Privacy and cookie policy

1. Who is responsible?

Vlecad BV, Kanaalkom 36, 3960 Bree, Belgium. Company number: 0430.798.972. For privacy questions and requests about your data: [email protected].

2. Enquiries and e-book downloads

We process your name, email address, organisation and the information you provide for your enquiry. Depending on the form, this may also include your phone number, product interests, training requirements, school details or message. We use this data to handle your contact, demo, training or school enquiry or deliver the requested e-book. Enquiries are managed in our own Vlecad Connect CRM and by email.

We process the necessary data on a contractual basis for steps you request before entering into a contract and for its performance. If you contact us on behalf of an organisation or request general information, we rely on our legitimate interest in responding properly to business enquiries. We balance that interest against your privacy. An enquiry or download does not subscribe you to the newsletter.

Required fields are marked in the form. Without them we cannot process the enquiry through that form. You may leave optional fields and a CV attachment empty. Please do not include sensitive data that is unnecessary for your enquiry.

3. Newsletter

You receive our newsletter only after a separate subscription. The legal basis is your consent. We use your email address to send it through our Microsoft mailbox. You may withdraw consent at any time by replying to the newsletter or emailing [email protected]. We then stop sending and remove your address from the mailing list. Withdrawal does not affect the lawfulness of earlier mailings.

4. Job applications

Our HR department handles applications through [email protected]. We process your contact details, area of interest, motivation and optional CV to assess your application and contact you. These are steps you request before a possible employment contract. Applications and CVs are not entered into Vlecad Connect CRM or used for newsletters. Any retention for future vacancies is arranged separately with you.

5. Website visits, security and measurement

For operation and security we process technical data such as IP address, browser characteristics, timestamps and error or status information. Cloudflare Turnstile helps prevent form abuse and receives technical signals from your browser for that purpose. Our legitimate interest is a secure, available website and protection against abuse. More information: https://www.cloudflare.com/turnstile-privacy-policy/

With your consent we measure website use through Google Analytics and campaign results through Meta Pixel and LinkedIn Insight. These providers may process browser identifiers, visited pages and events and link them to data they hold. We retain campaign origin during your browser session and pass it to Connect with a business enquiry. This uses statistics consent; Meta and LinkedIn require marketing consent. Form contents and CVs are not sent to these measurement services.

6. Who receives data?

Within VLECAD, staff have access to the extent required for their work; applications are handled by HR. VLECAD hosts the website, Connect and backups on servers in Belgium. Microsoft provides our mailboxes. Cloudflare provides form security. Google, Meta and LinkedIn receive measurement data only when their service is enabled and you have given the appropriate consent. We do not sell your personal data.

7. Retention periods

Closed enquiries without a subsequent customer relationship: 12 months after closure. Data used solely for an e-book download: 3 months after delivery. Unsuccessful job applications and their CVs: 3 months after the procedure closes. Newsletter addresses: until removal from the mailing list upon unsubscription. These periods also apply to relevant copies in Connect and mailboxes.

Temporary technical form copies are deleted after at most 90 days once delivery is complete; pending deliveries are retained until resolved. Completed delivery jobs remain available for at most 30 days. Data for local abuse limits is deleted after 24 hours. Security logs and recovery backups are retained for at most 30 days unless a specific incident requires further investigation. Deleted data is not returned to normal processing after restoration.

During a customer relationship we process data for as long as necessary to fulfil the contract and provide services. Administrative records are then retained for the applicable statutory period. In a dispute we retain only the data needed to resolve it. Evidence of newsletter subscription and unsubscription is retained separately and in a limited form to demonstrate consent and your choice, for no more than 3 years after unsubscription.

8. Processing outside the EEA

Our own servers are in Belgium. External providers such as Microsoft, Cloudflare, Google, Meta and LinkedIn may also process data outside the European Economic Area, including in the United States. Such transfers must have appropriate safeguards: an applicable adequacy decision, including the EU-US Data Privacy Framework for a covered certified recipient, or European standard contractual clauses with additional measures where necessary. You can request information about the applicable safeguards at [email protected].

9. Your rights

You may request access, correction, erasure or restriction of your data. Where the legal conditions are met, you may request data portability. You may object to processing based on legitimate interests and always to direct marketing. You may withdraw consent at any time. Email [email protected]. We normally respond within one month and may proportionately verify your identity. We do not make solely automated decisions that have legal or similarly significant effects on you.

You may lodge a complaint with the Belgian Data Protection Authority at https://www.gegevensbeschermingsautoriteit.be/ or with the competent supervisory authority in the country where you live or work.

10. Security, other services and changes

We restrict access by role, secure transmission, validate form input and keep CVs separate until checked for malicious content. The website links to support, the customer portal, e-learning and the webshop. Processing within those services follows the information provided there for the service concerned. When you start a YouTube video, your browser connects to YouTube; video playback is also subject to Google’s privacy policy: https://policies.google.com/privacy

We update this policy when our processing changes. The current version and update date appear on this page. For a materially new purpose we inform you beforehand and request consent again where required.