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Privacy Policy

At Squareflow s.a., we place the highest importance on protecting your privacy and personal data. This privacy policy explains how we collect, use, store, and protect your information when you use our services and browse our website.


1. WHO ARE WE?

Squareflow s.a. Avenue des Communautés 110, 1200 Woluwe-Saint-Lambert, Belgium Company Number / BCE: BE 0758.577.612 Contact: support@squareflow.be


2. WHAT PERSONAL DATA DO WE COLLECT?

We collect information to provide and continuously improve our services. Types of data we may collect include:

  • Identification and contact data: Your first and last name, email address, phone number, postal address, and company number. This information is typically collected when requesting a quote, contacting us for services, or entering into a service agreement.
  • Billing and payment data: Information necessary to process your payments for our services (bank account number, credit card information). Sensitive credit card data is handled by secure payment providers and is not stored directly by Squareflow s.a.
  • Service-related data: Information regarding the projects and services you engage us for, such as project details, support tickets, or communication history.
  • Technical and connection data: Your IP address, browser type, operating system, browsing data on our site (via cookies or similar technologies), and information about the device you are using.
  • Usage data: Information on how you use our applications and software solutions that we develop or maintain, including for diagnosing defects and improving performance.


3. HOW DO WE USE YOUR PERSONAL DATA?

We use your personal data for several specific purposes:

  • Contract performance: To manage your client relationship, process your service requests, provide the agreed services and products (software development, support, maintenance, hosting, etc.), and manage billing and payment tracking.
  • Support and assistance: To diagnose and correct defects in our solutions, respond to usage questions, and analyze and qualify your requests (support tickets).
  • Service improvement: To analyze the usage of our solutions and website to enhance them, develop new features, and ensure stable and optimal service performance.
  • Communication: To send you important information regarding our services, updates, administrative communications, or newsletters (if you have given consent).
  • Legal compliance: To comply with legal and regulatory obligations and respond to requests from competent authorities.
  • Fraud prevention and security: To protect our systems and users from fraud and malicious activity.
  • Marketing and advertising: With your explicit consent, to feature you as a client reference on our website and in marketing materials, as outlined in our general terms and conditions.


4. WHAT IS THE LEGAL BASIS FOR PROCESSING YOUR DATA?

The processing of your personal data is based on the following legal grounds in accordance with the General Data Protection Regulation (GDPR):

  • Contract performance: Processing is necessary to execute the services you requested or to implement pre-contractual measures at your request.
  • Legitimate interest: Processing is necessary for Squareflow s.a.’s legitimate interests (e.g., service improvement, fraud prevention, internal management), provided that your fundamental rights and interests do not override them.
  • Consent: When we have obtained your explicit consent for specific processing (e.g., certain marketing communications or use of certain cookies). You may withdraw your consent at any time.
  • Legal obligation: Processing is necessary to comply with a legal obligation to which Squareflow s.a. is subject.


5. WITH WHOM DO WE SHARE YOUR DATA?

We do not sell or rent your personal data. We may share your data with the following categories of recipients, only when strictly necessary and relevant for the purposes mentioned:

  • Our employees and collaborators: Authorized persons within Squareflow s.a. who need access to your data to perform their functions.
  • Subcontractors and third-party partners: External companies providing services on our behalf, such as hosting providers (if not internally hosted), payment processors, third-party software providers (e.g., Odoo, Apple, Google, YouTube, Facebook, etc., subject to their specific terms), data analytics services, or technical support services. We ensure these third parties adhere to strict security and confidentiality standards and act according to our instructions.
  • Legal and regulatory authorities: When required by law or to protect our legal rights.


6. DATA TRANSFER OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

If a transfer of your personal data outside the EEA is necessary, we will ensure appropriate safeguards are in place. This may include the use of standard contractual clauses from the European Commission or other GDPR-recognized mechanisms to ensure an adequate level of data protection.


7. HOW LONG DO WE KEEP YOUR DATA?

We retain your personal data as long as necessary to achieve the purposes for which it was collected, including to comply with legal, accounting, or reporting requirements.

The retention period depends on the type of data, the purpose of processing, and applicable legal obligations. For example, billing data is retained for the legally required duration. Support ticket data may be retained for a period sufficient to track the history of issues and solutions.


8. YOUR DATA PROTECTION RIGHTS

In accordance with the GDPR, you have the following rights regarding your personal data:

  • Right of access: Obtain confirmation that your data is being processed and, if applicable, access it.
  • Right to rectification: Request the correction of inaccurate or incomplete data.
  • Right to erasure ("right to be forgotten"): Request the deletion of your data under certain conditions.
  • Right to restriction of processing: Request the suspension of the processing of your data under certain conditions.
  • Right to data portability: Receive your data in a structured, commonly used, and machine-readable format, and transmit it to another data controller.
  • Right to object: Object to the processing of your data for reasons related to your particular situation, including direct marketing.
  • Right to withdraw consent: Withdraw your consent at any time when processing is based on it.

To exercise these rights, please contact us at support@squareflow.be or at our head office address. We will handle your request as promptly as possible and in accordance with applicable legislation.


9. SECURITY OF YOUR DATA

We implement appropriate technical and organizational security measures to protect your personal data against destruction, loss, alteration, unauthorized disclosure, or unauthorized access. These measures are designed taking into account the nature of the data, the risks associated with processing, and implementation costs.

This includes, for example, encryption, access controls, firewalls, and robust backup procedures.


10. CHANGES TO THIS PRIVACY POLICY

We may update this privacy policy from time to time to reflect changes in our practices or for legal or regulatory reasons. Any changes will be published on this page, and if significant, we will inform you through appropriate means.


11. RIGHT TO LODGE A COMPLAINT

If you believe your rights have not been respected, you have the right to lodge a complaint with the Belgian Data Protection Authority (DPA):

Data Protection Authority Rue de la Presse 35, 1000 Bruxelles Phone : +32 (0)2 274 48 00 E-mail : contact@apd-gba.be 
Website : www.autoriteprotectiondonnees.be