This policy explains how Novexa Digital collects and processes the personal data of visitors, prospects, users and clients of its website novexadigital.be, including its client area.
1. Data controller
The data controller is:
Novexa Digital — Goossens Erwan
CBE: 1042.973.296
VAT: BE 1042.973.296
Chaussée du Roeulx 266/37
7000 Mons — Belgium
Email: contact@novexadigital.be
Phone: +32 470 95 95 97
2. Data collected
Depending on how you use the website, Novexa Digital may process in particular:
- surname and first name;
- company name;
- CBE/VAT number;
- email address;
- phone number;
- address;
- information provided in a message;
- information about a project;
- information needed to prepare a quotation;
- appointment data;
- user account information;
- login data;
- communication and language preferences;
- technical data;
- IP address;
- browser and device information;
- browsing data;
- cookie choices.
Only data that is reasonably necessary for the purposes described below is requested.
3. Contact form
When you use the contact form, Novexa Digital may process:
- surname;
- first name;
- email;
- phone;
- company;
- project type and indicative budget when you provide them;
- the content of your request.
Purposes: receiving your request; replying to you; following up your request; possibly preparing a business relationship.
Legal basis: depending on the nature of your request, pre-contractual measures taken at your request, or Novexa Digital's legitimate interest in replying to communications addressed to it.
Retention: requests not followed by a business relationship are kept for as long as reasonably necessary to follow up the request (in principle 24 months maximum after the last exchange), then deleted or anonymised, subject to a legal obligation or the need to keep certain evidence.
4. Quotation request
When you request a quotation, the following may be processed in particular: identity; contact details; company; CBE/VAT number; needs; budget provided; project information; exchanges with Novexa Digital.
Purposes: analysing your project; preparing a proposal; drawing up a quotation; communicating with you; possibly preparing a contract.
Legal basis: pre-contractual measures taken at your request.
Where the quotation leads to a contract, some data is then processed for the performance of that contract.
5. Clients
Once a contractual relationship is established, Novexa Digital processes the necessary data in particular to:
- manage the project;
- communicate with the Client;
- perform the contract;
- provide support and handle requests;
- manage hosting, maintenance and subscriptions;
- issue invoices;
- monitor payments;
- comply with its accounting, tax and legal obligations.
Legal bases: depending on the processing, performance of the contract; legal obligations; legitimate interest where applicable.
Documents that must be kept under accounting or tax obligations are kept for the period required by the applicable legislation.
6. Client area and account creation
The website allows you to create a user account (client area).
The following may be processed in particular: surname; first name; email; company; phone; account information; login data; history of requests, projects, appointments and subscriptions linked to the account.
Passwords are stored using secure hashing mechanisms and are never kept in plain text.
Purposes: creating and managing the account; authenticating the user; securing access; enabling the follow-up of requests, projects, subscriptions and appointments; providing the requested features.
Priority handling of requests: requests sent via the client area are ranked by priority according to the requester's status (client with a subscription, existing client, new prospect) and the urgency indicated. This ranking is used solely to organise how Novexa Digital handles requests; every request is handled by a person and this ranking has no legal effect on you.
Legal basis: performance of the service or contract requested by the user. Some technical data may also be processed on the basis of Novexa Digital's legitimate interest in securing its services.
Retention: for as long as the account exists. You can request the deletion of your account at any time from the client area or by email; data that must be kept for legal reasons (invoicing in particular) is then kept separately for the legal period.
7. Newsletter
Subscribing to the newsletter is optional. It is confirmed by a validation email (double opt-in).
The data used may include: email; surname/first name when requested; language; proof and date of consent; subscription preferences.
Purpose: sending news, information and commercial communications from Novexa Digital.
Legal basis: your consent.
You can withdraw your consent at any time using the unsubscribe link included in every communication, from your client area, or by contacting contact@novexadigital.be.
Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.
Retention: until you unsubscribe. Proof of consent and of unsubscription may be kept for as long as necessary to demonstrate compliance with legal obligations.
The newsletter is managed directly from the Novexa Digital website and sent via its host's mail server (o2switch).
8. Appointment booking
The website allows you to book an appointment with Novexa Digital (phone call, video call or in-person meeting). The following may be processed: surname; first name; email; phone; type of appointment; address when the appointment takes place at your premises; chosen date and time; information provided about your project.
Purposes: organising the appointment; sending the necessary confirmations and reminders; communicating about the appointment; preparing the meeting.
Legal basis: depending on the situation, pre-contractual measures taken at your request or performance of a contract.
Booking provider: the appointment system is developed and hosted directly on the Novexa Digital website; no third-party booking provider is used. When a video call link is provided, the video conferencing service used is subject to its own terms.
9. Audience measurement (Plausible Analytics)
Novexa Digital uses Plausible Analytics, a European, privacy-friendly audience measurement tool, to understand how its website is used and to improve its services.
Plausible does not set cookies and does not collect data that can personally identify you. The information processed is aggregated and may include: pages viewed; source of the visit; country; device type; browser; operating system.
As a precaution, Novexa Digital only activates Plausible after your consent to the “Statistics” category. You can withdraw it at any time via “Manage my cookies”.
Legal basis: your consent.
Provider: Plausible Insights OÜ (Estonia, European Union); data hosted in the European Union.
10. Cookies and similar technologies
The website uses cookies or similar technologies, classified as:
Strictly necessary cookies: operation of the website; security; authentication to the client area; remembering the language; keeping your cookie choice. They may be used without prior consent where they meet the applicable legal conditions.
Statistics: measuring the use of the website, activated only after your agreement.
Marketing: no marketing technology is used to date. If Novexa Digital uses such technologies in the future, they will remain disabled until your consent has been obtained.
Optional third-party services: content or features from external services, loaded only after your agreement.
A separate Cookie Policy provides detailed information on the trackers actually used.
11. Cookie consent management
The website allows you to accept, refuse or customise your choices and to withdraw your consent later via the “Manage my cookies” link at the bottom of every page.
Refusing non-necessary cookies does not block access to the website.
Non-strictly necessary cookies that require consent are not placed before your positive choice.
12. Demo websites
The demo websites (subdomains of novexadigital.be) are fictitious. We ask you not to enter any real personal data on them. Any information entered in their forms (bookings, orders, fictitious contacts) is not passed on to Novexa Digital as genuine requests and is automatically deleted within 24 hours.
The demo shop uses the test mode of the payment provider Stripe (Stripe Payments Europe Ltd., Ireland). No real payment is possible; use only the test card numbers shown on the website. The Stripe module is only loaded after your agreement to the “Optional third-party services” category.
13. Hosting
The website is hosted in France by O2SWITCH SAS (Clermont-Ferrand, France).
Some data necessary for the operation of the website may be processed by the host, in particular: IP address; technical logs; data stored in the website; technical data; databases; emails sent and received via the professional mailbox.
14. Service providers
Novexa Digital may use service providers to deliver certain services. Depending on the configuration actually used, these include in particular:
- hosting and email (o2switch);
- statistics (Plausible Analytics);
- invoicing and accounting (Accountable);
- test-mode payment for the demo shop (Stripe);
- IT security and code versioning (GitHub).
Service providers only have access to the data necessary for their functions and are subject to the applicable data protection obligations.
15. Accountable
Novexa Digital uses Accountable for certain administrative, accounting and invoicing operations.
Some data of business or private clients may therefore be processed in this tool where necessary, in particular for: invoicing; accounting; administrative management; tax compliance.
This processing is based in particular on the performance of contracts and Novexa Digital's legal obligations, depending on the data concerned.
16. Disclosure of data
Novexa Digital does not sell your personal data.
It may be disclosed where necessary:
- to technical service providers;
- to accounting or administrative service providers;
- to the authorities where required by a legal obligation;
- to professional advisers where necessary;
- to other recipients with an appropriate legal basis.
17. Transfers outside the European Economic Area
The website's data is hosted in the European Union. Some technical providers (for example Stripe or GitHub) may, however, process data outside the European Economic Area.
Where a transfer subject to the GDPR takes place, Novexa Digital ensures that it relies on an appropriate legal mechanism where required, in particular: an adequacy decision; standard contractual clauses; another safeguard recognised by the GDPR.
18. Artificial intelligence
Novexa Digital uses certain artificial intelligence tools in its professional activity, in particular to assist with development and certain writing or technical tasks.
Novexa Digital applies a data minimisation principle and avoids sharing personal data with these tools when it is not necessary.
Passwords, secrets and private keys are not intended to be voluntarily shared with AI tools without necessity and appropriate safeguards.
Where processing personal data with such a service is necessary, it is carried out in accordance with the applicable data protection rules.
19. Security
Novexa Digital implements reasonable technical and organisational measures appropriate to the risks. Depending on the services concerned, these may include in particular: HTTPS; access control; authentication (including two-factor authentication for administration); backups; updates; password protection; permission management; securing keys and secrets; limiting administrative access.
No IT system can, however, guarantee zero risk.
20. Retention periods
Data is not kept longer than necessary for the purposes for which it is processed.
Periods may depend in particular on: the contractual relationship; tax and accounting obligations; limitation periods; the consent given; the need to defend rights in court; the nature of the service used.
Where consent is the basis for processing, withdrawing it ends the processing concerned, unless another legal basis allows or requires certain data to be kept.
21. Your rights
Depending on the processing and its legal basis, you may in particular have:
- a right of access;
- a right to rectification;
- a right to erasure;
- a right to restriction;
- a right to object;
- a right to data portability where applicable;
- the right to withdraw your consent at any time where processing is based on it.
The exercise of these rights may be subject to the conditions and exceptions provided for by the GDPR.
22. Exercising your rights
To exercise your rights: contact@novexadigital.be. Account holders can also view and change their information, export their data and request the deletion of their account from their client area.
Please describe your request in sufficient detail so that it can be handled.
Novexa Digital may ask for additional information where reasonably necessary to verify the identity of the person making the request.
Requests are handled within the time limits set by the GDPR.
23. Complaints
If you believe that your personal data is being processed in breach of the applicable regulations, you can lodge a complaint with:
Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit)
Rue de la Presse 35
1000 Brussels
Belgium
You can also contact Novexa Digital beforehand at contact@novexadigital.be to try to resolve the issue.
24. Mandatory data
Some fields may be essential to provide a service.
For example, without an email address or other means of contact, Novexa Digital may be unable to reply to a quotation request or organise an appointment.
Mandatory fields are identified as such.
25. Automated decisions
Novexa Digital does not use the data collected through its website to take any decision producing legal effects concerning a person or significantly affecting them based solely on automated processing. The priority ranking of requests described in article 6 is used solely for internal organisation, and every request is reviewed by a person.
26. Changes
Novexa Digital may amend this policy when its processing, its tools or the legislation change.
The date of the last change is shown at the top of the document.
Where a change substantially affects processing or the rights of data subjects, appropriate information is provided where required by the regulations.
Novexa Digital — Goossens Erwan
CBE: 1042.973.296 — VAT: BE 1042.973.296
Chaussée du Roeulx 266/37, 7000 Mons
contact@novexadigital.be — +32 470 95 95 97