Privacy statement (GDPR) Jacobs ERP

Last updated on 4 November 2026

This statement explains which personal data Ets. Jacobs SA processes in its ERP platform Jacobs ERP, why, for how long, with whom it is shared and which rights you have under the General Data Protection Regulation (GDPR). It applies to everyone whose data is in the platform: employees, temporary workers, students and interns, and users of the platform.

1. Data controller and contact

The data controller is:

2. Whose data we process

• Employees (including temporary workers, students and interns) in the employee register.
• Users of the platform, whose account is created by the employer.
• Emergency contacts given by an employee.

3. Which data we process

• Identity and contact: name, address, private e-mail and phone, date and place of birth, mother tongue and job title.
• Employee register: national number, bank account number, Acerta employee number, employment date, contract and category, notice and departure, education level, clothing sizes and emergency contacts.
• Driver licence: categories, number, validity and copies of the licence.
• Certificates and training (such as VCA, BA4/BA5, working at height, first aid): the type, the dates obtained and of expiry, and the certificate itself.
• Health surveillance by the occupational doctor: date, result of the assessment (fit, with restrictions, unfit), the next check-up and the related forms.
• Fleet: which vehicle you use and when, the mileage at assignment and the fuel passes of the vehicle.
• Account and technical data: e-mail address, role and permissions, language, time of the last sign-in and a session cookie.

We do not use any data for advertising or profiling and we do not sell data.

4. Why and on which legal basis

• Performance of the employment contract: personnel administration, work equipment such as vehicles and fuel passes, and communication.
• Legal obligations: social and tax legislation (including payroll through the social secretariat), the well-being at work act, the mandatory training and certificates for working safely (VCA), and the health surveillance of workers.
• Legitimate interest: a safe and well-working platform, account security and fleet management.

Of the health surveillance we only keep what the occupational doctor communicates to the employer (the health assessment form), never the medical file. This data is only visible to the employee and to those who are explicitly entitled to it (HR, prevention).

5. With whom we share data

Within Ets. Jacobs SA, only those who need the data for their work can see it, according to the permissions of their role. Sensitive data (national number, bank account, driver licence, medical follow-up) requires a separate permission. Where needed, we share data with:

• the social secretariat Acerta, for payroll and personnel administration;
• the external service for prevention and protection at work (occupational health);
• clients who ask for proof of training or VCA on their sites;
• service providers working for us (processors), such as the hosting and e-mail of the platform;
• authorities and agencies when the law requires it.

If data is transferred outside the European Economic Area, this only happens with appropriate safeguards, such as the standard contractual clauses of the European Commission.

6. Security

• Access only with a personal account and password; permissions per role and per module.
• All traffic is encrypted (HTTPS); the national number, bank account number, driver licence number and fuel pass PIN codes are stored encrypted.
• Files (certificates, medical forms, copies of the driver licence) are not public: only those entitled to them can open them through the platform.

7. How long we keep data

We keep data as long as needed for the employment and afterwards as long as the law requires, for example the retention periods of social law (personnel and payroll data) and of the well-being at work act. Renewed certificates stay on file as history while the employee is in service. An account is closed at the end of the employment.

8. Cookies

The platform only uses functional cookies: a session cookie to stay signed in and the protection against forged forms, and your choice of language. There are no third-party cookies, no statistics and no advertising.

9. Your rights

You have the right of access, rectification, erasure and restriction of your data, the right to object and the right to data portability, within the limits of the law. Send your request to the contact addresses above; we reply within one month. If you are not satisfied with how we handle your data, you can lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels (www.dataprotectionauthority.be).

10. Changes

We update this statement when the platform or the law changes. The date at the top shows when it was last changed.

For the mobile app, the privacy policy of the app also applies: https://devjacobs.jl-tech.be/privacy