1. About Open Pixel Systems (OPS)

Open Pixel Systems BV (OPS), now part of the TMC (Triple BV) group, is a high-tech company specializing in embedded systems, electronics, robotics, data science, and AI. Unlike its parent company TMC, which operates primarily on a Time and Materials basis, OPS delivers project-based solutions. We combine deep technical expertise with practical experience to help our customers mitigate risks while designing, developing, and integrating complete solutions.

As a technology-driven organization, we prioritize the privacy of our employees, customers, and stakeholders. This Privacy Statement outlines what personal data we collect, why we collect it, how we store and protect it, and the rights of data subjects.

2. What is Personal Data?

Personal data refers to any information that can identify an individual, either directly or indirectly, such as:

Name, address, phone number, email
Employment details (job title, employer)
IP address and online identifiers
Sensitive data (only processed under legal obligations), such as biometric data, health data, or financial details
We ensure that all personal data is processed lawfully, fairly, and transparently, in accordance with the General Data Protection Regulation (GDPR).

3. Purposes for Processing Personal Data

OPS collects and processes personal data for the following purposes:

3.1 Recruitment & Employment

Searching for and approaching potential candidates
Managing employment contracts and work agreements
Complying with labor laws and tax regulations

3.2 Customer & Project Engagement

Managing client contracts and service agreements
Sharing employee/project-related data with clients when required for project execution
Offering technology consulting and project-based services

3.3 Business Operations & Compliance

Improving our services, including website analytics and security
Managing supplier and partner relationships
Ensuring regulatory compliance with legal obligations

3.4 Marketing & Communcation

Sending newsletters and industry updates
Promoting OPS’s services through online campaigns
Responding to inquiries through social media and job boards
OPS does not engage in automated decision-making or profiling that would significantly affect data subjects.

4. Data Retention Periods

OPS retains personal data only as long as necessary for the purposes outlined above. Standard retention periods include:

Job applicants: 4 weeks post-application (unless explicit consent is given to retain data for 1 year)
Employees & contractors: 2 years after termination (unless legally required to retain longer)
Financial records: 7 years (to comply with tax laws)
Marketing & communication: Until consent is withdrawn
Once the retention period expires, data is securely deleted or anonymized.

5. When Does OPS Share Personal Data?

OPS shares personal data only when necessary and under strict confidentiality agreements:

Within OPS & TMC Group: Only employees with authorized access can process personal data.
With clients: Only when required for project execution, after appropriate consent.
With third-party processors: IT service providers, payroll services, and training providers, under strict Data Processing Agreements (DPAs).
With legal authorities: Only if legally mandated (e.g., tax authorities, law enforcement).
Outside the European Economic Area (EEA): Only under GDPR-compliant agreements ensuring adequate data protection measures.

OPS does not sell personal data to third parties.

6. How OPS Protects Personal Data

OPS employs technical and organizational security measures to safeguard data:

6.1 IT Security

Secure storage in ISO 27001-certified environments
Multi-Factor Authentication (MFA) for internal access
Encrypted cloud storage and VPN access

6.2 Infrastructure & Devices

Restricted access based on job role
Firewalls, antivirus, and real-time security monitoring

6.3 Employee Awareness

Regular training on data privacy and cybersecurity
Strict internal policies on handling personal data
Data subjects are encouraged to take precautions, such as not sharing personal details on public forums and being mindful of phishing attempts.

7. Your Rights Under GDPR

Individuals have the following rights regarding their personal data:

✅ Right to Access – Request a copy of the personal data OPS holds about you

✅ Right to Rectification – Correct inaccurate or incomplete data

✅ Right to Erasure ("Right to be Forgotten") – Request data deletion under certain conditions

✅ Right to Restrict Processing – Limit data processing under specific circumstances

✅ Right to Data Portability – Transfer data to another service provider

✅ Right to Object – Object to data processing for direct marketing purposes

To exercise your rights, contact privacy@openpixelsystems.org. We may request proof of identity before processing requests.

8. Cookies & Website Tracking

OPS uses cookies for:

Essential functions (e.g., website security, login authentication)
Analytics (e.g., Google Analytics to improve user experience)
Marketing (e.g., LinkedIn ads for recruitment and services)

You can modify cookie settings via your browser. For details, refer to OPS’s Cookie Policy.

9. Reporting a Security Breach

In case of a suspected or confirmed data breach, please notify OPS immediately at privacy@openpixelsystems.org, with "Data Breach Notification" in the subject line. OPS follows GDPR’s 72-hour breach notification rule for affected parties.

10. Contact OPS

If you have any questions about this Privacy Statement, contact:

Open Pixel Systems BV

Da Vincilaan 11, 1930 Zaventem

privacy@openpixelsystems.org

Chamber of Commerce: 0751.900.448

11. Amendments to the Privacy Statement

OPS may update this Privacy Statement periodically. Any substantial changes will be communicated via our website.

Last updated: February 2025