Privacy Policy

Last updated: 29/08/2025

Dunetrails VOF (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in accordance with the General Data Protection Regulation (GDPR) and Belgian data protection laws.

1. Who We Are

Dunetrails VOF
Schauwegemstraat 37
9090 Merelbeke-Melle
Belgium
VAT: BE0674899571

For all privacy-related matters, you can contact us at:
Email: geert.dekeyser@dunetrails.com

We act as the data controller for the personal data collected through our website and services.

2. What Data We Collect

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

Identification data: name, company name, role, company size (via forms)
Contact details: email address, phone number
Professional context: service tier interest, project details shared in forms
Technical data: IP address, browser type, pages visited (via cookies and analytics)
Communication data: messages and requests submitted via HubSpot forms or booked calls

We do not intentionally collect special categories of personal data (e.g., health, religion, political views).

3. How We Collect Data

When you complete a form on our website (e.g., Book a Call, Secure Workspace Scan)
When you communicate with us via email or phone
When you interact with HubSpot forms or scheduling tools
Through cookies and analytics tools when you browse our website

4. Why We Process Your Data (Legal Bases)

We process personal data only when a legal basis exists:

Contractual necessity – to provide requested services or respond to inquiries
Legal obligation – to comply with Belgian and EU legal requirements
Legitimate interest – to improve services, ensure security, maintain client communication
Consent – for marketing communications, newsletter sign-up, or non-essential cookies

5. How We Use Your Data

To respond to inquiries and schedule calls
To provide and improve our IT consulting services (Tiers 1–3)
To prepare Secure Workspace Scans and recommendations
To send newsletters and updates (with your consent)
To comply with legal and accounting obligations
To maintain website security and performance

6. Sharing of Data

We do not sell your personal data. We may share information with trusted service providers who process data on our behalf, including:

HubSpot (CRM, forms, scheduling, marketing automation)
Google Analytics (website analytics, anonymized IPs)
One.com (website hosting and storage)

All third parties are bound by Data Processing Agreements (DPAs) to ensure GDPR compliance.

7. International Transfers

If personal data is transferred outside the European Economic Area (EEA) by HubSpot or Google, we ensure adequate safeguards are in place, such as EU Standard Contractual Clauses (SCCs).

8. Data Retention

Client relationship and accounting data: retained 7 years (legal requirement)
Marketing and HubSpot data: retained according to HubSpot defaults (6–24 months), unless you withdraw consent earlier
Website analytics: anonymized data typically retained for up to 24 months

9. Your Rights

You have the following rights under GDPR:

Right of access (to see what data we hold about you)
Right to rectification (to correct inaccurate data)
Right to erasure (“right to be forgotten”)
Right to restriction of processing
Right to data portability
Right to object to processing based on legitimate interests
Right to withdraw consent (e.g., for newsletters or cookies)

To exercise these rights, contact us at: geert.dekeyser@dunetrails.com.

10. Security

We apply technical and organizational measures to protect your personal data, including secure hosting with One.com, access controls, and encryption where appropriate.

11. Cookies

We use cookies to improve website functionality and analyze visitor behavior. Non-essential cookies (e.g., analytics, HubSpot, YouTube) are only used with your consent. For full details, see our [Cookie Statement].

12. Contact & Complaints

If you have questions or concerns about how we handle your data, please contact:
Email: geert.dekeyser@dunetrails.com

You also have the right to file a complaint with the Belgian Data Protection Authority:
https://www.gegevensbeschermingsautoriteit.be/

13. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal obligations. Updates will be published on this page with a new “last updated” date.