Privacy Policy

Vertize Effective Date: 01/06/2025

Company Name: Quadraat Services BV (trading as Vertize)

KBO Number: 0848.295.484

Registered Address: H.-Geestmolenstraat 175, 9160 Lokeren, Belgium

Email: hello@vertize.io

Website: https://www.vertize.io

Vertize is committed to protecting your privacy and ensuring that your personal data is handled transparently, securely, and in full compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable Belgian legislation.

1 Who We Are

This Privacy Policy applies to all personal data collected, processed, and stored by Vertize, operated by Quadraat Services BV, a Belgian-registered company offering AI-driven business automation, consultancy, and development services.

2 What Personal Data We Collect

We may collect and process the following types of personal data:

2.1 Directly Provided by You:

• Name and contact details (email, phone number, address)

• Company name and position

• Project-related communication

• Billing and invoicing information

• Feedback, inquiries, and support requests

2.2 Automatically Collected:

• IP address and browser metadata

• Cookies (see section 9)

• Usage patterns on our website or platforms

• Device identifiers and timestamps

2.3 Through Our Services:

• End-user data shared by clients during AI integrations (subject to separate processing agreements)

• Voice or chatbot interaction logs (only if agreed upon for support/training purposes) We do not intentionally collect special categories of personal data (e.g., racial, biometric, political, or health-related information).

3 Why We Process Your Data We process your data for the following purposes:

• Purpose Legal Basis

• To deliver our services and proposals Contractual necessity

• To communicate with clients or prospects Legitimate interest

• To issue invoices and handle accounting Legal obligation

• To improve website and service experience Legitimate interest

• To send updates, news, or offers Consent (for marketing)

• To comply with Belgian or EU regulations Legal obligation

4 Who Has Access to Your Data

Your data may be accessed by:

• Authorized employees and contractors of Vertize

• Partner developers (under NDA and limited access)

• Cloud infrastructure providers (e.g., hosting, email, analytics)

• Accountants and legal advisors (for compliance purposes)

We never sell, rent, or trade your personal data with third parties. When required, we sign Data Processing Agreements (DPAs) with all third-party processors.

5 Data Transfers

Outside the EU If any processing requires transferring personal data outside the European Economic Area (EEA), Vertize ensures appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs)

• Transfers to adequate jurisdictions recognized by the European Commission

• Binding corporate rules (if applicable)

6 Data Retention

We retain your personal data only for as long as necessary for the purpose it was collected, or as legally required.

Examples:

• Project/client records: up to 7 years (for tax/legal compliance)

• Website analytics: 26 months

• Email inquiries: up to 12 months

• Chatbot/AI logs: max. 30 days, unless explicitly retained You may request deletion earlier where applicable (see Section 8).

7 Data Security

Vertize implements industry-standard technical and organizational measures to protect your personal data, including:

• End-to-end encryption (TLS)

• Firewalls and multi-factor authentication

• Role-based access control • Regular backups and penetration testing In the unlikely event of a data breach, we will notify the Belgian Data Protection Authority and affected individuals where required under GDPR.

8 Your Rights Under GDPR

You have the following rights under the GDPR:

• ✅ Right to access – Know what data we have about you

• ✅ Right to rectification – Correct inaccurate or incomplete data

• ✅ Right to erasure – Request deletion (“right to be forgotten”)

• ✅ Right to restrict processing – Temporarily pause processing

• ✅ Right to object – To marketing or automated profiling

• ✅ Right to data portability – Receive your data in a machine-readable format

• ✅ Right to withdraw consent – At any time, where processing is based on consent

You may exercise these rights by emailing hello@vertize.io. We will respond within 30 calendar days.

9 Cookies and Tracking

Technologies Our website uses cookies to enhance user experience and gather analytics.

• Necessary cookies: Enable basic functionality

• Analytics cookies: Track site usage via tools like Google Analytics

• Marketing cookies: Used only with user consent Upon visiting our website, you will be prompted to accept or manage cookie preferences. You may also disable cookies via your browser settings.

10 Changes to This Policy

We reserve the right to update this Privacy Policy at any time. When we do, we will revise the “Effective Date” and notify you where legally required. We encourage you to review this page periodically for the latest version.

11 Supervisory Authority

If you believe your data has been mishandled, you have the right to file a complaint with the Belgian Data Protection Authority: Gegevensbeschermingsautoriteit (GBA) Drukpersstraat 35, 1000 Brussels, Belgium 📞 +32 (0)2 274 48 00 📧 contact@apd-gba.be 🌐 https://www.gegevensbeschermingsautoriteit.be

12 Contact Us

If you have any questions about this Privacy Policy or your data: Vertize (Quadraat Services BV) 📍 H.-Geestmolenstraat 175, 9160 Lokeren, Belgium 📧 hello@vertize.io 🌐 https://www.vertize.io