Privacy Policy

Effective date: Effective upon commercial launch

This Privacy Policy explains how Systems Studio processes personal data relating to website visitors, prospective clients, customers, suppliers, professional contacts and authorized platform users.

1. Data controller

Systems Studio acts as data controller where it determines the purposes and means of processing personal data. Privacy requests may be sent to info@systemsstudio.eu.

2. Categories of personal data

• Identity and contact data, including name, email and telephone.
• Company, project and billing information.
• Quotation, order, contract, invoice and payment records.
• Files, drawings, models, photographs and technical documents.
• Account, authentication and access-control records.
• Security logs, IP-related events and technical telemetry.
• Support messages and other communications.
• Website analytics and device/browser information where enabled.

3. Purposes and legal bases

• Taking steps before a contract and performing a contract: quotations, onboarding, project delivery, support and billing.
• Compliance with legal obligations: accounting, taxation, consumer protection, fraud prevention and lawful requests.
• Legitimate interests: service security, operational continuity, abuse prevention, record keeping and business administration, where those interests are not overridden by individual rights.
• Consent: optional analytics, optional marketing or other processing where consent is specifically requested.

4. Recipients and processors

Data may be processed by authorized Systems Studio personnel and service providers supporting hosting, email, payments, analytics, security, document storage, communications and technical delivery. Payment-card details are normally processed directly by the payment provider and are not intended to be stored by Systems Studio.

5. International transfers

Some service providers may process data outside the European Economic Area. Where applicable, Systems Studio will rely on an adequacy decision, approved contractual safeguards or another lawful transfer mechanism.

6. Retention

• Enquiries not resulting in a contract: normally up to 24 months, unless a longer period is justified.
• Project, contract and billing records: for the legally required accounting, tax, warranty and limitation periods.
• Client uploads and deliverables: for the agreed project-retention period or until secure deletion is requested and legally possible.
• Security and access logs: for a proportionate period based on security, investigation and operational needs.
• Consent records: for as long as needed to demonstrate the choice made and any subsequent withdrawal.

7. Individual rights

Subject to applicable conditions, individuals may request access, correction, deletion, restriction, portability or objection. Consent may be withdrawn at any time without affecting processing that was lawful before withdrawal.

8. Complaints

Individuals may contact Systems Studio first and may also lodge a complaint with the competent Belgian Data Protection Authority.

9. Required information

Certain information is required to prepare quotations, perform contracts, provide secure access, issue invoices or comply with legal obligations. Failure to provide it may prevent Systems Studio from handling the request or delivering the service.

10. Sensitive information

Users should not submit health data, identity documents, financial credentials or other sensitive personal data unless specifically requested through an approved secure process.

11. Changes

This policy may be updated to reflect legal, operational or technical changes. The effective date will be shown above.