1. Introduction
At Solexe, we place great importance on protecting personal data and the privacy of everyone who visits our website, contacts us or uses our services.
This privacy statement explains clearly and transparently which personal data we collect, why we process it, how long we retain it, which parties we may share it with and what rights you have.
Solexe processes personal data in accordance with the General Data Protection Regulation (GDPR – Regulation EU 2016/679) and applicable Belgian data protection legislation.
This privacy statement applies to our website https://solexe.be, including the public Solexe preview website, our business communications and the processing of personal data in the course of our own business activities.
2. Who is responsible for processing?
The controller responsible for the personal data covered by this statement is:
Trading name: Solexe
Legal name: MANTELS Nick
Enterprise number: 1044.512.331
Business address: Nachtegaalstraat 87, 3540 Herk-de-Stad, Belgium
Email address: nick@solexe.be
Website: https://solexe.be
For questions about this privacy statement or the processing of personal data, you can contact us at nick@solexe.be.
For services in which Solexe processes personal data solely on behalf of and in accordance with a business customer’s instructions, Solexe may act as a processor. In that case, the customer generally remains the controller and the parties’ respective obligations are set out in a data processing agreement.
3. Which personal data do we collect?
Depending on how you interact with Solexe, we may process the following categories of personal data.
3.1. Contact and identification details
When you complete the contact form, email us or contact us by telephone, we may collect the following information:
- First and last name
- Business email address
- Telephone number
- Company name and job title
- Contents of messages and enquiries
- Other information you provide voluntarily
3.2. Business and contractual data
When you become a customer or request a quote, we may process additional information, including company details, billing details, contractual data, project information, business correspondence and data necessary to deliver our services.
3.3. Technical and website data
When you visit our website, certain data may be processed automatically, depending on the technical configuration, such as:
- IP address
- Browser type and device characteristics
- Operating system
- Date and time of access
- Pages visited
- Technical logs and error messages
This data may be necessary for the proper operation, security and maintenance of the website.
3.4. Details of business contacts
In the context of business prospecting and relationship management, we may process professional contact details supplied directly or obtained from lawfully accessible business sources, such as company websites, professional networks and public business registers.
We limit this processing to data relevant to our business activities.
4. Why do we process personal data?
Solexe processes personal data only where there is a valid legal basis.
| Purpose of processing | Legal basis |
|---|---|
| Responding to questions and contact requests | Legitimate interests or pre-contractual steps |
| Preparing and following up quotes | Pre-contractual steps or legitimate interests |
| Performing agreements and delivering services | Performance of a contract |
| Customer administration and invoicing | Legal obligation or performance of a contract |
| Business relationship management and relevant B2B prospecting | Legitimate interests, to the extent permitted by law |
| Website security and technical maintenance | Legitimate interests |
| Non-essential cookies and certain marketing activities | Consent |
When we rely on legitimate interests, we assess whether our interests outweigh the rights and freedoms of the individuals concerned.
For electronic commercial communications, we also take account of the specific marketing rules that apply.
We do not use personal data for purposes incompatible with the original collection unless there is a separate legal basis for doing so.
5. Contact forms and communications
When you contact us through our website, we use the information you provide to handle your request, answer your questions and, where appropriate, discuss a quote or working together.
The data is not automatically used to subscribe you to a commercial newsletter.
Providing contact details is voluntary. Without certain information, such as a working email address, we may be unable to handle your request.
We may retain relevant business communications for administrative follow-up, relationship management and evidence of agreements made.
We use Formspree to receive and forward contact requests. The name, email address, optional company name and message entered are processed through this service and forwarded to our inbox. Formspree may also retain submissions in its form archive and process technical data for the security and operation of the service. Formspree uses infrastructure in the United States, among other locations. More information is available in Formspree’s privacy policy.
6. AI systems and automations
Solexe specialises in AI automation, process optimisation, AI agents and the development of digital solutions.
When delivering our services, we may use external software platforms, cloud infrastructure and AI service providers.
Depending on the assignment, these systems may process data necessary for purposes including:
- Automating business processes
- Processing and structuring documents
- Analysing business information
- Supporting customer communications
- Processing enquiries and administrative data
- Developing, testing and maintaining software solutions
When Solexe processes personal data on a customer’s behalf, it does so within the agreed arrangements and applicable data protection rules.
We aim to minimise data use and limit personal data used within AI systems to what is necessary for the application concerned.
The use of external AI services is assessed for relevant privacy and security aspects, including the purposes of processing, retention periods, third-party access and any international transfers.
The use of personal data by external providers to train or improve AI models depends on the applicable contractual arrangements and legal requirements.
Separate arrangements may be made for customer projects concerning data processing, confidentiality, access management, retention and deletion of data.
7. Who do we share personal data with?
Solexe does not sell personal data to third parties.
To carry out our business activities, it may be necessary to share certain personal data with carefully selected service providers.
These may include the following categories:
- Hosting and cloud providers
- Email and communication services
- CRM and administrative software providers
- Workflow and automation platforms
- AI and API service providers
- Accounting and administrative service providers
- Technical support partners
We share only the data necessary for the purpose concerned.
Where a service provider acts as a processor, we make the required contractual arrangements for processing and protecting personal data.
Data may also be disclosed to competent public authorities where required by a legal obligation.
8. International data transfers
Some external technology and cloud providers may process or make personal data accessible outside the European Economic Area (EEA).
Where personal data is transferred to a country outside the EEA, we ensure that a valid transfer mechanism exists in accordance with Chapter V of the GDPR.
This may, for example, be based on a European Commission adequacy decision or appropriate safeguards, such as the standard contractual clauses approved by the European Commission, supplemented by additional measures where necessary.
You can contact nick@solexe.be for more information about the applicable transfers and safeguards.
9. How long do we retain personal data?
Solexe does not retain personal data longer than necessary for the purpose for which it was collected, unless a longer retention period is legally required or justified.
We use the following retention periods as a starting point:
| Category | Retention period |
|---|---|
| General contact requests without further collaboration | Up to 12 months after the last substantive contact |
| Business prospect details without active collaboration | Up to 24 months after the last relevant contact, unless deleted earlier or an objection is received |
| Active customer details and project administration | For the duration of the collaboration and afterwards for as long as necessary for legal obligations or potential legal claims |
| Invoices and statutory accounting records | In accordance with applicable statutory retention periods |
| Technical logs and security data | As required for the necessary technical and security purposes |
| Data processed on behalf of customers | In accordance with the contract, data processing agreement and the customer’s documented instructions |
When data is no longer necessary, it is deleted or anonymised where possible.
Data necessary to respect a previous objection to marketing may be retained on a limited basis to prevent the person from being contacted again.
10. Cookies and similar technologies
The current website uses no Solexe analytics or marketing trackers and does not store a language preference in cookies or local storage. Fonts and images are served locally. The hosting provider may apply technical security measures. We use Formspree to submit the contact form, as described in section 5.
Strictly necessary cookies
These cookies are necessary for the technical operation, security or an explicitly requested function of the website.
Prior consent is not required for strictly necessary cookies.
Analytics cookies
Where we use analytics cookies to measure website visits and usage patterns, they are placed or read only after the required consent has been obtained.
Marketing cookies
If Solexe uses marketing or tracking technology in the future, such non-essential technology will be used only where the required valid consent exists.
Visitors may refuse or withdraw consent for non-essential cookies without losing normal access to the website.
Where cookies or similar trackers are used, our cookie information provides additional details about their name, provider, purpose, retention period and any transfer to third parties.
11. How do we secure personal data?
Solexe takes appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, unlawful processing and disclosure.
Depending on the systems and risks involved, these measures may include secure connections, access restrictions, strong authentication, software updates, security checks and arrangements with external processors.
We aim to give access to personal data only to people and systems that need it for their work.
Although we apply appropriate security measures, no digital system can guarantee absolute security.
In the event of a personal data breach, we follow the applicable legal notification and information obligations.
12. What are your rights?
Under the GDPR, you have various rights, depending on the processing concerned and the applicable conditions.
Right of access: you can request information about the personal data we process about you and receive a copy where applicable.
Right to rectification: you can ask for inaccurate or incomplete personal data to be corrected.
Right to erasure: under certain conditions, you can ask for your personal data to be deleted.
Right to restriction: in certain situations, you can ask us to restrict the processing of your personal data.
Right to data portability: in the circumstances provided by law, you can ask to receive or transfer your personal data in a structured, commonly used and machine-readable format.
Right to object: you can object to processing based on legitimate interests. You can always object to processing for direct marketing purposes.
Right to withdraw consent: where processing is based on consent, you can withdraw that consent at any time. This does not affect the lawfulness of processing before withdrawal.
Rights relating to automated decision-making: in the cases covered by Article 22 GDPR, you are protected against solely automated decisions that produce legal effects or similarly significantly affect you.
To exercise your rights, you can contact us at nick@solexe.be.
We generally handle requests within one month of receipt. Where a request is complex or multiple requests are submitted, this period may be extended by up to two months under the conditions laid down by law.
Where necessary to verify your identity, we may ask for additional information.
13. Automated decision-making
Solexe may use digital automation and AI technology to support internal processes and business services.
Within our own website and contact processes, no solely automated decisions are made that produce legal effects for visitors or similarly significantly affect them.
Where such decision-making is used for a specific service or customer application, the applicable information obligations, legal bases and safeguards must be assessed and met separately.
14. External websites and services
Our website may contain links to third-party websites, platforms or services.
Solexe is not responsible for the privacy policies or data processing of external websites over which we have no control.
We advise visitors to consult the privacy statements of these external providers.
15. Complaints to the supervisory authority
If you have questions or complaints about how Solexe processes personal data, please contact us directly first.
You also have the right to lodge a complaint with the competent supervisory authority.
For Belgium, this is:
Belgian Data Protection Authority (GBA)
Drukpersstraat 35
1000 Brussels
Belgium
Website: https://www.gegevensbeschermingsautoriteit.be
Email: contact@apd-gba.be
Telephone: +32 (0)2 274 48 00
16. Changes to this privacy statement
Solexe may amend this privacy statement when our services, technical systems, data processing or applicable legal obligations change.
The most recent version is published on our website and can be identified by the date at the top of this statement.
Where required by law, we will additionally inform those concerned about significant changes.
17. Contact
Do you have questions about this privacy statement, would you like to know which personal data we process or would you like to exercise one of your privacy rights?
Please contact:
Solexe – MANTELS Nick
Nachtegaalstraat 87
3540 Herk-de-Stad
Belgium
Email: nick@solexe.be
Website: https://solexe.be
Enterprise number: 1044.512.331
We handle privacy enquiries carefully and within the applicable statutory time limits.