Privacy policy

1. Data controller

Philotechnos — Robin Paulus (sole trader, natural person), Wallonia, Belgium. Contact: contact@philotechnos.com.

2. Data collected

Via the contact form and configurator: identity and contact details (name, company, email, phone, sector, VAT number, B2B/B2C status), project details (pack, options, subscription, budget, deadline, goals, inspirations, colours, availability of logo/texts/photos, language) and your message. For quotes and invoices: billing address, company number, quote/invoice numbers, payment history and communications relating to the contract. For a subscription: the identifiers and references provided by the payment provider (customer, mandate, subscription) as well as the status and dates of the debits (full bank details are not kept by Philotechnos). Technical data (IP address, security logs) may be processed for the security and proper operation of the site. Fields marked as required are needed to process your request; without them, Philotechnos may be unable to respond or prepare a quote.

3. Purposes

To process your request, prepare a quote and communicate with you about your project; where applicable, to manage the contractual relationship and the subscription.

4. Legal basis

Data needed to handle a contact or quote request is processed on the basis of pre-contractual measures taken at your request. Data needed to perform a project or a subscription is processed on the basis of the contract. Some data is kept to comply with our legal (notably accounting) obligations. Technical logs and data needed for security, abuse prevention and site stability are processed on the basis of Philotechnos's legitimate interest in securing its services. Consent is only used where it is the appropriate basis for a clearly identified optional purpose.

5. Retention period

Data is kept as long as necessary for the purposes: contact or quote requests with no follow-up are kept for a maximum of 24 months; client data during the contractual relationship and then for the applicable legal periods; technical and security logs for a limited period (typically a few weeks to a few months) depending on security needs and providers' settings; payment and mandate references during the contractual relationship and then for the periods needed for evidence, accounting and handling any disputes; accounting documents for the legal retention period. After these periods, data is deleted or anonymised.

6. Recipients and providers

Your data is never resold. It may be disclosed to the recipients and providers necessary for the business, notably: Vercel (site hosting), Supabase (database), Resend and the email provider (communications), Mollie (recurring payments), Accountable (quotes, invoices and accounting obligations), as well as the bank, the domain registrar and duly authorised accounting, legal or administrative advisers, where necessary. Depending on the operation, some parties (bank, payment provider, accounting service) may act as independent controllers. The up-to-date list of the main categories of recipients can be obtained on request.

7. Transfers outside the European Union

Some providers or sub-processors may process data outside the European Economic Area (EEA); depending on their configuration, other services (e.g. the database) may be hosted in a European region. Where this is the case, Philotechnos checks that a recognised mechanism exists — an adequacy decision or the European Commission's standard contractual clauses — and can provide further information on request.

8. Your rights

Under the GDPR, you have rights of access, rectification, erasure, restriction of processing, objection and portability of your data, as well as the right to withdraw your consent at any time (without affecting processing already carried out). Where processing is based on legitimate interest, you may object to it on grounds relating to your particular situation, subject to compelling legitimate grounds for continuing the processing. Contact us at contact@philotechnos.com to exercise them: Philotechnos responds within the legal time limit (in principle one month) and may request an identity check where necessary.

9. Complaint

You also have the right to lodge a complaint with the Data Protection Authority (APD/GBA), Rue de la Presse 35, 1000 Brussels — autoriteprotectiondonnees.be.

10. Audience measurement

The site may use Vercel Analytics and Speed Insights to measure traffic and performance in aggregate. Depending on their configuration, these tools may process some technical data; they are set up to limit collection, place no cookies in their standard configuration and are not used for advertising purposes.

11. Cookies

The site only uses cookies strictly necessary for its operation, which do not require consent. If third-party content is loaded (e.g. a site preview in an iframe, external videos), it may place its own trackers, subject to its own policies; where applicable, a consent mechanism is put in place for non-essential trackers.

12. Security

Reasonable technical and organisational measures are in place to protect your data against unauthorised access, loss or disclosure.

13. Automated decision-making

No decision producing legal effects is taken solely by automated means. The configurator estimate is indicative and is always subject to human review before a quote is issued.