Privacy Policy

This Privacy Policy explains which personal data Striktly Business Software processes, on which legal basis and for which purpose, how long we retain it and which rights you have in that regard.

1. General

Striktly Business Software (hereinafter “Striktly Business Software”, “we” or “us”) attaches great importance to your privacy. We therefore comply with national and international laws and standards, including the General Data Protection Regulation (the GDPR). This means that your data is safe with us and that we will protect your data.

Striktly Business Software processes personal data of persons with whom we have, have had or wish to have in the future a direct or indirect relationship. This concerns data of our current and prospective customers, contact persons of our customers, business partners who assist us in providing our services to our customers (e.g. suppliers) or whom we assist in providing services to customers, principals, users of our software, employees/freelance consultants, but also prospective clients and prospective employees (applicants) and visitors to our website.

By ‘processing of data’ we mean any processing of data that can identify you as a natural person. Which data this concerns precisely is set out further in this privacy policy (hereinafter “Privacy Policy”). The concept of ‘processing’ is broad and covers, among other things, the collection, storage, use or dissemination of your data.

In this Privacy Policy we would like to clarify the role that Striktly Business Software may have in relation to you as a person. More specifically, Striktly Business Software has a relationship with you as a person as (joint) ‘controller’ with regard to your personal data if you are a user of our software, our services or our website, or a contact person of a customer, (prospective) customer or supplier; if you have an employment relationship with Striktly Business Software, or are a freelance consultant, etc. In this relationship with you we ourselves determine the purpose of and the means for collecting and processing your personal data. In this relationship you may address us directly to exercise your rights. This Privacy Policy does not apply insofar as we process personal data in the role of ‘processor’ on behalf of our customers. Such personal data is governed by separate data processing agreements that we conclude with our customers.

2. Who is Striktly Business Software and what is the purpose of our software package?

Striktly Business Software is the commercial name of Striktly Business Software bv, with company number 0889.309.955 and with its registered office at Hessenplein 2, 2000 Antwerp (Belgium).

Striktly Business Software develops software products and services for businesses to manage their administration easily. The software and services support the business in the areas of invoicing, finance, scheduling, customer portal, webshop, statistics and the like.

3. What are the legal bases that Striktly Business Software relies on to process your personal data?

We process your data solely for the legitimate purposes set out below, whereby the processing will always be based on the legal bases for processing listed in the GDPR.

3.1 Striktly Business Software must be able to comply properly with its contractual obligations (contractual obligation)

If we have a contractual relationship or will enter into one, we must be able to comply properly with our contractual obligations. We therefore process personal data for the conclusion and the performance of that agreement in order to be able to provide you with our services, or in order to allow you to provide your services to us.

Striktly Business Software may therefore use your personal data for, for example, the following purposes:

– the creation of a (demo) account and the confirmation thereof;

– the provision of training;

– the provision of consultancy;

– the provision of the services of Striktly Business Software, whether or not through the website, the software and/or another type of service;

– the provision of support/assistance (for example in the event of problems);

– the sending of invoices and the recovery of payments;

– the optimisation of the quality, the management and the content of the website, the software and/or another service;

– statistical purposes for optimising the quality of our services;

– the drafting of a quotation.

3.2 Striktly Business Software must be able to operate as a company (legitimate interest)

In addition to the purposes already listed, Striktly Business Software, as a commercial undertaking, has a number of legitimate interests that form the basis for the processing of personal data. In doing so, Striktly Business Software ensures that the impact on your privacy is as limited as possible and that in any event the interests of Striktly Business Software outweigh any impact thereof on your right to privacy. We process your personal data for our legitimate interests provided that such processing does not conflict with your rights. Personal data is thus processed in various situations in order, for example, to:

– protect you, Striktly Business Software or others against threats (such as security issues or fraud);

– direct, manage and control the business of Striktly Business Software;

– inform you of our offering;

– support Striktly Business Software in establishing, exercising, defending and safeguarding its rights, for example in disputes;

– improve the business in terms of processes, quality management and customer service;

– better understand and improve customer relationships;

– support the recruitment process and evaluate staff.

3.3 Striktly Business Software processes your data on the basis of your (express) consent

For any other specific purposes we will ask for your (express) consent.

The sending of targeted marketing and advertising, updates and promotional offers (for instance by newsletter) will take place on the basis of your express approval. We further rely on consent as a legal basis in relation to our customers and business partners (e.g. suppliers), in order to be able to provide them with our services in a professional manner. Where you have given us your oral consent to process certain data, we will always send you an email confirming your agreement. You may withdraw your consent at any time by contacting us. We ask you always to confirm an oral withdrawal of your consent in writing, or to withdraw your consent by email or letter.

Analytics and marketing cookies, including for remarketing and building advertising audiences, are only placed on the basis of your consent via the cookie banner (Marketing category for remarketing). You can withdraw that consent at any time via “Cookie settings” at the bottom of every page.

3.4 Striktly Business Software processes your data in order to comply with the legal obligations incumbent on us

For instance, we are legally obliged to act upon your requests under data protection legislation and regulations, and as a company we must retain the relevant accounting documents for the statutory period.

Where we further process your data for purposes other than those for which it was collected, we will contact you and, where appropriate, offer our services and/or ask for your consent. Should such contact take place by telephone, we will subsequently send you an email stating that we will process your data in accordance with this Privacy Policy.

4. Which data does Striktly Business Software process and why?

Below we clarify which data we may process about you, depending on your relationship with Striktly Business Software. This does not mean that in all cases we hold all of the data listed below about you. This will always depend on the specific situation and your preferences.

Visitors to our website

If you visit our website, we may process the data set out below about you through the use of cookies and through your use of features that we have provided on the website (e.g. the contact form).

– identification data: a copy of your identity card (solely in order to verify your identity where necessary when you wish to exercise one of your rights as a data subject under the GDPR);

– electronic identification data: including your IP address, browser type, location and connection times;

– data about your use of the website and the ads you clicked (such as pages visited, click IDs and a cookie ID), only if you consented to this via the cookie banner. We use it to analyse our website, measure the results of our advertising and, through audiences on the advertising platforms, show you Striktly ads on other websites and platforms (remarketing). You can read more about this in our Cookie Policy.

– contact details and contact history: including your name and email address when using the contact form on our website, messages sent and received (such as by email or via the contact form provided on our website).

Users of the online check-up

On our website, you can complete the online check-up “Where do you stand today?”. You answer a few questions about how your administration currently works, for example how you prepare quotes, send invoices and follow up on payments. You see your result immediately, without having to provide any personal data.

In doing so, we process the following data:

– answers without personal data: your answers, the calculated score, the result profile and the advice, together with the time and origin of the visit (e.g. the referring website or campaign). We do not link this data to your name, email address, IP address or a cookie identifier;

– contact details, only if you choose to provide them: if, after seeing your result, you complete the form “Would you like to discuss your result?” and give your explicit consent, we process your name, business email address, company name and, if you provide them, your company number and telephone number. We link these to your answers and result. We also store the time of your consent and the version of the consent text.

We use this data for the following purposes and on the following legal bases:

– we use the answers without personal data to analyse and improve the check-up, our website and our offering. We do so on the basis of our legitimate interest (see section 3.2);

– we use the contact details, together with your answers and result, to discuss your result with you and to follow up commercially, for example with a proposal for a demo or a trial period. We do so on the basis of your consent (see section 3.3). You can withdraw this consent at any time by sending an email to privacy@striktlysoftware.com. Withdrawal applies to the future; it does not affect processing that has already taken place.

Recipients and processors: the website and the answers are hosted by Vercel (hosting and anonymous visitor statistics); the answers are stored in a database at Supabase, within the EU. Contact details you provide with your consent are stored in the same database and managed in our CRM system Attio. We conclude data processing agreements with these processors and, for any transfers outside the EU, we provide appropriate safeguards (see section 5).

Retention period: we keep the answers without personal data for a maximum of 3 months and then delete them. We keep your contact details, together with your answers and result, for a maximum of 3 months, unless you become a customer in the meantime or withdraw your consent earlier.

The check-up provides an indicative result and advice. No automated decision-making takes place that produces legal effects concerning you or similarly significantly affects you. The advice is non-binding, and the person who discusses your result with you is always a member of our staff.

For your rights (access, rectification, erasure, objection, withdrawal of your consent and others), please refer to section 9. You can exercise them via privacy@striktlysoftware.com.

Customers and business partners

We may process the data set out below about our current, former and prospective future customers and business partners (or their contact persons). Which data we actually process about you will of course depend on the specific services that you as our customer purchase, have purchased or may wish to purchase from us, or on the manner in which you as our business partner assist us in providing the aforementioned services to our customers, or in which we provide such services to you as our business partner.

– identification data: including a copy of your identity card (solely in order to verify your identity where necessary when you wish to exercise one of your rights as a data subject under the GDPR), username and password (to log in to our website and software);

– contact details: including your name, address, landline number, mobile number, private and/or personal email address and professional function;

– contact history: including messages sent and received (such as by email or via the contact form provided on our website);

– public data: publicly available data (e.g. data on the website of the company to which you belong, data obtained from the Kruispuntbank van Ondernemingen (Belgian Crossroads Bank for Enterprises));

– payment data: including payment card details and account number, if you make payments to us or receive payments from us.

Applicants

We may process the data set out below about applicants, being prospective future employees for positions within Striktly Business Software. This concerns both applicants who apply directly to Striktly Business Software and applicants who reach Striktly Business Software through external agencies. Naturally, the data actually processed in this case depends to a large extent on the data that you yourself provide to us in the context of your candidacy, this specific service or your application.

When you apply for a position at Striktly Business Software, the following data may, among other things, be processed:

– identification data (e.g. your name, gender, date and place of birth, national register number, passport photograph);

– contact details (e.g. address, mobile number, email address);

– financial data (e.g. your bank account number);

– data concerning your household composition (e.g. your marital status, number of dependants);

– education, preferences and qualifications (e.g. your work experience, professional situation, availability, studies, diplomas, language skills, CV);

– other data that you provide to us yourself or have manifestly made public (photograph, CV, LinkedIn profile).

Where appropriate, a copy of your identity card, bank card, work permit, driving licence and/or Student@Work may also be requested.

This concerns data that you communicate to us yourself in advance or that is collected in the course of the application procedure.

At the start of the application procedure, the applicant is informed more extensively about the processing of his or her personal data by Striktly Business Software.

Employees and consultants

We may process the data set out below about our employees. The same applies to temporary agency workers and freelance consultants who are engaged at Striktly Business Software. Naturally, the data actually processed in this case depends to a large extent on the data that you yourself provide to us in the context of the specific employment relationship, the position and the services concerned.

– identification data (e.g. your name, gender, date and place of birth, identity card number, passport photograph, national register number where legally required);

– contact details (e.g. address, telephone number, email address, login data, badging data);

– financial data (e.g. your bank account number, salary, benefits, expenses, salary calculation);

– data concerning your family situation (e.g. your marital status, number of dependants);

– information relating to the employment relationship and career (e.g. work schedule, absences, time registration, length of career, information or communications from colleagues, superiors, customers, third parties or other persons concerning the performance of the employment relationship in any format whatsoever, such as emails or text messages);

– information relating to evaluation and training (e.g. performance appraisals, promotions, training courses attended);

– medical data (in the context of an occupational accident or private accident that is reported to Striktly Business Software as employer);

– information relating to the use of vehicles in the service of Striktly Business Software (e.g. traffic fines, geolocation data).

Striktly Business Software may also collect photographs and other reproductions relating to your activities within our company.

This concerns data that you communicate to us yourself or that is collected in the course of the performance of your employment contract or assignment (evaluations, salary changes, promotions, sanctions, complaints).

At the start of the employment relationship or assignment, the employee or consultant is informed more extensively about the processing of his or her personal data by Striktly Business Software.

Special categories of personal data

Striktly Business Software will not process any special categories of personal data (i.e. data concerning racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purpose of uniquely identifying a natural person, health or the sex life or sexual orientation of a natural person), unless such data is provided to us with your express consent.

If you have any questions, or if you wish to know exactly what we hold about you, please do not hesitate to contact Striktly Business Software by sending an email to privacy@striktlysoftware.com.

5. Does Striktly Business Software share your personal data with third parties?

Striktly Business Software does not sell personal data to third parties.

Nor does Striktly Business Software disclose your personal data to third parties unless (i) you choose this yourself and give your express consent; (ii) it is necessary for the performance of an agreement that we have with you as a customer, employee or other business partner, or in order to take steps at your request prior to the conclusion of such an agreement (e.g. the conclusion of a licence agreement between you and Striktly Business Software); or (iii) a statutory provision, mandatory legislation or regulation or a court order obliges us to do so. Even where sensitive categories of personal data are concerned, we will under no circumstances share such data without your express consent. If third parties request this from us, they are advised to obtain the data from the data subjects themselves and directly.

We may share personal data with various parties such as the service providers who assist us with IT, HR, system administration, web audience analysis, cloud hosting, marketing and communication. We conclude data processing agreements with these processors in order to be able to safeguard your rights. Where these processors are established outside the EU, we ensure that the legal bases for such international transfers are safeguarded. For example, we use Vercel to host our website, Supabase (with servers in the EU) as the database for our website, and Attio as a CRM system to manage contact details and commercial follow-up.

If you consent to analytics or marketing cookies, we share data about your use of our website (such as a cookie ID, pages visited and ad click IDs) with:

– Google Ireland Ltd (Google Analytics, Google Ads and Google Tag Manager);

– Meta Platforms Ireland Ltd (Facebook and Instagram);

– TikTok Technology Ltd (Ireland);

– Reddit, Inc. (United States);

– LinkedIn Ireland Unlimited Company.

For measuring ads and building remarketing audiences, these providers are jointly responsible with us (joint controllers) for collecting and transmitting that data. They are themselves responsible for their further processing, in accordance with their own privacy policy.

We do not pass email addresses or other form data (not even hashed) to these advertising platforms.

These providers or their parent companies may process data outside the European Economic Area, in particular in the United States. For TikTok, this may also be in other countries, such as Singapore, Malaysia and China. Such transfers take place on the basis of the EU-US Data Privacy Framework, insofar as the recipient participates in it (such as Google LLC, Meta Platforms, Inc. and LinkedIn Corporation), or on the basis of the European Commission’s standard contractual clauses with supplementary measures.

6. How long do we retain your personal data?

We retain your personal data for as long as is necessary for the purposes for which it is processed. In order to determine the appropriate retention period, we take into account the amount, the nature and the sensitivity of the personal data, the reason for which we process it and whether we can achieve those purposes by other means. Data collected via cookies is kept in accordance with the periods in our Cookie Policy. The providers determine their own retention periods.

We must also take into account periods for which we may have to retain personal data in order to comply with our legal obligations (e.g. in relation to invoicing and accounting) or for handling complaints and queries and for protecting our legal rights in the event of a claim.

Where we no longer need your personal data, we will securely erase, destroy or anonymise it. If this is not (technically) possible, for example because your data is stored in backup archives, we will retain your data but will not process it further and will erase it once this becomes possible.

We also consider how we can reduce over time the personal data that we use and whether we can anonymise your personal data so that it can no longer be linked to you or identify you. In that case we may use that information without further notice to you.

7. How do we obtain your data?

We may obtain your data directly from you, from our customers, from our service providers or from public sources.

Where we obtain your data from our customers (e.g. as our contact person) and do not thereby act merely as a processor, we take all reasonable steps to verify whether the data has been lawfully collected and further processed by our customer, and whether the data may be transferred to us on the basis of the legal basis relied upon. Should this not prove to be the case, we will refuse to process the data concerned.

Where we obtain your data from external sources (whether public or not) and process your data in our systems as a controller, we will inform you about the processing of your data at the latest at the time of our first contact with you.

As regards the consultation of public sources, we make use of databases such as the Kruispuntbank van Ondernemingen.

8. How do we secure your personal data?

Striktly Business Software undertakes to take reasonable technological and organisational (precautionary) measures with a view to preventing (i) unauthorised access to your personal data, as well as (ii) loss, misuse or any form of unlawful processing of your personal data.

Striktly Business Software will store all personal data that it has collected in a secure environment. To prevent spam and abuse of our forms, Cloudflare Turnstile (Cloudflare, Inc.) checks that you are a human when you fill them in. For this, Cloudflare processes technical data such as your IP address and browser characteristics, based on our legitimate interest (security), and not for marketing.

Notwithstanding the security policy of Striktly Business Software, the controls that it carries out and the actions that it takes in this context, an infallible level of security cannot be guaranteed. No method of transmission or transfer over the internet, nor any method of electronic storage, is 100% secure, and Striktly Business Software can therefore not guarantee absolute security in this respect.

Finally, the security of your account will also depend in part on keeping confidential your password for accessing our software or our website. Striktly Business Software will never ask for your password, and you are therefore obliged not to disclose it yourself. Where you have nevertheless disclosed your password to a third party – for example because that third party has indicated that it will provide you with additional services – that third party will obtain access to your personal data by means of your password. In that case you are yourself liable for the actions taken through the use made of your personal data. Striktly Business Software therefore strongly advises you, where you establish that someone has knowledge of your password, to change it immediately and to contact us.

In the event of a personal data breach, we will comply with all applicable notification obligations relating to such a breach.

9. Which rights do you have as a data subject?

If you have any questions or wish to know which personal data we hold about you, you may always contact us.

Also bear in mind that you have the following rights:

– to obtain an explanation of which personal data we hold, what we do with it and for which purposes;

– to access the precise personal data that we hold and to obtain a copy thereof;

– to have errors corrected and to have your personal data completed or updated;

– to have outdated personal data erased;

– to withdraw your consent;

– to object to the processing of your data that is based on our legitimate interests. This must be done on grounds relating specifically to your situation. In that case we must cease the processing, unless we invoke compelling legitimate grounds for continuing the processing;

– to have your personal data erased without undue delay (the ‘right to be forgotten’), unless we are legally obliged to retain certain data for a specified period;

– to restrict the processing of your data. In this way the processing is temporarily suspended until, for example, there is certainty as to its accuracy;

– to obtain your data in a structured, commonly used and machine-readable format.

The exercise of the above rights is, however, subject to certain exceptions in order to protect the public interest, our interests and the interests of other individuals.

Please note that you should always clearly state who you are, so that we can be certain that we are not amending or erasing the data of the wrong person. In the event of reasonable doubt as to your identity, we will first and foremost verify your identity by requesting a copy of your identity card. We ask you to redact the irrelevant data thereon, such as your national register number and photograph.

The exercise of your rights is in principle free of charge. Where your request is manifestly unfounded or excessive, however, we may charge you a reasonable fee in the light of the administrative costs incurred by us. In that same case we may also choose not to act upon your request. Where appropriate, you will always be informed of the reasons for this.

In any event, we will always inform you of the action taken in response to your request at the latest within a period of four weeks (for simple requests) or three months (for complex or numerous requests). In the latter case we will inform you of the reasons for the extension of the normal response period.

10. What about changes to this Privacy Policy?

This Privacy Policy may be revised from time to time and any changes to the policy will be communicated to you by email and/or by way of publication on our website. The date on which this Privacy Policy was last amended can be found at the top.

11. Contact person

If you have any questions in relation to this policy, please contact us at the following email address: privacy@striktlysoftware.com.

If you consider that we are not assisting you in the proper manner, you have the right to lodge a complaint with the Gegevensbeschermingsautoriteit (Belgian Data Protection Authority):

– online: https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen;

– by email: contact@apd-gba.be;

– by telephone: +32 (0)2 274 48 00;

– by letter: Gegevensbeschermingsautoriteit, Drukpersstraat 35, 1000 Brussels.