Privacy Policy

Last updated: 30 June 2025

Table of content

1. Who we are
2. What data do we process?
3. How is this data collected?
4. Why do we process your data
5. Legal bases
6. With whom do we share your data?
7. Security
8. Retention periods
9. Your rights
10. Changes

1. Who we are

ASAsense BV (Meerheide 84, 2980 Zoersel, Belgium, BE 0507.969.697, www.asasense.com) processes your personal data with care and in accordance with the General Data Protection Regulation (GDPR – EU Regulation 2016/679), Belgian data protection laws, and the guidance of the Belgian Data Protection Authority (GBA) and the European Data Protection Board (EDPB).

This policy applies to customers, users, candidates, suppliers, partners, prospects, and visitors to our website.

2. What data do we process?

Depending on your relationship with ASAsense, we may process the following categories of personal data:

• Identification & contact data: name, address (delivery/invoice), email, phone number, language, gender, date of birth.
• Account data: login credentials, hashed passwords, system logs, IP address, device details, technical metadata.
• Financial data: IBAN, VAT number, invoices, payment history.
• Usage & product data: configuration settings, software/product usage and performance data.
• Marketing & communication data: preferences, newsletter subscriptions, campaign interactions, event registrations (if applicable).
• Support & interaction data: emails, chats, support tickets, feedback, inquiries.

3. How is this data collected?

We collect data:

• Directly through digital or paper forms (e.g., orders, registrations)
• Through use of our products, platforms, or website
• Via telephone, email, SMS, or live chat
• Through participation in events, webinars, or workshops
• Automatically via cookies, integrated forms, or analytics tools (if applicable).
• From public sources or partners, in compliance with GDPR

4. Why do we process your data

We process your personal data for the following purposes:

• Contract performance: delivery of services, invoicing, support, and access to products
• Fraud prevention: identity or credit checks before onboarding
• Product and service improvement: analysis, maintenance, technical support
• Marketing & communication: newsletters, product updates, event invitations (with consent)
• Events & workshops: registration and communication
• Legal obligations: accounting, VAT, compliance reporting
• Security: detection and investigation of misuse, attacks, or legal inquiries

5. Legal bases

• Contractual necessity (Art. 6(1)(b) GDPR): delivery, support, invoicing
• Consent (Art. 6(1)(a)): marketing, cookies
• Legitimate interest (Art. 6(1)(f)): product improvement, platform security
• Legal obligation (Art. 6(1)(c)): tax and accounting compliance

6. With whom do we share your data?

Your data may be shared with:

• External service providers (cloud, hosting, communication, marketing) – strictly under GDPR-compliant processor agreements
• Regulators or authorities, only when legally required

If we collaborate with partners (e.g. research institutions, infrastructure providers), any personal data involved will be shared only where strictly necessary and with proper safeguards.

We never sell your personal data. If your data is transferred outside the European Economic Area (EEA), we ensure it is protected using:

• European Commission’s Standard Contractual Clauses (SCCs)
• Or transfers to countries with an adequacy decision

7. Security

We apply a combination of technical (e.g., encryption of data during storage and transmission, access control, logging, backups) and organizational measures to protect your data from loss, theft, or unauthorized access. Security protocols are reviewed and updated regularly.

8. Retention periods

Your personal data is only stored for as long as strictly needed to provide our products and services, and/or to conform to our legal obligations e.g. Contract & invoicing data up to 7 years (legal requirement). After expiration, data is deleted or anonymized.

9. Your rights

You have the following rights under the GDPR:

• Access your data
• Rectify inaccuracies
• Delete your data (“right to be forgotten”) under certain conditions
• Restrict processing
• Object to specific uses (e.g., direct marketing)
• Portability of your data in a structured, machine-readable format
• Withdraw consent, without affecting previous lawful processing

You may exercise these rights by contacting privacy@asasense.com or sending a written request. Please include a copy of your ID, with your national register number and photo obscured for privacy protection.

If you have concerns or complaints, please contact us first by sending a written request or contacting privacy@asasense.com.

You also have the right to lodge a complaint with the supervisory authority:

Data Protection Authority (GBA)
Drukpersstraat 35, 1000 Brussels, Belgium
www.gegevensbeschermingsautoriteit.be

10. Changes

We may update this privacy policy due to changes in our services, legal requirements, or technology. The latest version will always be published on our website. For material changes, we will notify you via our site or by email where appropriate.