Privacy policy

The data controller is Advyze BV, registered office at Pastoor Bauwenslaan 32, 2610 Wilrijk, Belgium, enterprise number 1023.169.955 (RPR Antwerpen).

For questions about this policy or about your data, write to [email protected].

What you fill in

When you submit a form on this site we process the fields you filled in: your name, your email address, optionally your phone number, and whatever you tell us about your business or your situation. We also record which form you used, which page you submitted it from, in which language, and the time. We use that context to handle your enquiry properly.

What we need technically

To limit abuse of the forms, your IP address is held briefly in the server's working memory. It is used only to count how many messages come from the same address, it is not written to a database, and it disappears automatically.

What you send us as a client

As a client you forward documents: letters, emails, contracts and administrative papers. These may contain personal data, including of third parties such as your employees. We use them solely to carry out the work you sent them for.

If you contact us via WhatsApp

If you reach us on WhatsApp, that communication also passes through the WhatsApp and Meta environment, under their own terms and privacy policy. We have no control over that. If you would rather avoid it, use email or the contact form.

Visitor statistics

This website is built to work without tracking cookies, and no analytics script is active at present. No visitor behaviour is measured. If that changes, the cookie policy is updated first.

To answer your enquiry

Basis: your request, and our legitimate interest in being able to respond to it.

To perform our agreement

Basis: performance of the contract when you are a client, and steps taken at your request before entering into it.

To meet our legal obligations

Basis: legal obligation, including accounting and invoicing requirements.

To prevent abuse of the forms

Basis: our legitimate interest in a working, spam-free website.

We do not sell your data and we do not use it for third-party advertising.

Parties involved in your file

To do our work, it is by design that we contact parties on your behalf: your accountant, your payroll office, your social insurance fund, a notary or your bank. That happens only where it is needed for the work you asked us to do, and only with the data relevant to it. Those parties are independent professionals with their own responsibility for their own processing.

Service providers running our infrastructure

The website and the mail handling run on third-party infrastructure. At present that means:

• Hostinger — besides hosting the website, this is also where Advyze's mailbox and the SMTP server live through which the messages from these forms are sent. They arrive in our own mailbox; no separate email service from another party is involved.

Where these parties process data solely on our behalf and on our instructions, they act as processors and we record that contractually. Where their role is in fact different, we do not label them a processor merely because that sounds simpler. If the infrastructure changes, this list is updated.

Enquiries that do not become an engagement

Form submissions from people who do not become clients are kept for up to 12 months after the last meaningful contact, unless there is a legitimate reason to keep them longer. After that they are deleted.

Active client files

Operational client file data is kept for the duration of the client relationship. That is necessary to do the follow-up you engage us for.

After the relationship ends

When the engagement ends we return or transfer the relevant operational file material on simple request. Ordinary operational file data is then removed within 3 months, unless another lawful reason requires longer retention.

Records we must keep by law

Evidence in a dispute

Relevant material may be kept longer where reasonably necessary for the establishment, exercise or defence of legal claims.

Technical and security data

Temporary security and server log data is kept no longer than reasonably needed for security and troubleshooting. The data the form protection uses to count messages per IP address lives only in the server's working memory and disappears automatically within minutes; it is never written to disk. For the hosting environment's server logs, the retention period configured in that environment applies.

You have the right to access your data, to have it corrected, to have it erased, to restrict processing, to object to certain processing, and to receive your data in a portable format.

Write to [email protected]. We respond within the statutory period. If you are unhappy with how we handle your request, you can lodge a complaint with the Belgian Data Protection Authority.

The website works exclusively over an encrypted connection. Access to files is limited to the people working on them. Documents you send us are not shared with parties who have no business seeing them.

Complete security does not exist. If you notice something that does not look right, tell us at [email protected].