Privacy Statement

1. Introduction

Prismos cares about your privacy and treats your personal data as confidentially as possible. The protection of your privacy and your personal data is an extremely serious matter for us. We collect, store and use your personal data only in accordance with the contents of this privacy statement ("Privacy Statement") and the applicable regulations on data protection, in particular the provisions of the General Data Protection Regulation ("GDPR") and the national data protection provisions. This Privacy Statement explains what personal data is collected and processed, for what purposes, how long we keep personal data, what your rights are in this regard and how you can contact us. This Privacy Statement applies, inter alia, to (i) our website www.prismos.co (hereinafter our "Website") and subsequent Prismos platform (hereinafter our “Platform”), and the services and activities associated with it and (ii) all relationships through any other means of communication between you and us.

2. General Information

2.1 Who is the Controller?

PRISMOS, a private limited company, with registered office at Bekaflaan 54, 3200 Aarschot, Belgium and registered in the Belgian Crossroads Bank for Enterprises under the number 1013.252.201 (hereinafter "Prismos", "we" or “us”), is responsible for processing your personal data as described in this Privacy Statement. Please note that Prismos is a data controller, which means that we have a direct responsibility to you in relation to the processing of your personal data. This Privacy Statement relates solely to our relationship with you as a data controller. In this context, it is important to note that Prismos is, in principle, not the data controller with respect to the following processing activities: (i) the processing of personal data of users of the Prismos Platform, namely employees/staff of Prismos‘ clients who are granted access to the Prismos platform, and (ii) the processing of personal data originating from the documents provided (by users of) the client. Regarding the processing activities and personal data mentioned above, the client is the data controller, and we are a processor, processing the personal data in accordance with the instructions received from the client. For more information on the processing of your personal data in connection with these activities, we refer you to the privacy statement of the relevant client(s).

2.2 How do we receive your personal data?

Personal data is data that can be used to directly or indirectly identify natural person. We may collect and process personal data in various ways, e.g. when:

• you contact or have contacted us (e.g. via our Website, etc.);
• we provide or have provided any of our services to you;
• you wish to apply for a job at Prismos;
• etc.

• Personal data related to the work done by public figures, experts, or representatives (e.g. such as video recordings of parliamentary sessions, statements and contributions made during parliamentary meetings, public declarations and press releases, etc.).

• Publicly accessible (audiovisual) media, records, and documents;
• Political party websites and other similar public sources (such as interest groups and advocacy organizations);
• Public databases (such as the Crossroads Bank for Enterprises);
• Etc.

2.3. Do we share your personal data outside the European Union?

In principle, we use your personal data only for providing the services you request. If we use external service providers to provide these services, these service providers also have access to your personal data exclusively within the scope of their services. We have implemented necessary technical and organizational measures to ensure compliance with data protection regulations and require external service providers to adhere to these provisions. We have entered into data processing agreements with relevant third parties, which include necessary safeguards regarding the confidentiality and privacy compliance of your personal data.

Notwithstanding the foregoing, it is possible that Prismos may disclose your personal data to competent authorities (i) if we are required to do so by law or legal process and/or (ii) to protect and defend our rights.

In principle, we store your personal data as much as possible on IT systems in the European Economic Area (“EEA”).

If personal data are nevertheless transferred to countries or organizations outside the EEA, appropriate safeguards will always be provided. Any transfer of personal data outside the EEA to a recipient in a country not covered by a decision of the European Commission to provide an adequate level of protection, will be subject to the provisions of a data transfer agreement, which will include (i) the standard contractual clauses issued by the European Commission, or (ii) any other mechanism in accordance with the GDPR, or any other regulation relating to the processing of personal data (including the EU-U.S. Data Privacy Framework for transfers to the US). In addition, we also take the necessary security measures to encrypt personal data as much as possible before any transfer to a third country.

2.4. What rights do you have as a data subject?

You have several rights:

• You have a right to access your personal data. This allows you to check what personal data we process about you;
• You have a right to correct your personal data. This allows you to correct or supplement any incorrect or incomplete personal data we process about you;
• You have a right to erasure of your personal data. This allows you to permanently erase personal data that we process about you. We are not always obliged to erase your personal data at your request – this right only applies in the cases and to the extent provided by law;
• You have a right to restrict the processing of your personal data. This allows you to freeze our use of your personal data without erasing it. We are not always obliged to restrict your personal data at your request – this right applies only in the cases and to the extent provided for by law;
• You have the right to object to the processing of your personal data. This allows you to object to the further processing of your personal data. We are not always obliged to honor your objection – this right only applies when we process your personal data based on our legitimate interests;
• You always have the right to withdraw your consent when the processing of your personal data is based on your consent;
• You always have the right to object the processing of your personal data for direct marketing purposes;
• You have the right to data portability. This allows you to transfer, copy or forward personal data smoothly from one controller to another. This right can only be exercised if the processing is based on your consent or on an agreement with you.

If you wish to exercise any of the rights listed above, please contact us by e-mail or post using the details below (under title 2.5).

When you make a request to exercise your rights, we will first verify your identity through the appropriate and least privacy-intrusive means. We do this to prevent your data from falling into the wrong hands.

The exercise of your rights is in principle free of charge. If your request is manifestly unfounded or excessive, we may charge you a reasonable fee considering the administrative costs incurred by us. In such cases, however, we may also choose not to comply with your request. You will be notified of the reasons for this, if applicable.

In any case, we will always inform you of the outcome of your request no later than within one month. For complex or multiple requests, this period may be extended by two months, but we will also inform you of this necessary extension within the initial month.

2.5. Want to exercise your rights, have questions or a complaint?

For the exercise of your rights, for any questions or complaints related to the processing of personal data, you can always contact us:

You can also file a complaint with the supervisory authority in the location where you reside. For Belgium, this is the Data Protection Authority:

For more information regarding complaints and remedies, we invite you to consult the Data Protection Authority's website:https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen.

3. Specific processing activities that may apply to you

Under what circumstances Prismos collects, uses or otherwise processes different categories of personal data from you, for what purpose, on what legal basis, for what period and with whom it is shared, is described below.

3.1. You are a Prismos client using the Prismos Platform or services?

Prismos is an AI-driven tool that analyzes EU policy debates, transcribes them, and summarizes the insights tailored to your specific needs. Our Platform allows you to interact and extract the information you and your team are looking for. Prismos may collect and process one or more of the following personal data:

• contact information: e.g. name, first name, profession and company name and -title, telephone and mobile number, e-mail address, address details and other contact information;
• correspondence and other forms of communication: e.g. letters, e-mails and other (forms of) communication;
• billing and administrative data: e.g. bank account numbers, subscription details and any other payment information;
• your electronic identification data: e.g. your IP address, device information, connection times, etc.;

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data. Prismos processes the above personal data for the following purposes:

• to provide you with more information about our services and products at your request or at our initiative, if deemed necessary to accurately perform our services for you;
• to provide you and your team with access to our Platform or render the services as agreed with you;
• to handle any complaint and/or feedback;
• to make or collect payments;
• to maintain a business relationship with you as a client.

Prismos processes the personal data listed above on the following legal grounds:

• the processing is necessary for the performance of an agreement to which you are a party or to take steps at your request prior to the conclusion of an agreement (purposes I to IV above);
• the processing is necessary for the purposes of the legitimate interests pursued by Prismos (purpose V above). Our legitimate interest is to serve you as a client even better by keeping you informed about our services and products.

We will keep your personal data until 3 months after the end of our agreement, unless Prismos is legally required to retain the data for a longer period.

In pursuit of these purposes, we may disclose your personal data to:

• subcontractors who process personal data on our behalf (processors), e.g. in relation to hosting, mailing and marketing initiatives. They only process your personal data under our written instructions and in accordance with an agreed processing agreement;
• judicial, police or administrative authorities, if required by law or court proceedings.

3.2. You are a public figure, expert or representative sharing information and/or participating in public political debates, discussions or policymaking?

Prismos may collect and process one or more of the following personal data:

• Contact information: e.g. name, first name, profession, political party or affiliation, division and/or committee, telephone and mobile number, e-mail address, if applicable and made public;
• Professional correspondence and other forms of public communication: e.g. statements and contributions made during parliamentary sessions, speeches, debates, proposals, motions, amendments, or other publicly available communications made during your participation in public policy-making or political discussions;
• Photos and other (audio)visual media: e.g. images and videos from public appearances, events, speeches, or debates;

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data.

Prismos processes the aforementioned publicly available personal data for the following purposes:

• To provide clients with accurate summaries of regulatory debates and AI-driven insights tailored to specific industries. By facilitating access to information about the political and democratic processes of our institutions and policies, Prismos helps its clients and users stay informed about legislative developments, fosters transparency, and enables them to extract actionable intelligence to support their strategic objectives.

Prismos processes the personal data listed above on the following legal grounds:

• The processing is necessary for the purposes of the legitimate interests pursued by Prismos (purpose I above). Our legitimate interests are aimed at facilitating access to public information about political matters and democratic processes, enabling our clients and users to gain a better understanding of policymaking, regulations, political discussions, the prevailing political climate, and the potential impact on their specific areas of interest. By offering this information in an organized and accessible manner, we contribute to:
  • - transparency: Promoting a better understanding of politically and socially relevant topics, in line with the public interest.
  • - supporting our clients’ compliance with regulations: By providing better-targeted information about regulatory updates, we assist our clients in meeting their legal obligations.
  • - democratic awareness: Enhancing participation and awareness in the political process. In processing this data, we always consider the rights and freedoms of you as a public figure, expert, or representative participating in public debates or policymaking and process only the data strictly necessary to achieve the above-mentioned purpose.

Prismos will not retain your personal data for longer than is necessary for the purposes described above for which it was collected.

In pursuit of these purposes, we may disclose your personal data to:

• subcontractors who process personal data on our behalf (processors), e.g. in relation to hosting, mailing and marketing initiatives. They only process your personal data under our written instructions and in accordance with an agreed processing agreement;
• judicial, police or administrative authorities, if required by law or court proceedings.

3.3. You are a supplier or subcontractor of Prismos?

Prismos may collect and process one or more of the following personal data:

• contact information: name, title, function, telephone and mobile number, e-mail address, office address and other contact and/or company information;
• correspondence and other forms of communication: letters, e-mails and other (forms of) communication; and
• information on the delivery of the product/service and any information on our engagement with the supplier/subcontractor, bank account numbers and any other information on payments.

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data.

Prismos processes the above personal data for the following purpose:

• to buy goods or services.

Prismos processes the personal data listed above on the following legal basis:

• the processing is necessary for the performance of an agreement to which the supplier/subcontractor is a party or to take steps at the request of the supplier/subcontractor prior to the conclusion of a contract (purpose I above).

We will keep your personal data until 1 year after completion of services, unless Prismos is legally required to retain the data for a longer period.

In pursuit of this purpose, we may disclose your personal data to:

• subcontractors processing personal data on our behalf (processors).

3.4. You are a visitor to Prismos’ Website or a subscriber to our newsletter?

Prismos may collect and process one or more of the following personal data:

• contact information : e.g. name, first name, e-mail address, company name, role in your company, address;
• correspondence and other forms of communication: e-mails and other (forms of) communication;
• your electronic identification data: e.g. your IP address, connection times, device information, pages visited, downloads or access to specific sources etc. following a visit to our Website.

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data.

Prismos processes the above personal data for the following purposes:

• to answer your question or request for information, or to schedule an exploratory meeting;
• for direct marketing, to keep you informed about, among other things, Prismos products and services, including new features and releases;
• for placing and reading cookies. More information on our use of cookies can be found in our Cookie Statement.

Prismos processes the personal data listed above on the following legal grounds:

• the processing is necessary to take pre-contractual measures at your request (purpose I above);
• the user/visitor has consented to the processing of his/her personal data (purposes II and III above). Regarding cookies, we request your consent for categories of cookies, other than strictly necessary cookies (e.g. preference cookies, analytical cookies, etc.), to the extent our Website uses them. For more information, please refer to ourCookie Statement;
• The processing is necessary for the protection of the legitimate interests of Prismos or a third party (purpose III above). For strictly necessary cookies, being cookies that guarantee functions without which you could not use our Website as intended, the legal basis of legitimate interest is invoked. These cookies are necessary for purely technical reasons in order to use the Website. Given the technical necessity, there is only a duty of information and we place them as soon as you enter the Website.

Prismos will not retain your personal data for longer than necessary for the purposes for which they were collected. The following retention periods apply:

• Prismos will retain your personal data for up to 1 year after the last contact you had with us as a prospect (purpose I above);
• Prismos will retain your personal data until you withdraw your consent to the use of your data. You may withdraw your consent at any time using the procedure described under titles 2.4 and 2.5 of this Privacy Statement (purpose II above);
• The retention period for cookies varies depending on the type of cookie. More information on our use of cookies can be found in our Cookie Statement (purpose III above).

In pursuit of these purposes, we may disclose your personal data to:

• Subcontractors processing personal data on our behalf (processors);
• The third parties listed in the Cookie Statement.

3.5. You are a (potential) job applicant of Prismos?

Prismos may collect and process one or more of the following personal data:

• contact information: name, first name, function, telephone and mobile number, home address, e-mail address, social media account and other contact information;
• correspondence and other forms of communication: letters, e-mails and other (forms of) communication;
• and other recruitment-related information: gender, date of birth, photograph, application form, CV, interview notes, and other employment history information.

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data.

Prismos processes the above personal data for the following purposes:

• to assess the suitability of the (potential) applicant and to start an application process and for the evaluation of the application;
• to keep applicants informed of our job openings;
• to keep applicants informed about Prismos activities and related Prismos news.

Prismos processes the personal data listed above on the following legal grounds:

• the processing is necessary to take steps at the applicant's request prior to the conclusion of an agreement to which the applicant becomes a party (purpose I above);
• the applicant has given consent to the processing of his/her personal data (purposes II and III above).

Prismos will delete applicants' personal data no later than 4 weeks after the end of the application process unless the applicant has given his/her express consent to keep his/her data for a longer period. In that case, Prismos will keep the personal data for a period of 1 year, after which the applicant will be asked whether he/she wishes to renew his/her consent.

In pursuit of these purposes, we may disclose your personal data to:

• subcontractors processing personal data on our behalf (processors).

3.6. You are a participant in one of our Prismos activities (webinars, workshops, networking events, events with panels on political and other topics, etc.)

Prismos may collect and process one or more of the following personal data:

• contact information: name, first name, company name, function, address, telephone and mobile number, e-mail address, payment details (in case of paid activity);
• correspondence and other forms of communication: including questions asked via chat function at webinars;
• in case of events: business cards, dietary restrictions, photos, videos, etc.

However, we will never collect more personal data from you than is strictly necessary to achieve the purposes for which we have collected your personal data.

Prismos processes the above personal data for the following purposes:

• organising the Prismos activity;
• conducting surveys;
• direct marketing: to invite participants to our Prismos activities and engage them in our activities; and
• marketing: posting photos and videos on Prismos' Website and social media (e.g. LinkedIn, etc.) to promote our services and activities.

Prismos processes the personal data listed above on the following legal grounds:

• the processing is necessary for the performance of an agreement to which you are a party or to take steps at your request prior to the conclusion of an agreement (purpose I above);
• the processing is necessary for the protection of the legitimate interests of Prismos or a third party (purposes II and III above). Our legitimate interests include improving the quality of Prismos activities (purpose II) and serving you even better by keeping you informed about other Prismos activities (purpose III);
• the data subject has given consent to the processing of his/her personal data (purpose IV).

Prismos will not retain your personal data for longer than is necessary for the purposes described above for which it was collected.

In pursuit of these purposes, we may disclose your personal data to:

• subcontractors processing personal data on our behalf (processors).

4. Changes to this Privacy Statement

We may update this Privacy Statement from time to time. Therefore, we encourage you to consult it regularly so that you are aware of any changes.