Privacy Policy – flow-impact.be
Last updated: 11/11/2025
This privacy policy explains how the website flow-impact.be (hereinafter “the Website”) collects, uses, and protects users’ personal data, in accordance with the General Data Protection Regulation (GDPR – EU 2016/679) and applicable Belgian law.
By using the Website, you agree to the practices described in this policy.
1. Data Controller
Data Controller:
FLOW IMPACT
Legal form: srl
Address: 1370 Jodoigne
E-mail: info@flow-impact.be
Phone: +32486949966
If you have any questions regarding your personal data, you can contact us at the e-mail address above.
2. Personal data we collect
We may collect the following categories of personal data:
- Data you provide directly:
- First name, last name
- E-mail address
- Phone number
- Company name and job title (where applicable)
- Content of the message you send via the contact form or by e-mail
- Billing data (if you become a client)
- Data collected automatically while you browse the Website:
- IP address and device identifiers
- Browser type and operating system
- Pages visited, time spent on pages, clicks
- Cookies and other trackers (see “Cookies” section)
These data are, in principle, of a professional nature (contact details, company), but they may constitute personal data within the meaning of the GDPR if they allow you to be identified.
3. Purposes of processing
We use your personal data for the following purposes:
- Handling contact requests:
- Responding to your questions and messages
- Getting back to you following a request for information, a quote, or a meeting
- Managing the business relationship and services:
- Preparing quotes, contracts, and invoices
- Organising and monitoring assignments (coaching, support, consulting, etc.)
- Keeping accounting records related to our services
- Communication and marketing (reasonable and non-intrusive):
- Sending you, if you have agreed, information about our services, events, or content (newsletter, offers, etc.)
- Analysing interest in our services to improve our offering
- Improving the Website and ensuring security:
- Measuring the Website’s audience (anonymised or pseudonymised statistics)
- Ensuring the security of the Website (prevention of abuse, hacking attempts, spam)
- Compliance with our legal obligations:
- Retention of accounting documents
- Responding to any requests from competent authorities
4. Legal bases for processing
We process your personal data on the following legal bases, in accordance with the GDPR:
- Performance of a contract or pre-contractual measures
(Article 6(1)(b) GDPR):
when it is necessary to respond to a request, prepare an offer, perform an assignment, or manage billing. - Consent
(Article 6(1)(a) GDPR):
for sending marketing communications (newsletter) or placing certain non-essential cookies (advertising, social media, etc.). You can withdraw your consent at any time (see section 8). - Legitimate interest
(Article 6(1)(f) GDPR):
for securing the Website, managing our IT tools, or performing non-intrusive audience analysis, insofar as your interests and fundamental rights do not override those interests. - Legal obligation
(Article 6(1)(c) GDPR):
for retaining accounting documents or responding to lawful requests.
5. Recipients of your data
Your data may be accessed by:
- The Data Controller and authorised persons within FLOW IMPACT, only where necessary for their duties.
- Our service providers (processors) acting on our behalf, such as:
- Website hosting provider
- E-mailing / newsletter service provider
- Videoconferencing tools
- Accounting provider
- Audience measurement tools (e.g. Google Analytics, Matomo, etc.)
We contractually require these service providers to respect the confidentiality and security of your personal data and to process them solely for the purposes we have defined, in accordance with the GDPR.
We do not sell your data to third parties.
6. Data retention period
We retain your data only for as long as necessary for the purposes described above:
- Contact data:
up to 3 years after the last active contact (last e-mail, meeting, click in a newsletter…), unless a contractual relationship is established. - Client data (contracts, invoices):
for the duration of the contractual relationship, then archived for the statutory limitation period (generally 7 to 10 years for accounting/tax obligations). - Newsletter data:
as long as you do not unsubscribe (an unsubscribe link is included in each e-mail) or up to 3 years after your last interaction. - Technical data and cookies:
according to the duration indicated in our cookie management tool (see section 7).
Some data may be kept for a longer period if a legal obligation requires it or if it is necessary for the establishment, exercise, or defence of legal claims.
7. Cookies and trackers
The Website uses cookies and similar technologies to:
- Ensure the proper functioning of the Website (strictly necessary cookies)
- Measure the audience of the Website (statistics)
- Improve the user experience (preferences, language, etc.)
- Where applicable, provide interactive content (videos, social media, etc.)
When you first visit the Website, a cookie banner informs you about the use of these cookies and allows you to:
- Accept or refuse non-essential cookies
- Customise your choices
- Get more information
You can change your preferences at any time using the [“Manage cookies”] link available in the footer.
For more details on the types of cookies used, their purposes, and their retention periods, please consult our [dedicated cookies page] (if you create a separate page).
8. Your rights regarding your data
In accordance with the GDPR, you have the following rights regarding your personal data:
- Right of access: obtain confirmation as to whether we process your data and receive a copy of it.
- Right to rectification: correct inaccurate or incomplete data.
- Right to erasure (“right to be forgotten”): request deletion of your data, within the limits permitted by law.
- Right to restriction of processing: request a temporary restriction of processing in certain situations.
- Right to object:
- at any time, to the processing of your data for direct marketing purposes;
- on grounds relating to your particular situation, to processing based on our legitimate interests.
- Right to data portability: receive your data in a structured, commonly used, and machine-readable format, or request that it be transmitted to another controller where technically feasible.
- Right to withdraw consent: where processing is based on consent, you may withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
To exercise your rights, please contact us at:
E-mail: [contact@flow-impact.be]
We may ask you to prove your identity before responding to your request.
9. Right to lodge a complaint
If, after contacting us, you believe your rights have not been respected, you may lodge a complaint with the competent supervisory authority:
Data Protection Authority (Belgium)
Rue de la Presse 35, 1000 Brussels
Website:
https://www.autoriteprotectiondonnees.be
10. Data security
We implement appropriate technical and organisational measures to protect your data against loss, unauthorised access, disclosure, alteration, or destruction.
However, no system is completely secure. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will inform you in accordance with applicable legal requirements.
11. Transfers of data outside the European Union
Where possible, we store your data within the European Union.
If some service providers (for example, e-mailing tools or videoconferencing tools) are located outside the EU or use servers located outside the EU, we ensure that appropriate safeguards are in place (such as the European Commission’s standard contractual clauses) to guarantee an adequate level of protection for your data.
You can obtain more information on these safeguards by contacting us.
