1. Who is responsible?
Covicon BV, Krommebeekstraat 22, 8930 Menen (Belgium), company number BE 0759.971.739, is the controller of your personal data. Covicon is part of Valtech Group. You can reach us at info@covicon.be or +32 56 23 67 31.
2. What data do we collect, why, and on what legal basis?
- Contact and demo form: name, company, e-mail address, phone number (optional), job role (optional) and your message. We use it to answer your question and to arrange a call or demo. Legal basis: your request, and our legitimate interest in answering business enquiries.
- Process check (test request): the same details, plus your product details and up to three photos that you upload yourself. We use them to prepare your test and to follow up with you. Legal basis: your request (steps before a possible contract). Please do not upload photos showing people.
- Guide request: first name, last name, company and e-mail address. We send you a personal download link, and a Covicon colleague may contact you once to check whether the guide was clear. Legal basis: your consent, which you give by ticking the box on the form. You can withdraw it at any time.
- Technical data: your IP address is processed temporarily to prevent abuse and spam (limiting the number of requests per hour or day). We only store it in hashed form, which is not readable. Legal basis: our legitimate interest in securing the website and its forms.
- Statistics and advertising (only with your consent): see section 6 on cookies. Legal basis: your consent.
With each request we also store the text you were shown and the time, so we can demonstrate what you consented to. We do not take automated decisions about you and we do not sell your data.
3. Who do we share your data with?
Only with service providers working on our behalf (processors), under a data processing agreement:
- Supabase: storage of requests, photos and the guide (EU region, Frankfurt).
- Resend: sending our e-mails, such as the confirmation and the guide download link (EU region).
- GoDaddy: hosting of this website.
- Cloudflare (Turnstile): invisible check that a form is filled in by a human.
- Google (Google Tag Manager). With your consent, Tag Manager loads the measurement and advertising tools listed in section 6.
Within Covicon and Valtech Group only the colleagues who follow up on your request have access. We otherwise only disclose data when the law requires it.
4. Transfers outside the European Economic Area
Some of the parties above (such as Google, Cloudflare and the providers of the advertising tools) are based in, or can access data from, the United States. They rely on an adequacy decision of the European Commission (EU-US Data Privacy Framework) or on standard contractual clauses.
5. How long do we keep your data?
- Requests through the contact, demo and process-check forms, including photos and related e-mails: up to 24 months after our last contact. If you become a customer, a longer period applies to the customer relationship (for example for accounting).
- Guide requests: up to 24 months after the request. The download link itself expires after 48 hours.
- Cookies: see section 6.
After that we delete or anonymise the data, unless the law requires us to keep it longer.
6. Cookies and measurement tools
On your first visit a banner asks whether we may place measurement and advertising cookies. If you choose “Essential only”, those tools are not loaded. You can change your choice at any time through “Cookie settings” at the bottom of every page.
- Necessary: “covicon_consent” remembers your choice (365 days). No consent is needed for this. When you submit a form we also use a security check (Cloudflare Turnstile) to keep spam out.
- With consent: Google Tag Manager loads Google Analytics 4 (visitor statistics), Microsoft Clarity (how visitors use the pages), Meta Pixel (Facebook and Instagram) and the LinkedIn Insight Tag (advertising measurement). These services set their own cookies and process, among other things, your IP address, your device and the pages you view.
You can also delete or block cookies in your browser settings.
7. Your rights
You have the right to access, correct and delete your data, to restrict processing, to data portability and to object to processing based on legitimate interest. If you gave consent, you can withdraw it at any time without affecting earlier processing. Send your request to info@covicon.be; we reply within one month. To verify your identity we may ask for additional information.
8. Complaints
If you are not satisfied with how we handle your data, please contact us first. You can also lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, www.dataprotectionauthority.be.
9. Changes
We may update this policy, for example when we start using a new tool. The date at the top shows the latest version.