Privacy
Privacy Policy
Protection of personal data (GDPR)
Version: 20260917 · Matvision SRL. This English version is a translation of the French version, which prevails in the event of any discrepancy.
1. Purpose and scope
This policy describes how Matvision SRL (“Matvision”, “we”) collects, uses and protects personal data in the course of its activities. It applies:
to the contact persons of our customers, prospects, suppliers and partners (directors, employees, representatives) in the context of the business relationship, including feasibility studies, sales, leasing, provision of equipment and related services;
to visitors of the matvision.eu website and to persons who contact us by email or through the website.
It constitutes the Privacy Policy referred to in Article 13 of our general terms and conditions (version 20260917) as well as the privacy policy referred to in our Data Use and Access Policy (Data Act, the “Data Act Policy”).
It does not cover the processing of data relating to our staff or to job applicants, which is covered by a separate notice.
2. Data controller
The data controller is:
Matvision SRL, a private limited company incorporated under Belgian law;
Registered office: Quai sur Meuse 19, 4000 Liège, Belgium;
Company number (CBE) and VAT number: BE 1003.697.996;
Privacy contact point: info@matvision.eu.
Matvision has not appointed a data protection officer, as the thresholds set out in Article 37 GDPR are not met. Any question relating to personal data may be addressed to the contact point above.
3. Data processed and sources
We only process data that is relevant to the professional relationship:
Professional identification and contact details: surname, first name, position, company, professional email address and telephone number;
Contractual and billing data: orders, deliveries, invoices, payment history, correspondence;
Communications: content of exchanges by email, via the contact form or at professional events;
Browsing data: IP address, connection data and cookies when visiting the matvision.eu website;
Data relating to connected Products and Services: Matvision’s sorting machines and related services generate impersonal technical data (automatically generated machine usage logs, component status, settings, error reports), without operator identifiers. This data does not contain personal data and is governed by the Data Act Policy. Should it contain personal data, this policy would apply to such data.
Data is collected directly from you, from your employer or principal in the context of a contract, at professional events, or from publicly accessible professional sources (your company’s website, LinkedIn, public company registers such as the Crossroads Bank for Enterprises).
4. Purposes, legal bases and retention periods
The table below summarises the processing activities we carry out. At the end of the periods indicated, data is deleted or anonymised, unless a longer statutory retention obligation applies or a dispute is pending.
| Purpose | Data concerned | Legal basis (Art. 6 GDPR) | Retention period |
|---|---|---|---|
| Management of the pre-contractual and contractual relationship: offers, orders, feasibility studies, deliveries, commissioning, support and maintenance | Professional identification and contact details, position, company, correspondence, contractual data | Performance of the contract or of pre-contractual measures; legitimate interest for contact persons at our corporate customers | Duration of the contractual relationship, then 10 years (contractual limitation period under Belgian law) |
| Invoicing, accounting and tax obligations | Billing data, contact details, payment history | Legal obligation (accounting, tax and VAT legislation) | 10 years from the closing of the financial year concerned |
| B2B commercial prospecting: initial contact, follow-up of trade fairs and events, sending information about our products and services | Professional identification and contact details, position, company, history of exchanges | Legitimate interest (B2B business development), with the right to object at any time | 7 years after the last meaningful contact |
| Handling of requests received via the website or by email (contact form, information requests) | Name, contact details, content of the message | Pre-contractual measures or legitimate interest (responding to requests) | 7 years after the last exchange if the request does not lead to a contract |
| Operation, security and statistics of the matvision.eu website | Browsing data, IP address, technical logs, cookies | Legitimate interest (essential cookies and security); consent (non-essential cookies) | Logs: 12 months; cookies: as indicated in the banner, 13 months maximum |
| Management of disputes, debt recovery and defence of our rights | Data of the file concerned | Legitimate interest (legal defence) | Duration of the proceedings, then the applicable limitation periods |
Where processing is based on our legitimate interest, we ensure a balance between that interest and your rights and freedoms; you may object to it under the conditions described in section 8.
5. Recipients and processors
Your data is accessible only to those members of our team who need it for their duties. It may be shared with:
our technical processors: OVH (website hosting, European Union), WordPress with the Elementor page builder and the TranslatePress translation extension (website operation), Google (Tag Manager and Google Fonts, see section 9), Calendly (online appointment booking, when you book a slot via the website), Microsoft (Microsoft 365: email, document storage and collaboration tools), as well as our internal messaging and prospect-qualification automation tools;
our professional service providers: accountant, legal advisers, insurers, carriers, to the extent strictly necessary;
public authorities, where required by law.
Our processors within the meaning of Article 28 GDPR are bound by data processing agreements and may only use your data on our instructions. We do not sell or rent your data to third parties.
6. Transfers outside the European Economic Area
Our data is in principle hosted within the European Economic Area. Some of our providers (in particular cloud service providers) may however process data outside the EEA. In such case, the transfer is governed by an adequacy decision of the European Commission (for example the EU-US Data Privacy Framework) or by standard contractual clauses, supplemented where necessary by additional measures.
7. Security and confidentiality
We implement appropriate technical and organisational measures to protect your data against loss, unauthorised access, disclosure or alteration: access control, backups, encryption of communications, team awareness and contractual supervision of our processors.
These measures operate alongside the confidentiality obligations set out in Article 12 of our general terms and conditions. In the event of a data breach likely to result in a risk to your rights and freedoms, we will notify the Data Protection Authority and, where applicable, the persons concerned, in accordance with Articles 33 and 34 GDPR.
8. Your rights
Under the GDPR, you have the following rights:
right of access to your data and to a copy of it;
right to rectification of inaccurate or incomplete data;
right to erasure, under the conditions set out in Article 17 GDPR;
right to restriction of processing;
right to object, in particular to direct marketing, at any time and without justification;
right to data portability for the data you have provided to us, where processing is based on a contract or on consent;
right to withdraw your consent at any time, without affecting processing already carried out.
To exercise these rights, contact us at info@matvision.eu, specifying your request. We may ask for proof of identity in case of reasonable doubt. We respond within one month, which may be extended by two months for complex requests.
You may also lodge a complaint with the Belgian Data Protection Authority (APD/GBA): Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be, or with the supervisory authority of your country of residence.
9. Cookies and website
The matvision.eu website uses cookies and similar technologies. Cookies strictly necessary for the operation of the website are placed on the basis of our legitimate interest. Other cookies are only placed with your consent, which you may give, refuse or withdraw at any time via the cookie management banner.
The website uses in particular the following third-party services:
Google Tag Manager: management of audience-measurement tags; non-essential tags are only activated after consent;
Google Fonts: loading of fonts, which involves transmitting your IP address to Google;
Calendly: appointment booking module; your name and contact details are only transmitted to Calendly if you book a slot.
10. Relationship with the general terms and conditions and the Data Act Policy
Data generated by the use of Matvision’s connected products and related services (machine data, usage data, metadata) is governed by the Data Use and Access Policy adopted under Regulation (EU) 2023/2854 (Data Act). That policy does not constitute a notice within the meaning of the GDPR.
This data is impersonal: it consists of automatically generated machine usage logs and technical information, without operator identifiers. Should it contain personal data, its processing would be carried out in accordance with this policy, which prevails for all matters relating to the protection of personal data. In the event of a conflict between this policy and a specific contract concluded with a customer, the contract prevails to the extent permitted by the regulations.
11. Changes
We may amend this policy, in particular in the event of changes to our activities, our tools or the regulations. The version in force is published at matvision.eu/privacy-policy/ together with its update date. In the event of a substantial change, we will inform our active customers by email.
12. Contact
For any question relating to this policy or to the processing of your data: Matvision SRL, Quai sur Meuse 19, 4000 Liège, Belgium, info@matvision.eu.