Privacy Policy for Polygon – CS BV

Version 2.0.2
This page was last updated on 25/09/2025.

Polygon – CS BV, located at Ernest Van Dijckkaai 17 bus 21, 2000 Antwerp – Belgium, is responsible for the processing of personal data as explained in this privacy policy.

Contact information:
Polygon – CS BV
Ernest Van Dijckkaai 17 bus 21
2000 Antwerp
by e-mail: complaints@polygon-cs.com
or by phone: Tel +32 (0)3 432 03 30

company under Belgian law/fsma: no. 0564 908 105
Authorized underwriter registered in the FSMA register with Ond. No. 0564 908 105

Polygon-CS (hereinafter “office”) takes your rights in data processing seriously. This policy document explains how we collect, process and use your personal data. It constitutes the firm’s general data processing policy in accordance with applicable legislation including the General Data Protection Regulation (GDPR).

As an authorized underwriter, the firm may have a dual role in terms of data processing. In that case, we are both a data controller and a processor. We assume the role of data controller when we process data in our own name and on our own behalf. In addition, for the benefit of the companies, we also perform the role of processor. This means that we also collect and process personal data for the insurance companies with whom we cooperate and whose products we present and offer to you. In this statement, we only elaborate on the processing of your data as a processor.

Controller (DPO).

The controller is Johannes Jodocy – Polygon-CS BV
Ernest Van Dijckkaai 17, b.21
2000 Antwerpen

For all questions regarding our privacy policy, please contact us at privacy@polygon-cs.com. For questions beyond a simple inquiry, we may ask you to identify yourself so that we can be sure we are providing the requested information and data to the correct person.

When does our office collect and process data?

The firm collects and processes data about you when you contact us with a view to providing advice on insurance contracts, offering or proposing insurance contracts, performing preparatory work with a view to concluding insurance contracts and concluding insurance contracts yourself. In addition, you may also call upon or contact us for assistance in the administration and execution of the insurance agreements you have concluded. Also when you contact us in any other way we will (have to) process your data. Finally, it is also possible that we obtain data about you through third parties and use this data to approach you in order to conclude an agreement through our mediation.

What data does our office collect and process?

The firm collects and processes data that you communicate to us as a result of contacting the firm such as your name, address, e-mail address and professional data, such as company name and VAT number. It also covers any data necessary to allow us to assess your insurance needs. This includes data concerning your home (in the context of fire insurance), your financial data (in the case of investment insurance) and medical data (in the case of health insurance). Your data will only be processed within the framework of the insurance for which you call on us, unless you request otherwise and so indicate.

We collect this data when you complete our documents and forms manually and also when you do so electronically. Cookies are used during any visit to our website. For more information on this, please contact the office.

For what purposes does our office collect and process data?

The purposes for which we process data are of various kinds and are set out below.

For our clients, we process these data for client management, in particular the acceptance, management and conclusion of insurance contracts and the promotion of other products and services of our firm itself. This processing is primarily based on the contractual relationship with our clients, but also, as far as prospecting is concerned, on your express consent.

Towards suppliers, we process this data as part of our supplier management and on the basis of the contractual relationship we have or establish with our suppliers.

As far as prospects are concerned, these are natural persons who are not (yet) customers of ours, we process the data for purposes of direct marketing, based on our legitimate interest to do business. To prospects who are approached by e-mail, we ask their explicit permission to be able to approach them in the future as well. Prospects approached by letter, we request an opt-out clause if they do not wish to be contacted further by us.

To our employees, we process the data for purposes such as personnel management and payroll.

Regarding our website, we tailor its content and ease of use as much as possible to you as its users. In addition, we process your data to fulfill the obligations arising from the provision of a website and its content and to enable you to use the interactive applications and services on this website.

What are the bases for the processing of data by our office?

In principle, we collect and process your data on the basis of the contractual relationship we have with you as a result of your application or request in connection with an insurance need and the resulting contract(s), as well as as as as a result of the request to assist you in the management and follow-up of the insurance contracts you have concluded.

Where processing is not necessary to carry out the contractual relationship, it is based on our legitimate interests as a company, in particular freedom of enterprise and information. In doing so, we always ensure that a balance exists between our and your interests, for example by granting you a right to object.

As far as health data or so-called sensitive data are concerned, we can only process your personal data with your explicit consent. You will be asked this at the time you become a customer with us. If this has not happened, we would like to ask you to notify us so that the necessary action can be taken to this end.

Will the data be disclosed to third parties?

Your data is primarily processed internally. That being said, they must be disclosed to the insurance company with whom you ultimately contract.

We may use third parties for certain punctual services. In such cases, your data may be provided to these third parties but only for the relevant service and always under the control of our office.

In certain cases, there is a legal obligation to transfer certain data. This is particularly the case when we are required to do so by law or government agencies have the right to request data from us.

In principle, your data will not be transferred to third countries or to international organizations.

Your rights

The regulations grant you various rights to ensure that you are adequately protected.

You may oppose our office’s use of your information for direct marketing purposes at any time. If you do not wish to be notified of our office’s offers, you may notify us at privacy@polygon-cs.com or by checking a box in the information provided to you on specific occasions.

You can always review the data we process about you and, if necessary, have it corrected. To do so, simply request it at privacy@polygon-cs.com, with proof of your identity. We ask these to prevent your information from being disclosed to someone who has no right to it.

If you do not agree with the way we process your data, you can always lodge a complaint with the Data Protection Authority, Press Street 35, 1000 Brussels. There you can also ask any general questions related to the processing and protection of personal data.

Changes

Our office reserves the right to change this statement and/or policy. Changes will be notified to users via the website.