Privacy Policy

Responding to Enquiries and Providing Services

Purpose: To respond to your enquiries, provide consulting services, and deliver the services you have requested.

Legal basis: Performance of a contract (Article 6(1)(b) GDPR). Processing is necessary to take steps at your request before entering into a contract, or to perform our contractual obligations to you.

Data processed: Name, email address, phone number, company name, job title, and the content of your enquiry or project brief.

Marketing Communications

Purpose: To send you newsletters, updates, event invitations, and information about our services that may be of interest to you.

Legal basis: Your consent (Article 6(1)(a) GDPR). We will only send marketing communications to you if you have explicitly opted in.

Data processed: Name and email address.

Website Analytics and Improvement

Purpose: To understand how visitors use our website, identify areas for improvement, and enhance the user experience.

Legal basis: Our legitimate interests (Article 6(1)(f) GDPR) in understanding and improving our website and services. We balance this interest against your rights by using anonymised and aggregated data where possible.

Data processed: IP address, browser type and version, pages visited, time and date of visit, time spent on pages, device identifiers.

Legal and Regulatory Compliance

Purpose: To comply with our legal obligations under Belgian and EU law, including tax and accounting requirements.

Legal basis: Legal obligation (Article 6(1)(c) GDPR).

Data processed: Invoices, contracts, communication records, and other documentation required by law.

Contract Administration

Purpose: To manage and administer the contracts we have with clients, including invoicing, reporting, and delivering agreed services.

Legal basis: Performance of a contract (Article 6(1)(b) GDPR) and our legitimate interests (Article 6(1)(f) GDPR) in running our business effectively.

Data processed: Client contact details, project information, deliverables, time records, and billing information.

Client Contract and Invoicing Data

Retention period: 7 years from the end of the financial year in which the invoice was issued or the contract was performed.

Reason: This retention period is required by Belgian tax and accounting law (Article 3:48 of the Belgian Companies and Associations Code and applicable tax legislation).

Data included: Client name, company details, contact information, contracts, invoices, project deliverables.

Enquiry and Pre-Contract Data

Retention period: 2 years from the date of the last communication, or until the contract is signed and the data is transferred to client records, whichever is sooner.

Data included: Name, email, phone number, company, job title, content of enquiries.

Marketing Subscriber Data

Retention period: Until you withdraw your consent. If you withdraw consent, we will delete your data without undue delay and no later than 30 days after your withdrawal request.

Data included: Name and email address.

Website Analytics Data

Retention period: 26 months from the date of collection. This is the default retention period set by our analytics provider (PostHog).

Data included: IP address, browser type, pages visited, time and date of visit, device identifiers.

Cookie Data

Retention period: As specified in our Cookie Policy, non-essential cookies are retained for a maximum of 13 months. Essential cookies are retained for the duration of your browsing session.

Data included: Cookie identifiers and usage data as described in our Cookie Policy.

IT and Software Service Providers

We use third-party IT services to operate our business, including email hosting, cloud storage, project management tools, and accounting software.

Specific providers include:

• Email:Our email is hosted via standard commercial email services
• Cloud Storage:Secure cloud storage for project files and documentation
• Analytics:PostHog (privacy-friendly analytics platform)

All service providers are contractually bound to process your data only on our instructions and to maintain appropriate security measures.

Accountants and Professional Advisors

We engage external accountants and professional advisors for our annual accounts, tax filings, and legal advice. They process your data only to the extent necessary to provide their services to us.

Public Authorities and Legal Obligations

We may disclose your personal data to public authorities, law enforcement agencies, or courts when required by Belgian or EU law, such as for tax reporting, anti-fraud investigations, or court orders.

Business Transfers

If MiraiTech is involved in a merger, acquisition, sale of assets, or similar corporate transaction, your personal data may be transferred as part of that transaction. We will notify you before your data is transferred and place it under the privacy policy of the acquiring entity.

Right of Access (Article 15)

You have the right to obtain confirmation as to whether we process your personal data and to receive a copy of that data. To request access, contact us at [email protected] with the subject line "Data Access Request". We will respond within one month of receiving your request.

Right to Rectification (Article 16)

You have the right to have inaccurate personal data corrected, or to have incomplete personal data completed. Contact us at [email protected] with the subject line "Data Correction Request" and describe the inaccuracies or omissions.

Right to Erasure (Article 17)

You have the right to request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, when you withdraw consent and there is no other legal basis for processing, when you successfully exercise your right to object, or when the data was processed unlawfully. Contact us at [email protected] with the subject line "Data Erasure Request".

Right to Restriction of Processing (Article 18)

You have the right to request that we restrict the processing of your data in certain circumstances, such as when you contest the accuracy of the data, when the processing is unlawful but you oppose erasure, when we no longer need the data but you require it for legal claims, or when you have objected to processing pending verification. Contact us at [email protected] with the subject line "Data Restriction Request".

Right to Data Portability (Article 20)

Where we process your data based on your consent or the performance of a contract, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit that data to another controller without hindrance from us. Contact us at [email protected] with the subject line "Data Portability Request".

Right to Object (Article 21)

You have the right to object to our processing of your personal data where we rely on our legitimate interests as the legal basis. If you object, we will cease processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where the processing is for the establishment, exercise, or defence of legal claims. Contact us at [email protected] with the subject line "Objection to Processing".

Right to Withdraw Consent (Article 7(3))

Where we process your data based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal. To withdraw consent for marketing communications, click the unsubscribe link in any marketing email or contact us at [email protected].