Privacy Policy

Who we are

Guidnce (“we,” “us,” or “our”) is the trading name of Qontact BV. For the personal data described in this policy, Qontact BV is the data controller.

Company name: Qontact BV
Registered office: Lenneke Marelaan 6, 1932 Sint-Stevens-Woluwe, Belgium
Company number: 1020.930.245
E-mail: hello@guidnce.com

What this policy covers

This policy covers the personal data we process when you visit our website, fill in one of our forms, book a meeting with us, apply for a role, or otherwise contact us.

It does not cover the customer interaction data that organizations analyze with the Guidnce platform. We process that data on behalf of our customers, under a data processing agreement with each of them. If you have questions about how an organization that uses Guidnce handles your data, the organization you contacted is the right place to ask.

The personal data we collect

Personal data is any information that can be used to identify you, such as your name, email address, employer, or country of residence. We only collect it when we have a legal basis to do so: your consent (Art. 6 para. 1 lit. a GDPR), the performance of a contract or steps taken before entering into one (Art. 6 para. 1 lit. b GDPR), or our legitimate interests (Art. 6 para. 1 lit. f GDPR).

We collect personal data directly from you when you:

• Use our contact form: your name, email address, company, and anything you include in your message.
• Request pricing: your name, email address, company, primary interaction channel, and monthly interaction volume.
• Book a demo or a call: your name, email address, and the time slot you choose.
• Apply for a role: the information you send us as part of your application.

We use this information to respond to your inquiry, prepare a proposal, hold the meeting you booked, or handle your application.

Cookies and website data

When you visit our website, we may collect technical data such as your browser type and how you use our pages. Necessary cookies are always active because the website does not work without them. Cookies for measurement and advertising only run if you allow them through the cookie banner, and we remember your choice for six months. You can change your preferences at any time via the cookie preferences link in the footer.

Data collected through cookies can qualify as personal data. Where it does, we process it on the basis of your consent. Our Cookie Policy describes the cookies we use, what they do, and how long they last.

How we use your information

We use the information we collect to:

• Provide and improve our website, products, and services.
• Communicate with you and respond to your inquiries.
• Prepare and follow up on demos, proposals, and meetings you request.
• Understand how our website is used, so we can make it better.

We do not sell personal data, and we do not use it for automated decisions that produce legal or similarly significant effects.

Who has access to your data

Access to personal data is limited to the people who need it for the purpose it was collected for. If your message needs input from a specific member of our team, the information is shared securely with that person within Guidnce.

We also work with a small number of service providers that help us run our website and our business, such as website hosting, meeting scheduling, analytics, and customer relationship management. They process personal data only on our instructions and under a data processing agreement. Where a provider processes data outside the European Economic Area, we rely on appropriate safeguards such as an adequacy decision of the European Commission or the European Commission’s Standard Contractual Clauses.

Data retention

We apply a purpose-specific retention policy: we keep personal data no longer than necessary for the purpose it was collected for.

After we have finished communicating with you, your personal data is not used again unless it relates to your original request. Once a project is completed and a period of five years has passed, the related data is permanently and securely deleted. During this period we have a legitimate interest in storing the data (Art. 6 para. 1 lit. f GDPR) to meet our documentation obligations and to be able to trace the project communication.

If you apply for a role, we delete your application data once the recruitment process has ended, unless you agree that we keep it on file for future openings.

Your rights

The GDPR gives you rights over your personal data, which you can exercise at any time and free of charge:

• Access the personal data we hold about you.
• Have inaccurate data corrected.
• Have your data erased.
• Restrict how we process your data.
• Receive your data in a portable format.
• Withdraw your consent at any time, where processing is based on consent.

According to Art. 21 GDPR, you also have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you which is based on lit. e) or f) of Art. 6 para. 1 GDPR. We will no longer process the personal data unless we demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

You can exercise your rights by sending an e-mail to hello@guidnce.com. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données).

How we protect your data

We apply appropriate technical and organizational measures to protect personal data against loss, misuse, and unauthorized access, and we review these measures as our organization grows.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will post any changes on this page and update the date at the top. We encourage you to review this policy periodically.

Questions

If anything in this policy is unclear, or you have a question about how we handle personal data, contact us at hello@guidnce.com.