Privacy Policy

Effective Date: 04/07/2025

Ikologik NV (“Ikologik”, “we”, “our”, or “us”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use and safeguard your personal data when you visit our website www.ikologik.com, communicate with us, or use our services. We act as a data controller in accordance with the General Data Protection Regulation (EU 2016/679) (“GDPR”) and Belgian data protection laws.

Who We Are

Ikologik NV
Groendreef 101, 9880 Aalter, Belgium
Email: info@ikologik.com
Phone: +32 (0)50 73 13 30
VAT / Company Number: BE0671.876.770
Website: www.ikologik.com

What Data We Collect

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

• Identification and contact information: Name, email, phone number, company, job title.
• Technical information: IP address, browser type and version, device details, operating system, language settings.
• Website usage data: Pages visited, navigation paths, time spent, form submissions.
• Communication content: Emails, contact form messages, support requests.
• Cookie-related data: Based on your consent preferences (see Cookie Policy).

We do not knowingly collect data from children under 16.

How We Collect Your Data

• Directly: Through our contact forms, demo request forms, support queries, email or phone communication.
• Automatically: Via cookies and similar technologies (see our Cookie Policy).
• From third-party tools: Google Analytics or CRM systems, when permitted by you.

Why We Process Your Data (Legal Basis)

We only process your personal data where a lawful basis exists:

• Consent – When you explicitly agree (e.g. for marketing emails or analytics cookies).
• Contractual necessity – To respond to demo or contact requests or to provide support.
• Legitimate interest – For improving our website, protecting our systems and business development, as long as your rights are not overridden.
• Legal obligation – Where required to comply with tax, regulatory or legal requirements.

You can withdraw your consent at any time.

How We Use Your Data

We use your data for the following purposes:

• To respond to your questions, demo or support requests.
• To manage and improve our website and digital services.
• To analyze website traffic and improve user experience.
• To send you relevant updates or marketing communications (with your consent).
• To ensure the security and integrity of our systems.
• To comply with applicable legal obligations.

We do not use your data for automated decision-making or profiling.

Data Sharing and Transfers

Your data is not sold. We may share it only with:

• Trusted third-party service providers: Such as web hosting, analytics (Google Analytics), CRM, or mailing platforms.
• Legal authorities: If legally required (e.g. tax authorities, law enforcement).
• Business successors: In the event of a merger or acquisition, under strict confidentiality.

If data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards such as Standard Contractual Clauses are in place.

Data Retention

We retain your data only as long as necessary:

• Contact form submissions & emails: Up to 24 months after last interaction.
• CRM/customer data: Up to 5 years after last contact or contract.
• Cookie/analytics data: See Cookie Policy for exact durations.
• Legal/accounting data: As long as required by law (e.g. 7 years for tax purposes).

Once retention expires, we securely delete or anonymize your data.

Your Rights Under GDPR

You have the following rights under GDPR:

• Right to access your data.
• Right to rectification of incorrect or incomplete data.
• Right to erasure (right to be forgotten).
• Right to restrict processing under certain conditions.
• Right to object to processing (especially for direct marketing).
• Right to data portability (receive your data in a readable format).
• Right to withdraw consent at any time.

To exercise any right, contact: info@ikologik.com

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

Data Security

We apply appropriate technical and organizational security measures:

• Secure servers and encrypted communication (SSL/TLS)
• Role-based access control and authentication
• Data minimization and internal data protection policies
• Secure backups and regular vulnerability assessments

Despite all efforts, no system is entirely immune to risk. Please contact us if you suspect any misuse or breach.