GDPR - Privacy

GDPR – TERMS OF USE

Exa Consult BV, with its registered office at Doelstraat 27, 3320 Hoegaarden, Belgium, company number BE0465449946 (hereinafter: “we” and “us”), processes personal data of (potential) clients, business relations, (potential) employees, and data submitted via forms.

The data we process are those necessary for the proper execution of agreements made with our clients and employees, or those needed in the preliminary stages of an agreement. We also process data to comply with legal obligations (such as taxation and identification requirements). Other data are needed to document operational agreements and procedures.

The data processed through this website are limited to contact details for the purpose of enabling quotes for clients or for the initial evaluation of applicants and to contact them. Data of (potential) clients are stored for three years for analysis and marketing purposes. Data of applicants are retained for two months in case a vacancy arises.

We process the following personal data:

Client data we process are the minimum necessary to enter into and execute agreements, and to invoice. These include: company name, first and last name of contact person(s), job title, address details, bank account numbers, telephone number (landline and/or mobile), email address, quotes, contracts, emails, tax information, and correspondence. We also process location data and contact details of persons on-site.

For prospects and business relations, we process: company name, first and last name of contact person(s), job title, address details, telephone number (landline and/or mobile), and email address. This information is required to properly carry out our acquisition efforts.

For (potential) employees, we process: first and last name, date of birth, national registration number, gender, postal address and city, nationality, email address, phone number, driver’s license, educational qualifications, language proficiency, type and number of ID document, bank account number, and availability/work schedule.

For submitted forms, we process: company name, first and last name, email address, phone number, and the subject of contact.

For quote requests, we process: company name, first and last name, address details, email address, phone number, and the requested service or product. Quotes are stored for 7 years in accordance with fiscal retention periods.

All form data are stored in the website’s database, solely to prevent data loss.

Website

Our website includes a contact form, generally used for quote requests. This includes the following personal data: name, address details, telephone number, and email address. These are stored under the same terms as quotes, as stated above.

Statistical information is collected via our website using Google Analytics. For advertising campaigns, information may be collected by Google Ads, Facebook, LinkedIn, or other platforms. This ensures the relevance of ads based on the interests of people who are likely to be interested in our services. All data is anonymized.

With Google Analytics, we analyze click behavior to improve the website and better align it with visitor needs.

Email marketing

When we wish to inform existing clients and/or prospects in bulk about relevant updates, we use our CRM system. Only email addresses are used for this purpose.

CRM – Customer Relationship Management system

All data is stored in a CRM platform.

Sharing of personal data with third parties

We do not sell your data to third parties and only share it when necessary for fulfilling our agreement with you or to meet legal obligations. With companies processing your data on our behalf, we sign a data processing agreement to ensure the same level of security and confidentiality. We remain responsible for these processing activities.

Accessing, modifying, or deleting your data

You have the right to access, correct, or delete your personal data. You also have the right to withdraw your consent to data processing or object to the processing of your data. You may request that we transfer your personal data in a computer file to you or to another organization named by you.

You can submit such a request to [email protected], mentioning “personal data”.

To verify your identity, we ask you to include a copy of your ID with your request. Please black out your photo, MRZ (machine-readable zone), and passport number for privacy protection. We will respond to your request as soon as possible, but no later than four weeks.

Changes

We reserve the right to change the content of this privacy statement at any time without prior notice.

PRIVACY STATEMENT – GDPR

By using certain parts of this site and/or subscribing to our newsletter, you provide personal information that may identify you. This is only used for service delivery and information purposes and only with your consent.

Your personal data is processed in accordance with the provisions of the European General Data Protection Regulation (GDPR).

This privacy policy applies to services provided by Exa Consult BV. We are not responsible for the privacy policies of other websites linked to our own, but we refer to them so you can find the necessary information.

By using this website, you agree to this privacy policy.

You always have the right to:

- access and view your personal data,

- modify it,

- have it deleted.

You can also request to be removed from all databases. You will then be “forgotten” and will no longer be contacted in any way.

If you make changes or delete data yourself, the change takes effect immediately. If you request it by email, we will process your request as soon as possible and no later than within 30 days.

How to exercise your rights?

By clicking a link at the bottom of the newsletter or by sending a simple request to [email protected].

Always include:

-First and last name of the person to be deleted or modified

-Email address of that person

-The changes you wish to make or confirmation of deletion

How we process your data

Your personal data is processed by the following data controller (who complies with GDPR regulations):

Michael Delloye – Exa Consult BV – Doelstraat 27 – 3320 Hoegaarden – [email protected]

We use Google Analytics to analyze website usage. Anonymous information is collected and not shared with Google for advertising or remarketing.

What data is collected?

Only the data needed to provide a specific service or send information is collected:

-First and last name

-Company and job title

-Email address

-Home address

-Work address

-Phone number

-VAT number

Some fields in forms are required (usually marked with *), as they are necessary for service delivery. Optional fields can be filled in at your discretion.

No marketing profiles are created based on submitted data or cookies.

Why we keep your data

Your personal data is only used for a specific purpose (and only for that purpose) based on the following legal grounds:

-Contact form: to respond to your request (performance of a task).

-Newsletter subscription: to send occasional updates or relevant information (with your consent).

-Purchase documents: to process your order and suggest related products (performance of a task and legitimate interest).

-Brochure request: to send you the brochure (performance of a task).

Any other use requires your explicit consent.

How long is your data stored?

Personal data is stored only as long as necessary for the service you requested or consented to. Maximum retention is 5 years after last use.

Sharing with third parties

Your data is not shared with third parties unless required to provide the service or comply with legal obligations. We only use third-party processors with proper agreements and secure data storage.

Your data is shared only when:

-It is essential for service delivery (e.g., newsletters, purchases)

-You have given explicit consent

I-t is legally required (e.g., in judicial investigations)

Examples of third-party use:

-IT infrastructure (sales software, CRM)

-Newsletter tools and invitation management

-Providers like Cegid (with your consent, which you may revoke at any time)

We do not transfer data outside the EU, except to Google, Zoho, and GoHighLevel.

Minors

We do not intend to collect data from minors, even with parental consent. We cannot verify a visitor’s age, so we recommend monitoring minors’ online activity to prevent unintended data processing.

Data security

The computers and network used to store and transfer your data are protected against hacking, malware, and misuse. Access is secured with usernames and passwords.

Anyone with access to your data at Exa Consult BV is bound by confidentiality.

Backups are made to restore data in case of incidents.

All employees are trained on the importance of data protection.

Automatic storage of non-personal data

When you visit this website, certain anonymous usage data is collected (e.g., not your IP address). We use Google Analytics for this, but no personal data is stored or shared with third parties.

Cookies

This website uses functional and analytical cookies, anonymously.

Functional cookies: improve website performance

Analytical cookies: help us understand usage (no personal data is collected)

You can enable/disable cookies in your browser and delete them at any time.

LinkedIn, Facebook, Twitter and other social media

This site includes share buttons for social platforms. These may place a cookie on your device. Their respective privacy policies apply — we are not responsible for how they handle your data.

We also have no control over how others interact with your content once shared on social media.

Changes

This Privacy Policy may change. We update the terms to ensure your privacy is protected transparently.

Last update: 13/07/2025

If something goes wrong…

We handle your personal data with great care. If a data breach occurs, we will notify you and take steps to minimize the impact.

However, we are not liable for damages resulting from data theft or leaks.

Complaints

Despite our precautions, if you have any complaints about how we handle your data, contact [email protected] — we’ll work on a solution.

For more on formal complaints, consult the Privacy Commission or Flemish Supervisory Commission website.