This Privacy & Cookie Policy explains how Robin Clymans – Brandstoked (“Brandstoked”, “we”, “us” or “our”) processes personal data when you visit brandstoked.com, contact us or submit information through our website.

We only process personal data that is necessary for our communications, services, administration and the secure operation of our website.

1. Who is responsible for your personal data?

The controller responsible for the processing of personal data through this website is:

Robin Clymans – Brandstoked
Sint-Katelijnestraat 124
2800 Mechelen
Belgium

VAT number: BE0542724403
Email: letsget@brandstoked.com
Website: brandstoked.com

For questions regarding this Privacy & Cookie Policy or the processing of your personal data, you can contact us using the email address above.

2. What personal data do we process?

Depending on how you use our website and services, we may process the following personal data.

Contact and enquiry information

When you submit our contact or estimate request form, we may collect:

• your name;

• your country;

• your email address;

• your telephone number, if provided;

• the type of service you are interested in;

• your preferred time to be contacted;

• the contents of your message;

• any other information you voluntarily provide as part of your enquiry.

Communication data

When you contact us by email, telephone or through our website, we may process the information contained in that communication and subsequent correspondence.

Customer and administrative information

If an enquiry develops into a commercial relationship, we may process additional information required for quotations, agreements, project administration, invoicing and accounting.

Technical information

Our website and the service providers used to operate it may process limited technical information necessary to deliver, secure and maintain the website, such as IP addresses, browser and device information, request information and technical logs.

We do not intentionally request special categories of personal data, such as medical information, religious beliefs, political opinions or information concerning sexual orientation. Please do not submit such information through our contact forms unless it is strictly necessary.

You are not legally required to provide personal data through our website. However, without certain information we may be unable to respond to your enquiry or provide a requested service.

3. Why do we process personal data?

We process personal data only where there is a valid legal basis for doing so.

Enquiries and estimate requests

When you contact us regarding a possible project or service, we process the information necessary to respond to your enquiry, prepare an estimate and take steps at your request before potentially entering into an agreement.

The legal basis is Article 6(1)(b) GDPR – steps taken at the request of the data subject prior to entering into a contract.

General business communication

Where communication does not directly concern entering into or performing an agreement, we may process personal data on the basis of our legitimate interest in conducting normal business communications and responding to enquiries.

Projects and services

Where we enter into an agreement with you, we process the information necessary to manage and perform that agreement.

The legal basis is Article 6(1)(b) GDPR – performance of a contract.

Accounting and legal obligations

We process and retain certain customer, invoicing and transaction information where required by accounting, tax or other applicable legislation.

The legal basis is Article 6(1)(c) GDPR – compliance with a legal obligation.

Website operation and security

Limited technical information may be processed where necessary to operate, maintain and secure our website and systems.

This processing is based on our legitimate interest in maintaining a secure and reliable website and IT environment.

We do not use personal data collected through this website for automated decision-making or profiling.

4. Contact form

Our website contains a contact and estimate request form.

Information submitted through this form is sent to our business email environment and is used to process and respond to your enquiry and, where applicable, to prepare an estimate, quotation or possible project.

Submitting the form does not subscribe you to a newsletter or marketing mailing list.

We do not currently use information submitted through the form for automated marketing.

5. Who receives your personal data?

We only disclose personal data where necessary for the operation of our website, communication, provision of services or compliance with legal obligations.

Service providers and recipients may include:

• Framer, as our website platform and hosting provider;

• Microsoft, as our email and business communication provider;

• IT and technical service providers where required;

• accountants or administrative service providers where relevant to our business relationship;

• competent public authorities where disclosure is legally required.

Some providers process personal data on our behalf as processors. Where required by the GDPR, appropriate data processing arrangements are used.

Other organisations may act as independent controllers for certain processing activities and are then responsible for their own processing.

6. International data transfers

Some of the service providers used in connection with our website and communications may process personal data outside the European Economic Area.

Where personal data is transferred outside the EEA, such transfers are made using a legally recognised transfer mechanism, such as:

• an adequacy decision adopted by the European Commission;

• Standard Contractual Clauses approved by the European Commission; or

• another transfer mechanism permitted under the GDPR.

You may contact us for further information about the safeguards applicable to a specific transfer.

7. How long do we retain personal data?

We retain personal data only for as long as necessary for the purpose for which it was collected.

As a general guideline:

Enquiries that do not result in a customer relationship
Up to two years after the last relevant contact.

Project and customer communications
For as long as reasonably necessary to manage the project, relationship and any related contractual matters.

Accounting and invoicing information
For the retention period required under applicable Belgian accounting and tax legislation.

Technical and security information
For no longer than reasonably necessary for website operation, security, troubleshooting and abuse prevention, subject to the retention periods applied by the relevant technical providers.

When information is no longer required, it is deleted or anonymised where appropriate.

8. Cookies and similar technologies

Cookies and similar technologies can store information on your device or allow information stored on your device to be accessed.

Under applicable Belgian rules, non-essential cookies and similar technologies generally require prior consent. Technologies that are strictly necessary for the operation of the website or for functionality explicitly requested by the visitor may be used without prior consent.

Strictly necessary technologies

Our website may use strictly necessary technologies for purposes such as:

• website security;

• network communication;

• technical website functionality;

• storing privacy or cookie preferences.

These technologies are not used for advertising or behavioural tracking.

Analytics

Brandstoked currently does not use Google Analytics, Google Tag Manager, Hotjar, Microsoft Clarity or comparable third-party analytics or behavioural tracking services.

Advertising and marketing technologies

Brandstoked currently does not use Meta Pixel, LinkedIn Insight Tag, Google Ads conversion tracking or comparable advertising trackers.

YouTube

Our website may contain videos hosted by YouTube, a service provided by Google.

Embedded YouTube content may connect to YouTube or other Google services when the relevant page is loaded. As a result, Google may receive technical information such as your IP address, browser and device information, information about the page containing the video and information relating to your interaction with the embedded player.

YouTube or Google may use cookies or similar technologies in connection with the embedded player. The exact technologies used may depend on your browser, Google account status, previous choices and Google's own configuration at the time of your visit.

Any further processing carried out by Google is subject to Google's own privacy and data protection policies.

9. Cookie choices

The website may provide a cookie consent interface through which supported optional cookie categories can be accepted or rejected.

Where a technology is controlled through this consent mechanism, you can change or withdraw your consent through the available cookie or privacy settings.

Withdrawing consent does not affect the lawfulness of processing that took place before consent was withdrawn.

You can also delete or restrict cookies and locally stored information through your browser settings.

Embedded YouTube content may connect to YouTube when the relevant page is loaded and is not currently controlled by the website's cookie consent mechanism.

10. Your rights under the GDPR

Subject to the conditions provided by applicable data protection legislation, you may have the right to:

• request access to the personal data we hold about you;

• request correction of inaccurate or incomplete personal data;

• request deletion of your personal data;

• request restriction of processing;

• object to processing based on legitimate interests;

• receive certain personal data in a portable format;

• withdraw consent at any time where processing is based on consent.

You can exercise these rights by contacting: letsget@brandstoked.com

We normally respond to valid requests within one month. This period may be extended where permitted by the GDPR, for example where a request is particularly complex. If an extension is necessary, we will inform you.

11. Right to lodge a complaint

You have the right to lodge a complaint with the Belgian Data Protection Authority if you believe that your personal data has been processed unlawfully.

Belgian Data Protection Authority
Drukpersstraat 35
1000 Brussels
Belgium

Email: contact@apd-gba.be

You may also contact the competent supervisory authority in another EU Member State where applicable.

12. Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

No internet-based system can be guaranteed to be completely secure, but we take reasonable measures appropriate to the nature of the personal data we process.

13. Changes to this policy

We may update this Privacy & Cookie Policy when our website, services, technologies or legal obligations change.

The latest version will always be published on this page, together with the date of the most recent update.