Privacy policy

1. Who are we?

This privacy policy applies to www.viribus.be and its Dutch and English pages. The website is operated by VIRIBUS BV, Belgian company number 0697.665.174 (VAT BE 0697.665.174), with its registered office at Predikerinnenstraat 3, 2000 Antwerpen, Belgium. VIRIBUS BV is the controller of the personal data processed through this website. For privacy-related questions, contact ron@viribus.be or +32 499 70 17 71.

2. What information do we collect?

If you contact us using the form or directly by email, we may process your name, organisation, email address, telephone number (if provided), enquiry topic and message. Technical data, such as IP addresses, request timestamps, browser information and server logs, may be processed to operate and secure the website. If you consent to optional analytics, our analytics tool may also process website usage information, such as pages visited, interactions and device or session data.

3. Why do we process this information?

Responding to enquiries. We use the information you provide to reply and discuss possible next steps. Depending on the enquiry, our legal basis is our legitimate interest in handling business enquiries or taking steps at your request before entering into a contract (Article 6(1)(f) or (b) GDPR).

Security and maintenance. We process limited technical data where necessary for the safe and reliable operation of our website (legitimate interests, Article 6(1)(f) GDPR).

Website analytics. We use optional analytics cookies only after your consent (Article 6(1)(a) GDPR). You can withdraw that consent at any time through Cookie settings.

4. Who receives the data?

We may use carefully selected providers for website hosting, email, technical support and, if you consent, website analytics. They receive only the data necessary for the services they provide and act under applicable contractual and legal safeguards. The providers and any transfers outside the European Economic Area must be confirmed before publication: Cloudflare, Inc. (hosting and CDN, Cloudflare Pages and Workers), Cloudflare, Inc. (Email Routing, delivery of contact form messages) and the e-mail provider of our mailbox, Google Ireland Limited (Google Analytics 4). Where data is transferred outside the EEA, we will explain the applicable safeguards and how to obtain more information.

5. How long do we retain it?

We retain contact enquiries in line with an internal retention schedule relevant to the purpose of the enquiry. For enquiries unrelated to an existing customer relationship, a proposed maximum is 24 months after the last substantive interaction unless longer retention is justified or required by law. Technical log retention is limited to what is necessary for security and troubleshooting: a maximum of 7 days. If Google Analytics 4 is used, its user-level and event data retention will be configured to 14 months.

6. What are your rights?

Subject to the conditions of the GDPR, you may request access to, correction or erasure of your personal data, restriction of processing, data portability or object to processing. When processing is based on consent, you may withdraw consent at any time without affecting earlier lawful processing. Email ron@viribus.be to exercise your rights. You also have the right to complain to the Belgian Data Protection Authority, www.dataprotectionauthority.be.

7. Do you have to provide data? Is automated decision-making used?

Contacting us is optional, but without sufficient contact details and information we may not be able to respond. We do not use this website to make decisions based solely on automated processing that produce legal or similarly significant effects for you.

8. Security and changes

We use appropriate technical and organisational measures to protect personal data. We may update this policy when our website or processing activities change. The latest version will always be available here.