retained for the duration of the contractual relationship or until your inquiry is fully processed, then archived in accordance with legal requirements.
  • Analytical and Technical Data: Retained for a limited period before being anonymized or deleted.

Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right of Access: You can request confirmation as to whether we are processing your data and access the information we hold.
  • Right to Rectification: You have the right to correct any inaccurate or incomplete data.
  • Right to Erasure: You may request the deletion of your data, subject to legal limitations.
  • Right to Restrict Processing: You can request to limit the processing of your data in certain situations.
  • Right to Object: You may object to the processing of your data, especially for direct marketing purposes.
  • Right to Data Portability: You have the right to receive your data in a structured, commonly used, and machine-readable format, or to transfer it to another data controller.

If you wish to exercise any of these rights, please contact us at booking@hey-charlie.com.

Additionally, if you are unsatisfied with our response, you have the right to lodge a complaint with your local data protection authority. In Belgium, it is the APD – rue de la Presse 35, 1000 Brussel, tel. +32 (0)2/274.48.00.

Data Sharing & Third Parties

Your personal data is shared with third parties only in the following situations:

  • Service Providers: Third parties that assist in managing our website, processing forms (staff applications, client inquiries, general contacts), or sending communications. These service providers are contractually obligated to ensure the confidentiality and security of your data.
  • Partners: Only when necessary for providing a specific service and with your prior consent.
  • Legal Obligations: When required by law.

International Transfers: No data is transferred outside the European Economic Area (EEA) without appropriate safeguards. Where international transfers are necessary, we ensure that adequate protective measures (such as standard contractual clauses) are in place to protect your data.

Data Security

Protecting your personal data is a top priority for Hey Charlie. We implement appropriate technical and organizational measures to prevent any unauthorized disclosure, alteration, or destruction of your data. These measures include, but are not limited to:

  • Secure data storage with encryption protocols.
  • Regular audits of our data processing systems.
  • Access controls and authentication measures to restrict data access only to authorized personnel.
  • Ongoing training for our staff regarding data protection and security practices.

Use of Cookies

For details on how we use cookies and how you can manage them, please refer to our Cookie Policy.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in regulations or technology.

The latest version will always be available on our website, and we encourage you to check this page regularly.

Contact Us

If you have any questions, concerns, or wish to exercise your rights, please reach out to us:

Thank you for trusting Hey Charlie. We are committed to handling your personal data with care and providing a secure and transparent user experience.