PRIVACY POLICY

The privacy of personal data is an important matter for the VANTEVO Group. For this reason, through this document, we explain our data processing policy in accordance with the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter, “GDPR”), Organic Law 3/2018 of 5 December on the Protection of Personal Data and guarantee of digital rights (hereinafter, “LOPDGDD”), and any other applicable national regulations.

PERSONAL DATA CONTROLLER

• VANTEVO CLAIMS ADVISORS, S.L.
• Tax ID: B88483060.
• Registered office: Paseo de la Castellana, 93.  2ª Planta. Madrid, 28046.
• Phone: +34 626 62 08 99
• Email: info@vantevoclaims.com

DATA SUBJECT’S CONSENT

Through our website, the user (hereinafter, the “data subject”) may access this Privacy Policy, which provides information on how personal data is collected, processed, and protected when provided to us through:

• The contact form available on the website https://www.vantevoclaims.com
• Any other channel enabled by VANTEVO for the purpose of offering and performing our services, where the processing of personal data is required.

Depending on the specific purpose for which personal data is processed, and where required in compliance with applicable data protection regulations, we will request the data subject’s prior and unambiguous consent.

OBLIGATION TO PROVIDE PERSONAL DATA

For certain purposes related to VANTEVO’s services, it is necessary to collect specific personal data, which must be proportionate to the intended purpose. Generally, this refers to identification and contact data of individuals with whom a relationship is established. For example, such data may be required in order to address the individual directly when providing specific services, to send promotional communications, advertising about our events, or to subscribe to our newsletter, should the individual be interested.

Without such data, certain services cannot be provided properly.

Please note that the data subject has the right to withdraw their consent to the processing of their personal data at any time, free of charge. Such withdrawal shall not affect the lawfulness of the processing based on consent before its withdrawal.
To exercise this right, the data subject may contact us at: proteccióndedatospersonales@vantevo.com

PURPOSE OF PERSONAL DATA PROCESSING

Below we outline the main purposes for which we may need to process personal data. However, other situations arising from a professional relationship may require the processing of additional data or processing for different purposes. In such cases, the data subject will be informed in advance:

• Service management, for example: handling of claim-related documentation, possible modifications to the service, quality control practices, security system monitoring, invoicing processes, and other related purposes.
• Promotion of our services, such as communications regarding events, conferences, seminars, or other activities in which VANTEVO participates, distribution of newsletters, and other promotional content. For these purposes, we will request the data subject’s prior consent.
• Compliance with legal obligations applicable to VANTEVO under data protection or other relevant regulations. For example, to fulfil obligations under insurance regulations, claims handling laws, or specific industry standards.
• Information sharing for the provision of services with affiliated companies of the VANTEVO Group. These affiliated companies include:

VANTEVO CLAIMS ADVISORS SPAIN, S.L. CIF B02758100. Carretera de Boadilla 2, portal 4, escalera izquierda, 1ºB, 28220, Majadahonda, Madrid (Spain).

VANTEVO CLAIMS ADVISORS CHILE, SPA. RUT: 77270534-4. Las Torcazas 50 Of 1406, Las Condes, Santiago, Chile.

VANTEVO CLAIMS ADVISORS PERÚ, S.A.C. RUC: 20609386071. José Nicolás Rodrigo 365 MZ. C LT. 23 Urb. Lima Polo and Hunt Club Dpto. 408.

VANTEVO CLAIMS ADVISORS BRAZIL, S.A. CNPJ: 41.521.123/0001-55. Rua Ezequiel Freire, 35 sala 111, 02034-000, Santana – São Paulo, SP, Brasil.

VANTEVO CLAIMS ADVISORS COLOMBIA, S.A.S. NIT: 901.858.342-5. Carrera 16 No. 96 64 Of 507, Bogotá D. C., Colombia.

VANTEVO CLAIMS ADVISORS MÉXICO, S.C. RFC VCA240628AK3 Toledo número 147, Colonia Álamos, Código Postal 03400, Ciudad de México.

CATEGORIES OF PERSONAL DATA TO BE PROCESSED

As a general rule, the following categories of personal data may be processed:

• Identification data of the data subject: name, surname(s), national identification number or passport.
• Contact details: mailing address, mobile/landline phone number, and email address.
• Banking information: when necessary for the execution of payment for contracted services.

If it becomes necessary for you to provide personal data of third parties, you must ensure that you have obtained their prior consent. We recommend informing them in advance about the potential access to their information, as described in this Privacy Policy made available by VANTEVO on this website.

The data stored in our systems will under no circumstances be used for commercial purposes, unless we have received the data subject’s prior and explicit consent.

DURATION AND RETENTION OF PERSONAL DATA

The personal data provided will be stored and processed for as long as necessary, depending on the purpose for which it was collected. Accordingly, data will be retained only for the time required by the applicable legal provisions in each case. For example, we will retain personal data for as long as there is a professional or contact relationship between the data subject and VANTEVO.

If the data subject exercises any of their rights (such as access, erasure, restriction of processing, portability, withdrawal of consent, objection, or the right not to be subject to automated decision-making), the data will be blocked and will not be used while we review and process the request, in accordance with applicable regulations. Nevertheless, such data may be retained when necessary for the establishment, exercise, or defence of legal claims, or in cases where judicial, legal, or contractual liabilities may arise that must be addressed.

LAWFUL BASIS FOR PERSONAL DATA PROCESSING

Depending on the purpose of the personal data processing, a specific type of data and corresponding processing activity may be required. This may involve the collection, recording, structuring, modification, storage, retrieval, consultation, disclosure by transmission, dissemination, interconnection, comparison, restriction, or erasure of personal data.

Based on the above, the lawful basis for processing personal data may be grounded in one or more of the following:

• Our legitimate interest, for example: internal administrative management of our services and clients; to improve our website and its features; to comply with our terms and conditions; to protect our rights in the event of a dispute or claim; to ensure the security of our website and IT systems; to prevent or detect fraud, security incidents, or other offenses; and to send promotional communications, event information, or newsletter subscriptions.
• Compliance with a legal obligation applicable to VANTEVO, for example: compliance with security regulations or other mandatory requirements.
• The existence of a contractual relationship with our clients, suppliers, employees, collaborators, or other parties.
• The data subject’s consent, obtained freely, specifically, in an informed and unambiguous manner.
• Where necessary, based on a request from competent authorities for the performance of a task carried out in the public interest or as determined by VANTEVO to protect the vital interests of the data subject.

DISCLOSURE OF PERSONAL DATA

• The personal data processed is intended for the exclusive use of VANTEVO. However, under certain circumstances, such data may be disclosed to third parties, including but not limited to the following:
• Our employees and/or authorized collaborators who provide assistance and consulting services in the areas of administration, legal advice, IT systems, network maintenance, hardware and software support, commercial consulting, and professionals who provide legal auditing services or assess the value and capacities of the business, particularly in the context of a potential sale of our company or its assets.
• Our auxiliary service providers, acting as data processors, who may process personal data in the course of providing services such as customer support, IT services, web hosting, and data analytics.
• Other service providers essential to VANTEVO’s core activities, where necessary for the proper fulfilment of the purposes described above.
• Courts of law, the Ombudsman, or competent public authorities, in cases where such communication is required by law.

All recipients listed above are located within the European Economic Area (EEA); therefore, no international data transfers are made under these circumstances.

In cases where it is necessary to transfer personal data to other companies within the VANTEVO Group in order to provide our services, the user consents to such international data transfers. VANTEVO guarantees that any such processing will be carried out in full compliance with the GDPR and LOPDGDD. Appropriate security measures and Standard Contractual Clauses (SCCs), as established by the European Commission Decision of 4 June 2021, will be in place to ensure that any data transferred outside the EU is adequately protected and that recipients offer a sufficient and equivalent level of data protection.

– Interaction with Social Media Platforms:

VANTEVO also shares information about its activities, services, and participation in events through its profiles on social media platforms such as LinkedIn and X (formerly Twitter) (hereinafter, “Social Media”). In such cases, the Social Media platforms may automatically transmit certain personal data to VANTEVO about users who visit its profile.

The data subject may choose to associate their Social Media accounts with VANTEVO’s account, if applicable. If the user links, connects, or logs in through a Social Media service, that platform may provide us with data such as registration and profile information (e.g. username, user ID associated with their Social Media account, profile picture, email address), as well as any other information the data subject has authorized the platform to share with third parties.

The data we receive depends on the privacy settings configured within the respective Social Media platform. Users can always review and adjust their privacy settings on the websites and services of those platforms before linking or connecting them to our website or account. For further information, please consult our Cookies Policy section.

The use of the VANTEVO website allows us to collect certain information that may be considered personal data. This information is collected through cookies installed on the data subject’s device when visiting our website. For more information, please refer to our Cookies Policy section.

DATA SUBJECT’S RESPONSIBILITY

The data subject guarantees the following with regard to the personal data provided to VANTEVO:

• That they are of legal age and that the data provided is true, accurate, complete, and up to date. The data subject is responsible for the accuracy of all data communicated and undertakes to keep such information duly updated
• That, in the event of providing personal data of third parties:
• The data provided is true, accurate, complete, and up to date, and the data subject accepts responsibility for the accuracy of all information shared, ensuring it remains updated.
• They have informed the third party whose data is being provided about the contents of this Privacy Policy and have obtained their consent to provide their personal data to VANTEVO for the intended purposes.
• That they will be held liable for any false or inaccurate information provided to VANTEVO (by any means), as well as for any direct or indirect damages that such information may cause to VANTEVO or to third parties.

EXERCISING YOUR RIGHTS

The data subject may revoke their consent and exercise their rights by submitting a written request addressed to VANTEVO at the postal address indicated, or by sending an email to: protecciondedatospersonales@vantevo.com, in both cases with the subject line “Data Protection,” and attaching a valid copy of their national ID or passport.

The data subject has the following rights regarding the processing of their personal data by VANTEVO:

• To receive confirmation as to whether or not VANTEVO is processing personal data concerning them.
• To access the personal data processed by VANTEVO.
• To request the rectification of inaccurate or incomplete personal data.
• To request the erasure of their personal data when, among other reasons, the data is no longer necessary for the purposes for which it was collected.
• To request the restriction of the processing of their data when any of the conditions provided for under applicable data protection regulations are met.
• To obtain human intervention, express their point of view, and contest any automated decisions made by VANTEVO in relation to their personal data.
• To request the portability of their data to a third party.

VANTEVO may request additional documentation if the request requires further verification.

Likewise, the data subject is informed that they may file a complaint at any time regarding VANTEVO’s handling of their personal data with the competent data protection authority.

SECURITY MEASURES

VANTEVO processes personal data with the utmost confidentiality and observes the corresponding duty of secrecy, in accordance with applicable data protection regulations. To this end, VANTEVO has implemented the necessary technical and organizational measures to ensure the security of the data and to prevent its alteration, loss, unauthorized processing, or access, taking into account the state of the art, the nature of the data stored, and the risks to which it may be exposed.

VANTEVO reserves the right to modify this Privacy Policy as a result of changes to the company’s internal policies or due to legislative developments that may require such changes. Any modifications will be published on the website to ensure that the data subject has access to such updates.

In any case, the relationship between VANTEVO and the data subject whose personal data may be affected by such changes will always be governed by the applicable regulations and by the Privacy Policy in force at the time the data was initially collected and processed.

March 2025