Privacy Policy

This Privacy Policy explains how HAY tech BV (SRL) (“HAY tech”, “we”, “us”) collects and uses personal data when you visit our website, contact us, or work with us. We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Belgian data protection law.

1. Data controller

The controller responsible for your personal data is:

Company name

HAY tech BV (SRL)

Registered office

Tentoonstellingslaan 402, 1090 Jette (Brussels), Belgium

Enterprise number (KBO/BCE)

0791.449.328

Email

info@haytech.be

Phone

+32 488 24 40 94

2. Personal data we collect

When you contact us

When you contact us by email or phone, including through the “Build your brief” feature on our website, we process the information you provide, such as your name, email address, phone number, company name and the content of your message. The brief feature only prepares an email in your own email application; nothing is sent to us until you send that email yourself.

When you become a client

If we work together, we process the contact and billing details needed to prepare quotes, perform the agreement, invoice and communicate with you.

When you visit our website

Our hosting provider automatically records limited technical data for security and operational purposes, such as your IP address, browser type, the pages requested, and the date and time of the request.

We do not ask for, and ask you not to send us, special categories of personal data (such as health data).

3. Purposes and legal bases

• Answering your enquiries and preparing quotes — to take steps at your request before entering into a contract (Art. 6(1)(b) GDPR) or our legitimate interest in responding to messages (Art. 6(1)(f) GDPR).
• Performing our agreement with you — performance of a contract (Art. 6(1)(b) GDPR).
• Invoicing and accounting — compliance with legal obligations (Art. 6(1)(c) GDPR).
• Securing and operating our website — our legitimate interest in keeping the website secure and available (Art. 6(1)(f) GDPR).

4. Cookies and third-party services

Our website does not use analytics, advertising or tracking cookies. If this changes, we will update this policy and ask for your consent where required.

Our website loads fonts from Google Fonts. To display them, your browser connects to Google’s servers, which means your IP address is transmitted to Google. More information is available in Google’s privacy policy.

5. Who we share data with

We do not sell your personal data. We only share it where necessary with:

• service providers acting on our behalf, such as our hosting, email and accounting providers, bound by data processing agreements;
• our accountant and professional advisers;
• public authorities, where we are legally required to do so.

6. International transfers

We aim to process personal data within the European Economic Area (EEA). Where a service provider processes data outside the EEA, we ensure appropriate safeguards are in place, such as an adequacy decision of the European Commission or Standard Contractual Clauses.

7. How long we keep your data

• Enquiries that do not lead to an agreement: up to 12 months after our last contact.
• Client and project data: for the duration of our relationship and as long as needed to handle any claims afterwards.
• Invoices and accounting records: for the period required by Belgian law (currently 10 years).
• Server logs: for a limited period, generally no longer than a few weeks, unless needed to investigate a security incident.

8. Your rights

Under the GDPR, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased;
• restrict or object to certain processing;
• receive your data in a portable format;
• withdraw your consent at any time, where processing is based on consent.

To exercise your rights, email info@haytech.be. We will respond within one month. We may ask you to confirm your identity before acting on your request.

9. Complaints

If you believe we are not handling your personal data correctly, please contact us first. You also have the right to lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35 / Rue de la Presse 35, 1000 Brussels — www.dataprotectionauthority.be.

10. Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access, including encrypted connections, access controls and up-to-date software.

11. Apps we publish

This policy covers our website and our business communications. Mobile apps published by HAY tech on the App Store or Google Play may process other data; each app has its own privacy notice, linked from its store listing.

12. Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal data from children under 16.

13. Changes to this policy

We may update this Privacy Policy from time to time. The current version is always available on this page, with the date of the last update shown at the top.

14. Contact

For any question about this policy or your personal data, contact us at info@haytech.be or +32 488 24 40 94.