1. Controller and contact
VORAXDESIGN, established in 2580 Antwerp, Belgium, enterprise/VAT number BE0802.231.372, is the controller for the personal data described in this Policy unless a separate agreement expressly provides otherwise.
Privacy enquiries and data-protection requests may be sent to hello@voraxdesign.com.
2. Who this Policy covers
This Policy applies to website visitors, prospects, clients, client representatives, portal users, suppliers and other persons who communicate or interact with VORAXDESIGN.
Where VORAXDESIGN processes personal data solely on documented instructions from a client as part of a delivered system, a separate data-processing agreement may apply.
3. Data we may process
The information processed depends on the relationship and the service being used.
- Identity, company, role, email address, region and communication preferences.
- Project requirements, business information, workflows, budgets, timelines, features and integration requirements.
- Commercial information including proposals, quotations, invoice and payment status.
- Portal and account information.
- Files, brand assets, documents, images, specifications and other uploaded materials.
- Technical information including IP address, browser or device metadata, timestamps, logs and security events.
- Electronic acceptance evidence including signer identity, proposal version, timestamp, timezone, IP address, approximate region and user-agent metadata.
- Analytics, attribution and website interaction information where applicable.
- Support, feedback and correspondence.
4. Why we process personal data
VORAXDESIGN processes personal data where an appropriate legal basis exists, including contract, pre-contractual steps, legitimate interests, legal obligations and consent where required.
- Responding to enquiries and preparing estimates or proposals.
- Assessing project scope, complexity and commercial fit.
- Creating and maintaining CRM, project and client records.
- Performing contracts and delivering projects.
- Operating authenticated client and administration systems.
- Recording and evidencing electronic contract acceptance.
- Billing, accounting, tax and payment administration.
- Security, fraud prevention, abuse prevention and incident investigation.
- Improving VORAXDESIGN systems and operations where legally permitted.
- Establishing, exercising or defending legal claims.
5. Project Architect and Launch Sites
Project Architect and Launch Sites may collect detailed business requirements, customer details, preferred functionality, files, budgets, timelines and other information needed to assess or deliver a project.
This information may be used to create CRM records, calculate indicative ranges, determine complexity, prepare proposals and organise project delivery.
Automated estimates are indicative. They do not constitute a final contractual decision or binding quotation unless expressly incorporated into an accepted agreement.
6. Proposals and acceptance evidence
Where proposals or agreements are accepted electronically, VORAXDESIGN may store evidence showing what was accepted, by whom and when.
Evidence may include signer name, accepted document version, server timestamp, timezone, IP address, approximate IP-derived region, browser information and an acceptance identifier.
Such records may be retained for contract performance, audit, dispute resolution and legal claims.
7. Files and client materials
Files supplied to VORAXDESIGN are processed for scoping, production, review, delivery, support or another authorised project purpose.
Clients should not provide unnecessary sensitive personal data and remain responsible for ensuring that materials they provide may lawfully be used and processed.
8. AI-assisted production
VORAXDESIGN may use AI-assisted software for strategy, design, development, analysis, quality assurance, content operations and internal productivity.
AI is used as a production capability under human direction. VORAXDESIGN seeks to minimise unnecessary disclosure of personal or confidential information when using external tools.
Client confidential information is not intentionally disclosed to public AI systems for unrelated purposes.
9. Providers and recipients
VORAXDESIGN may use hosting, cloud, file storage, development infrastructure, email, analytics, security, banking, payment, communication, AI and professional advisory providers.
Providers receive information only where reasonably necessary for their role and are expected to operate under appropriate confidentiality, security and data-protection arrangements.
Information may also be disclosed where required by law, court order or competent authority, or where reasonably necessary to protect legal rights.
10. International transfers
Some service providers may process information outside Belgium or the European Economic Area.
Where required, VORAXDESIGN relies on an appropriate lawful transfer mechanism such as an adequacy decision, standard contractual clauses or another recognised safeguard.
11. Retention
Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected and for applicable contractual, accounting, tax, security and legal requirements.
Commercial records, accepted proposals, invoices and project evidence may be retained for statutory retention periods and for the establishment or defence of legal claims.
Data subject to an active dispute, investigation or legal hold may be retained until the matter is resolved.
12. Security
VORAXDESIGN uses organisational and technical measures intended to protect information against unauthorised access, disclosure, alteration, loss or destruction.
Measures may include authentication, access controls, least-privilege permissions, environment separation, logging, protected administration, source control and secure credential handling.
No internet-connected environment can be guaranteed completely secure.
13. Your rights
Subject to applicable conditions, individuals may request access, rectification, erasure, restriction or portability of personal data, object to certain processing and withdraw consent where processing is based on consent.
Requests may be sent to hello@voraxdesign.com. VORAXDESIGN may request reasonable information to verify identity.
Individuals may also lodge a complaint with the Belgian Data Protection Authority or another competent supervisory authority.
14. Communications
VORAXDESIGN may send operational, contractual, project, billing or security communications where necessary.
Marketing communications are sent only where an appropriate legal basis exists. Recipients may unsubscribe from marketing communications at any time.
15. Cookies and similar technologies
Cookies and related browser technologies are addressed separately in the VORAXDESIGN Cookie Policy.
Optional technologies requiring consent should not be activated before valid consent has been obtained.
16. Changes
VORAXDESIGN may update this Privacy Policy when systems, providers, services or legal requirements change.
The current published version is the applicable version.
Nothing in these documents excludes a right, remedy, guarantee or liability that applicable law does not permit the parties to exclude.