Privacy Policy

1. Who We Are

VELEXT provides websites, web applications, AI solutions, automations and related digital services.

For the purposes of applicable data protection legislation, including the General Data Protection Regulation (GDPR), VELEXT is the data controller where we determine the purposes and means of processing your personal data.

For privacy-related questions or requests, you can contact us through the contact details published on our website.

2. Personal Data We May Collect

Depending on how you interact with VELEXT, we may process information including:

• Name
• Company name
• Email address
• Telephone number
• Billing and invoicing information
• Information submitted through contact forms
• Communications between you and VELEXT
• Project and contract information
• Account and Client Portal information
• Login and security-related information
• Technical information such as IP address, browser type and device information
• Website usage and analytics information
• Other information you voluntarily provide to us

We only collect information that is reasonably necessary for the relevant purpose.

3. Contact Forms

When you submit a contact form, we process the information you provide so that we can:

• Respond to your enquiry
• Prepare or discuss a potential project
• Provide requested information
• Maintain appropriate records of business communications

Depending on the circumstances, the legal basis may be taking steps at your request before entering into a contract, performance of a contract, or our legitimate interest in responding to business enquiries and managing client relationships.

4. Client Portal

VELEXT may provide clients with access to a secure Client Portal.

The Client Portal may contain information such as:

• Contracts and agreements
• Project information
• Project status and documentation
• Invoices and payment information
• Client-specific documents
• Communications or other information related to VELEXT services

Access is restricted to authorised users.

Users are responsible for keeping their login credentials confidential and should notify VELEXT if they believe their account or credentials have been compromised.

VELEXT implements appropriate technical and organisational measures designed to protect Client Portal information against unauthorised access, alteration, disclosure or destruction.

5. Contracts, Projects and Invoices

When you become a VELEXT client, we process personal and business information necessary to:

• Prepare and manage contracts
• Deliver projects and services
• Communicate about projects
• Provide support and maintenance
• Issue and administer invoices
• Maintain financial and administrative records
• Meet legal and tax obligations

The legal bases for this processing may include performance of a contract and compliance with legal obligations.

6. Google Analytics

We use Google Analytics to understand how visitors interact with our website and to improve its performance, content and user experience.

Google Analytics may process information such as:

• Pages visited
• Approximate location
• Device and browser information
• Referral source
• Interactions with the website
• Session and usage information

Where required by applicable law, non-essential analytics technologies will only be activated after you have provided consent through our cookie consent mechanism.

You can withdraw or change your consent through the cookie settings available on our website.

Further details are provided in our Cookie Policy.

7. Why We Process Personal Data

We may process personal data for purposes including:

• Providing our services
• Managing client relationships
• Responding to enquiries
• Managing contracts and projects
• Operating the Client Portal
• Processing invoices and payments
• Providing support and maintenance
• Improving our website and services
• Protecting our systems and preventing abuse
• Complying with legal obligations

8. Legal Bases

Under the GDPR, we process personal data only where we have an appropriate legal basis.

Depending on the circumstances, this may include:

• Your consent
• Performance of a contract
• Taking steps before entering into a contract
• Compliance with a legal obligation
• Our legitimate interests, provided those interests do not override your fundamental rights and freedoms

9. Service Providers

VELEXT may use trusted third-party service providers for services such as:

• Website and application hosting
• Database infrastructure
• Authentication
• Analytics
• Email
• Accounting and invoicing
• Cloud storage
• Monitoring and security

These providers may process personal data on our behalf where necessary to provide their services.

Where required, VELEXT uses appropriate contractual and organisational safeguards with service providers.

10. International Data Transfers

Some technology providers may process data outside the European Economic Area.

Where personal data is transferred internationally, VELEXT will take appropriate measures required under applicable data protection law, such as relying on an adequacy decision or appropriate contractual safeguards.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including fulfilling contractual, accounting, tax and legal obligations.

Different categories of information may therefore have different retention periods.

When information is no longer required, it will be deleted, anonymised or otherwise handled in accordance with applicable legal requirements.

12. Data Security

VELEXT takes appropriate technical and organisational measures to protect personal information.

Depending on the system involved, measures may include:

• Secure authentication
• Encrypted connections
• Access controls
• Secure hosting infrastructure
• Backups
• Monitoring
• Software and security updates
• Restricted administrative access

No internet-based system can be guaranteed to be completely secure. We therefore continuously evaluate security measures appropriate to the nature of our services and the information processed.

13. Your Rights

Under the GDPR, you may have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of personal data
• Restrict certain processing
• Object to certain processing
• Receive certain data in a portable format
• Withdraw consent where processing is based on consent

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

You can exercise your rights by contacting VELEXT.

We may need to verify your identity before fulfilling certain requests.

14. Complaints

If you believe your personal data has not been handled correctly, please contact VELEXT first so that we can investigate your concern.

You also have the right to lodge a complaint with the competent data protection authority. In the Netherlands, this is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

15. Changes to This Privacy Policy

We may update this Privacy Policy when our services, website, technology or legal obligations change.

The latest version will always be published on our website together with the date of the most recent update.

16. Contact

For questions about this Privacy Policy or the processing of your personal data, please contact VELEXT using the contact information provided on our website.