Privacy Policy – Otolith Belgium BV

Last updated: 13 November 2025

At Otolith Belgium BV (“Otolith”, “we”, “our”, “us”), we value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit otolith.be, interact with us, or use our consultancy services.

We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian data protection laws.

1. Data Controller

Otolith Belgium BV
Veldstraat 2
8270 Beernem
Belgium
Company number: 0782.517.410
Email: info@otolith.be

We are responsible for determining the purposes and means of processing your personal data.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

2.1 Data you provide directly

  • Name and surname
  • Email address
  • Telephone number
  • Company name and role
  • Information shared through contact forms, email, or during consultancy activities
  • Billing and invoicing information (if applicable)

2.2 Website usage data

  • IP address (anonymised where possible)
  • Browser type and version
  • Device information
  • Pages visited
  • Time spent on the website
  • Cookie data (see Cookie Policy)

We only collect the minimum amount of data necessary.

3. Purposes of Processing

We process your personal data for the following purposes:

  • Responding to your inquiries
  • Providing consultancy services and fulfilling contractual obligations
  • Managing proposals, offers, and invoicing
  • Maintaining client relationships
  • Sending relevant information, updates, or newsletters (only with consent)
  • Analysing website traffic to improve functionality and user experience (consent-based cookies)
  • Ensuring website security and performance

4. Legal Bases for Processing

We process personal data only when one of the following legal bases applies:

  • Contractual necessity: to provide services, respond to requests, manage engagements
  • Legal obligation: e.g., accounting and tax requirements
  • Legitimate interests: improving services, preventing fraud, ensuring security
  • Consent: for newsletters, marketing, and non-essential cookies

5. Sharing of Personal Data

We do not sell or rent your data.

We may share personal data with:

  • External consultants or subcontractors (covered by our agreements)
  • Accounting and administrative service providers (strict minimum)

All processors operate under GDPR-compliant agreements.

We do not transfer data outside the European Economic Area unless adequate safeguards are in place.

6. Data Retention

We retain your personal data only as long as necessary for the purposes for which it was collected:

  • Contact inquiries: up to 1 year
  • Client-related data: up to 10 years (legal and accounting requirements)
  • Website analytics data: retention depends on cookie settings

After the retention period, personal data is deleted or anonymised.

7. Your GDPR Rights

You have the following rights regarding your personal data:

  • Right of access: to know what data we hold
  • Right to rectification: to correct inaccurate data
  • Right to erasure (“right to be forgotten”)
  • Right to restrict processing
  • Right to object to certain processing activities
  • Right to data portability
  • Right to withdraw consent at any time (for consent-based processing)

To exercise your rights, contact us at: info@otolith.be.

If you believe your rights are violated, you can file a complaint with the Belgian Data Protection Authority .

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data from:

  • Loss
  • Misuse
  • Unauthorised access
  • Disclosure
  • Alteration

Measures include access controls, encryption where appropriate, secure hosting, and regular monitoring.

9. Cookies

Our website uses cookies to improve user experience and analyse website traffic.
Non-essential cookies are only activated with your consent.

For details, please refer to our separate Cookie Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page. We encourage you to review it periodically.

11. Contact

If you have questions about this Privacy Policy or how we handle your personal data, please contact:

Otolith Belgium BV
Veldstraat 2, 8270 Beernem, Belgium
Company number: 0782.517.410
Email: info@otolith.be

Privacy Settings
We use cookies to enhance your experience while using our website. If you are using our Services via a browser you can restrict, block or remove cookies through your web browser settings. We also use content and scripts from third parties that may use tracking technologies. You can selectively provide your consent below to allow such third party embeds. For complete information about the cookies we use, data we collect and how we process them, please check our Privacy Policy
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