Privacy Policy

This Privacy Policy explains how Vincres ("we", "us", "our") handles personal data collected through this website. We are a Belgium-based initiative currently in a pre-launch phase; the level of care described in this policy applies from the moment this website first collects any personal data, not only once a company is formally registered.

1. Who is responsible for your data

For the personal data processed through this website, the data controller is Vincres, operating from Ghent, Belgium. A registered legal entity and VAT number will be added to this section once formally incorporated. Until then, you can reach us using the contact details at the end of this policy.

2. What data we collect

We only collect personal data that you actively provide to us. We do not use analytics, tracking pixels, or advertising cookies on this website. Specifically, we collect:

• Contact form: the name, email address, and message content you enter when you use the contact form.
• Technical metadata: your IP address, which is processed automatically by our form and spam-prevention providers as part of submitting the form (see "Who we share data with" below).
• No accounts: this website does not currently offer user accounts, logins, or payment functionality, so we do not collect data for those purposes.

3. Why we process your data

We use the data you submit through the contact form solely to respond to your enquiry, for example to answer questions about our software or discuss a potential project. We do not use this data for marketing, profiling, or automated decision-making, and we do not sell or rent it to third parties.

4. Legal basis for processing

We process the data you submit through the contact form on the basis of your consent (Article 6(1)(a) GDPR), given by voluntarily completing and submitting the form. Where a message leads to further discussion about a potential contract, we may continue processing that data on the basis of taking steps prior to entering into a contract (Article 6(1)(b) GDPR). You may withdraw your consent at any time by contacting us; this does not affect the lawfulness of processing carried out before withdrawal.

5. Who we share data with

To operate the contact form without running our own server, we use Web3Forms as a form-processing service, which delivers your submission to our email inbox. Web3Forms also uses CleanTalk as a sub-processor for spam and abuse prevention, which may process the IP address and email address you submit. These providers act as our data processors and are contractually and/or by policy required to only process your data on our behalf and to apply appropriate security measures. We do not otherwise share your data with third parties, except where required by law.

6. How long we keep your data

We keep contact form submissions for as long as reasonably necessary to handle your enquiry and any resulting correspondence, and no longer than 24 months after our last contact with you, unless a longer period is required to comply with a legal obligation or to establish, exercise, or defend legal claims. Our form-processing provider, Web3Forms, separately retains submission data on its own systems for up to 30 days on free plans (or up to 1 year on paid plans), after which it is automatically deleted from their systems.

7. International data transfers

Our form-processing provider, Web3Forms, is based outside the European Economic Area and may process data using infrastructure located in multiple regions. Where personal data is transferred outside the EEA, this is done under appropriate safeguards, including the European Commission's Standard Contractual Clauses, as described in Web3Forms' own data processing agreement.

8. Your rights under the GDPR

Under the GDPR, you have the right to:

• Access the personal data we hold about you (Article 15).
• Request correction of inaccurate or incomplete data (Article 16).
• Request erasure of your data ("right to be forgotten") (Article 17).
• Request restriction of processing in certain circumstances (Article 18).
• Receive your data in a structured, machine-readable format, or have it transferred to another controller (Article 20).
• Object to processing based on our legitimate interests, and to withdraw consent at any time without affecting prior processing (Articles 21 and 7(3)).

To exercise any of these rights, contact us using the details below. We will respond within one month, as required by the GDPR. We may ask you to verify your identity before acting on a request, to protect your data against unauthorised access.

9. Right to lodge a complaint

If you believe we have not handled your personal data in accordance with the GDPR, you have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, Belgium, contact@apd-gba.be, or with the supervisory authority of your own EU member state.

10. Security

We take reasonable technical and organisational measures to protect the personal data we process against loss, misuse, and unauthorised access, including relying on providers who encrypt data at rest and in transit. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Cookies

This website does not currently set analytics, advertising, or tracking cookies. If this changes in the future, this Privacy Policy will be updated and, where required, you will be asked for consent before any non-essential cookies are placed.

12. Changes to this policy

We may update this Privacy Policy from time to time, for example as our services develop or to reflect changes in the law. The "Last updated" date at the top of this page shows when it was last revised. We encourage you to review this page periodically.

13. Contact

For any questions about this Privacy Policy or to exercise your rights, contact us at info@vincres.com.