Article 1 – Identity of the Controller
This privacy policy contains information on the processing of personal data by the controller Capsyra, a private limited company, having its registered seat at Dehemlaan 31, 8900 Ieper, Belgium, and registered in the Crossroads Bank for Enterprises under number 1028.707.566 (hereafter “Capsyra”).
Capsyra processes personal data in accordance with:
- The Belgian Act of 30 July 2018 on the protection of natural persons regarding the processing of personal data; and
- Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data (General Data Protection Regulation – GDPR).
By using our website, creating an account, or entering into a contractual relationship with Capsyra, you acknowledge having been informed about the processing of your personal data.
Article 2 – Personal Data We Collect and Purposes of Processing
Capsyra processes the following categories of personal data in the course of its activities:
1. Customer Data
When you enter into an agreement with Capsyra, we may process, among others:
- Name
- Address
- E-mail address
- Telephone number
- VAT number
- Payment details
- Preferences
- Any other data you voluntarily submit
Purpose & legal basis:
Customer data is processed to provide services, for invoicing, contract execution, and accounting management, based on the performance of a contract and compliance with legal accounting obligations.
2. Supplier Data
When you provide goods or services to Capsyra, we may process:
- Name
- Address
- E-mail address
- Telephone number
- VAT number
- Bank account number
- Any other data you voluntarily submit
Purpose & legal basis:
Supplier data is processed to receive quotations, pay invoices, communicate, and manage accounting, based on the performance of a contract and legal obligations.
3. Communication Data
When you contact us by e-mail, telephone, or via a contact form, we may process:
- Name
- E-mail address
- Telephone number
- Any other data voluntarily provided during communication
Purpose & legal basis:
These data are processed to respond to your inquiry and handle your request, based on the performance of a requested service.
4. Archived Data
When you upload unencrypted files and digital assets to the Capsyra platform, we may process personal data contained in those files, such as:
- Names
- Contact details
- Identification numbers
- Health-related data
- Financial information
- Any other data traceable to a natural person
Purpose & legal basis:
These data are processed to provide secure storage services, based on the performance of contractual obligations, in full compliance with applicable privacy requirements.
5. Applicant Data
If you apply for a position at Capsyra, we may process:
- First name and last name
- E-mail address
- Curriculum vitae
- Motivation letter
- Any other data voluntarily submitted
Purpose & legal basis:
Applicant data is processed based on our legitimate interest in recruiting new employees and managing the application process.
6. Cookies and Similar Technologies
When visiting our website, we may collect personal data such as:
- IP address
- Browser type
- Operating system
Purpose & legal basis:
These data are processed only with your explicit consent and are used to improve the website and generate anonymous statistics.
Article 3 – Recipients of Personal Data
Capsyra may share your personal data:
- With public authorities, tax and customs authorities, financial investigation services, and judicial or police services, when required by law, regulation, or court order;
- With third parties, such as:
- Web hosting providers
- Payment processors
- Analytics providers
- Accountancy firms
- Legal advisers
If these third parties are located outside the European Economic Area (EEA), Capsyra ensures an equivalent level of protection through appropriate safeguards.
Encrypted files are distributed exclusively across trusted infrastructure providers within the EEA.
In the event of a change of control or a (partial) transfer of activities, personal data may be transferred to ensure service continuity.
Article 4 – Retention Period
Personal data is retained only as long as necessary for the purposes of processing and in accordance with legal requirements.
- Customer and supplier data are retained for up to 10 years after contract termination, based on Capsyra’s legitimate interest in legal defense.
- Accounting and tax documents may be retained for 10 years after the relevant taxable period, in accordance with Belgian accounting legislation.
Article 5 – Security of Personal Data
Capsyra implements appropriate technical and organizational measures to protect personal data against:
- Unauthorized access
- Accidental loss
- Destruction
- Unlawful processing
Security measures include, among others:
- Secure storage environments
- Access controls and user authentication
- Two-factor authentication (2FA)
- Encryption
- Anti-virus and anti-malware systems
- Security and privacy awareness training
- Controls aligned with ISO/IEC 27001 standards
Article 6 – Data Subject Rights
In accordance with the GDPR, you have the right to:
- Access your personal data and receive a copy
- Rectify, restrict, or erase personal data under specific circumstances
- Object to processing based on legitimate interest, including direct marketing
- Data portability, where technically feasible
- Withdraw consent at any time, where processing is consent-based
- Lodge a complaint with the Belgian Data Protection Authority
(Gegevensbeschermingsautoriteit – GBA),
Drukpersstraat 35, 1000 Brussels
📧 contact@apd-gba.be
You can exercise your rights by contacting:
- 📧 privacy@capsyra.com
- 📬 Capsyra, Dehemlaan 31, 8900 Ieper, Belgium
Article 7 – Cookies
Capsyra’s website uses cookies and similar technologies. A cookie is a small data file placed on your device to improve website functionality and user experience.
Types of Cookies Used
Functional Cookies
- Essential for proper website operation
- Placed without consent
- No personal data collected
Statistical Cookies
- Used to analyze website traffic and performance
- Collect visitor statistics
- Placed only with explicit consent
- The web application uses Google Analytics
Marketing Cookies
- Used to create interest profiles and show relevant advertisements
- Track browsing behavior
- Placed only with explicit consent
You can manage your cookie preferences at any time via the cookie settings on our website.