Privacy Policy

📋 Table of Contents

1. Introduction and Principles
2. Data Controller
3. Data Collected
4. Processing Purposes
5. Legal Basis
6. Retention Period
7. Recipients
8. Your Rights
9. Cookies and Trackers
10. Data Security
11. Contact and Complaints

1️⃣ Introduction and Principles

AXITAM SRL is committed to protecting the confidentiality of your personal data and respecting your rights in accordance with the General Data Protection Regulation (GDPR) and the Belgian law of 30 July 2018.

🎯 Our Core Principles

Transparency: Clear information about our practices
Purpose: Collection only for defined objectives
Proportionality: Strictly necessary data only
Accuracy: Maintaining up-to-date data
Limitation: Time-limited retention
Security: Protection against unauthorized access

2️⃣ Data Controller

🏢 Controller Identification

AXITAM SRL
Limited Liability Company
Company Number: BE0420.254.973
Registered Office: Erbaut (Jurbise) 7500, Belgium

👤 Data Protection Officer (DPO)

Regis GILOT
📧 Email: dpo@axitam.eu
📮 Mail: AXITAM SRL - DPO, Erbaut (Jurbise) 7500, Belgium

3️⃣ Personal Data Collected

📊 Types of Data Collected

Source	Data Collected	Required
Contact Form	Name, first name, email, company, message	Required except company
Newsletter	Email address, preferences	Email required
Browsing Cookies	IP address, browser, pages visited	Technical required
Server Logs	IP address, date/time, pages viewed	Automatic (security)
Client Contracts	Complete billing data	Legally required

🚫 Sensitive Data

AXITAM NEVER collects:

Health data
Political or religious opinions
Biometric data
Racial or ethnic origin
Sex life or sexual orientation

4️⃣ Processing Purposes

🎯 How We Use Your Data

Purpose	Data Used	Legal Basis
Responding to Inquiries	Contact form	Legitimate interest
Newsletter	Email, preferences	Consent
Website Improvement	Analytics cookies	Consent
IT Security	Logs, IP addresses	Legitimate interest
Contract Management	Billing data	Contract performance
Accounting Obligations	Billing data	Legal obligation

5️⃣ Legal Basis for Processing

⚖️ Legal Grounds (Art. 6 GDPR)

🤝 Consent (Art. 6.1.a): Newsletter, analytics/marketing cookies
📋 Contract Performance (Art. 6.1.b): Client management, billing
📜 Legal Obligation (Art. 6.1.c): Accounting, tax retention
⚖️ Legitimate Interest (Art. 6.1.f): Security, service improvement

🔍 Legitimate Interest Assessment

Our legitimate interests have been assessed to ensure they do not override your fundamental rights and freedoms.

6️⃣ Retention Period

⏰ Retention Periods

Data Type	Retention Period	Justification
Contact Inquiries	3 years after last contact	Commercial follow-up
Newsletter	Until unsubscription	Consent maintained
Client Data	10 years after contract end	Belgian accounting obligations
Security Logs	12 months maximum	IT security
Analytics Cookies	13 months maximum	Regulatory recommendation

🗑️ Automatic Deletion

Upon expiration of retention periods, your data is automatically deleted securely and irreversibly.

7️⃣ Recipients and Transfers

👥 Internal Recipients

AXITAM Team: Limited access based on professional needs
Administration: Administrative and accounting management
Technical Support: Technical issue resolution only

🤝 External Service Providers

Our providers are subject to strict contractual obligations:

Hosting: OVH - EU servers
Analytics: Google Analytics - Anonymized data

🌍 International Transfers

Transfer Policy:

Priority to European providers
If transfer outside EU: adequacy decision or standard contractual clauses
Google Analytics: configured with enhanced pseudonymization
No transfers to unsecured countries

8️⃣ Your GDPR Rights

🛡️ Rights Guaranteed by GDPR

Right	Description	How to Exercise
✨ Access (Art. 15)	Know what data is processed	Request by email to DPO
✏️ Rectification (Art. 16)	Correct inaccurate data	Motivated request
🗑️ Erasure (Art. 17)	"Right to be forgotten" under conditions	Written request
⏸️ Restriction (Art. 18)	Temporarily block processing	Justified request
📦 Portability (Art. 20)	Retrieve your data in structured format	CSV or JSON format
🚫 Objection (Art. 21)	Object to processing for specific reasons	Motivated request

⏱️ Response Times

Standard deadline: 1 month maximum
Complex requests: Possible 2-month extension
Immediate notification: Acknowledgment within 48h

📧 Exercise Your Rights

DPO Contact: dpo@axitam.eu

Documents to attach: Copy of ID

Note: We may request additional information to verify your identity

9️⃣ Cookies and Trackers

🍪 Types of Cookies Used

Category	Purpose	Duration	Legal Basis
Technical	Website functionality, preferences	Session or 1 year	Legitimate interest
Analytics	Audience measurement, improvement	13 months	Consent
Marketing	Content personalization	13 months	Consent

⚙️ Cookie Management

Consent banner: Initial choice on first visit
Preference center: Modify at any time
Browser: Cookie settings in your browser

🔟 Data Security

🛡️ Technical Security Measures

Encryption: HTTPS/TLS for all communications
Servers: Secure hosting in European Union
Access: Strong authentication and restricted access
Backups: Regular encrypted copies
Monitoring: 24/7 access monitoring

👥 Organizational Measures

Training: GDPR awareness for the team
Procedures: Strict processing instructions
Audits: Regular security checks
Confidentiality: Signed confidentiality agreements

🚨 Breach Notification

In case of data breach:

Notification to Belgian DPA within 72h if necessary
Information to affected individuals in case of high risk
Immediate corrective measures
Analysis and procedure improvement

1️⃣1️⃣ Contact and Complaints

📞 Contact Us

Data Protection Officer (DPO)
Regis GILOT
📧 dpo@axitam.eu
📮 AXITAM SRL - DPO
Erbaut (Jurbise) 7500, Belgium

⚖️ Right to Complain

If you believe your rights are not being respected, you can lodge a complaint with:

Data Protection Authority (DPA)
📮 Rue de la Presse 35, 1000 Brussels
📧 contact@apd-gba.be
🌐 https://www.dataprotectionauthority.be

📅 Policy Updates

Version: 2.0

Effective Date: January 2024

Last Modified: January 2024

🔄 Future Changes

This policy may be updated for:

Evolution of our services
Regulatory changes
Data protection improvements

Notification of changes: Significant changes will be notified by email and/or via a banner on the website.

Recommended: Please check this page regularly.

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🔒 Privacy Policy