Privacy Policy
We process your personal data with the utmost care, in accordance with European GDPR regulations.
Last updated: September 2026
Data Controller
Datacaps BV is responsible for the processing of your personal data as described in this privacy policy.
What personal data do we process?
We process the following categories of personal data:
- Identification data: name, first name, job title
- Contact details: email address, phone number
- Company data: company name, sector, company size
- Communication data: content of messages you send us
- Technical data: browser type, device and pages viewed, measured with our own software on our own servers. Only after you consent through the cookie banner.
- Visitor identifier: a random code stored on your device to recognise a return visit. Not anonymous: if you submit a form, we link it to your name and email address so we can see which pages you viewed before getting in touch.
- IP address: shortened before it is stored, so it no longer points to a single connection. To recognise a returning visitor we use a one-way code derived from it, which cannot be turned back into your address.
Purposes and legal bases
We process your personal data for the following purposes:
Responding to contact requests
Legal basis: legitimate interest / performance of contract
Preparing and following up on quotes
Legal basis: performance of contract
Processing job applications
Legal basis: legitimate interest in recruitment
Customer management and service delivery
Legal basis: performance of contract
Newsletter and marketing
Legal basis: consent
Website statistics, measured with our own software
Legal basis: consent (via cookie banner)
Legal obligations
Legal basis: legal obligation
Retention periods
We do not retain your personal data longer than necessary for the purpose for which it was collected:
Contact form data
Max. 2 years after submission
Quote and RFP data
Max. 7 years (statutory accounting obligation)
Job applications, including CV and cover letter
Max. 1 year after receipt
DigiTest results
Max. 2 years after completion
Link between your visitor code and your name and email
Max. 2 years after your last visit
Website statistics (page views, events)
Max. 26 months
Transfer to third parties
We do not transfer your personal data to third parties unless this is necessary for the performance of our services or we are legally required to do so. We use the following processors:
Supabase
Data storage: servers in the EU
HubSpot
CRM: EU-US adequacy decision
Vercel
Hosting: servers in the EU
Resend
Sending emails, such as your DigiTest report
Cloudflare Turnstile
Spam protection on our forms
ClickUp
Project follow-up in the client portal
ipinfo.io
Company name behind a network address; only the network is shared, never your full IP address
Data processing agreements have been concluded with all processors in accordance with GDPR requirements.
Your rights
Under the GDPR you have the following rights:
Right of access
Request an overview of your personal data that we process
Right to rectification
Have incorrect or incomplete data corrected
Right to erasure
Request the deletion of your data
Right to restriction
Have processing temporarily restricted
Right to data portability
Receive your data in a common format
Right to object
Object to processing based on legitimate interest
Withdraw consent
Withdraw previously given consent at any time
To exercise your rights, contact us at support@datacaps.be. We respond within 30 days. You also have the right to lodge a complaint with the Data Protection Authority (GBA).
Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse. This includes encrypted connections (TLS/HTTPS), access control and regular security reviews.
Cookies & Analytics
We use cookies and similar technologies. For details, please consult our cookie policy.
Our own statistics, no Google Analytics
We measure website use with our own software on servers in the EU. No third party receives these statistics. Nothing is stored or sent until you consent via the cookie banner, and withdrawing consent removes the stored items from your device. The visitor code is not anonymous: if you submit a form, it is linked to your name and email address so we can see which pages you viewed before getting in touch.
Changes
We reserve the right to amend this privacy policy. The most recent version is always available on this page. For significant changes we will inform you by email or a prominent notice on our website.
Contact
Do you have questions about this privacy policy? We are happy to help.
support@datacaps.be