Vertex Systems
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Privacy Policy

This policy explains how we collect, use and protect your personal data when you use this website, in accordance with the EU General Data Protection Regulation (GDPR) and Belgian law.

Last updated: June 18, 2026

Who is responsible for your data

The data controller for this website is:

Controller
Depeauw Maxime
Address
Rue Notre-Dame 11, 6800 Neuvillers, Belgique
Email
hello@vertex-systems.tech

We have not appointed a Data Protection Officer. For any privacy request, please use the contact details above.

What data we collect

We only collect the data we need to answer you and run the site:

  • Identity and contact details you provide — name, work email, phone number, company;
  • The content of your message, or the details of a call you book (preferred date and time, call type);
  • Technical data needed to deliver the site, such as your IP address, processed transiently by our host;
  • Aggregated, non-identifying usage statistics (pages viewed, approximate region, device type) from our self-hosted analytics.

Why we use it, and our legal basis

We process your data for the following purposes, each with a legal basis under Article 6 GDPR:

  • To receive and respond to your enquiry — our legitimate interest in replying to messages addressed to us and, where relevant, taking steps at your request prior to a possible engagement (Art. 6(1)(b) and 6(1)(f));
  • To schedule and hold a discovery call you request — performance of pre-contractual steps and your consent (Art. 6(1)(b) and 6(1)(a));
  • To measure audience and improve the website, using aggregated, cookieless statistics — our legitimate interest (Art. 6(1)(f));
  • To operate and secure the website — our legitimate interest and, where applicable, legal obligations (Art. 6(1)(f) and 6(1)(c)).

Who can access your data

Your data is processed on infrastructure we operate. Bookings are handled by a small service on our virtual private server, which records only the chosen time slot and forwards your details to our automation tool (n8n). The contact form is sent to the same tool. Everything runs on servers under our control.

Our hosting provider acts as a processor for storage and hosting on our behalf, under a contract that requires appropriate safeguards. We do not sell your data, and we do not use third-party advertising or tracking services.

Where your data is stored (international transfers)

Your personal data is stored and processed within the European Union — on servers located in Frankfurt, Germany. We do not transfer your personal data outside the EU/EEA.

How long we keep it

We keep your data only as long as necessary:

  • Enquiry and booking data: for as long as needed to handle your request and our relationship, and at most three years from our last contact, unless a longer period is required by law;
  • Aggregated analytics: retained only in non-identifying form;
  • You can ask us to delete your data sooner at any time.

Cookies and local storage

This website does not use advertising or tracking cookies, and stores no identifiers in your browser. Our audience measurement is self-hosted and cookieless, so no consent banner is required.

The booking tool keeps nothing in your browser: your selection is sent to our server only to reserve the slot and arrange the call.

Automated decision-making

We do not make decisions producing legal or similarly significant effects about you by automated means alone. Any automated steps in our workflows are subject to human review.

Security

We use HTTPS encryption in transit, access controls, and EU-based hosting. No method of transmission or storage is completely secure, but we apply appropriate technical and organizational measures to protect your data.

Your rights

Under the GDPR, you have the right to:

  • Access the personal data we hold about you;
  • Rectify inaccurate or incomplete data;
  • Request erasure of your data;
  • Restrict or object to processing based on our legitimate interest;
  • Receive your data in a portable format;
  • Withdraw your consent at any time, without affecting processing already carried out.

Changes to this policy

We may update this policy from time to time. The current version is always available on this page, with the “last updated” date shown above.

To exercise any of these rights, contact us using the details below. We respond within one month.

Lodging a complaint

If you believe your data has been handled unlawfully, you have the right to lodge a complaint with the supervisory authority:

Authority
Autorité de protection des données (APD) — Gegevensbeschermingsautoriteit (GBA)
Address
Rue de la Presse 35, 1000 Bruxelles, Belgique
Phone
+32 (0)2 274 48 00
Email
contact@apd-gba.be
Website
https://www.autoriteprotectiondonnees.be

Contact

For any question about this policy or to exercise your rights, contact us at:

Email
hello@vertex-systems.tech