Axxes Privacy Statement

Last updated on: June 2025

Your personal data is collected and processed by Axxes NV, a Belgian company active in IT consulting, hereinafter referred to as "Axxes". Axxes has its headquarters at Entrepotkaai 10A B-2000 Antwerp, registered under company number 0462.721.177 and is the data controller for the processing of personal data on or via the website.

With this privacy statement, we want to inform you as well as possible about which data we collect, why we do that, and how you have control over it.

1. Scope of the Privacy Statement

Axxes attaches great value to privacy and therefore commits to protecting the (personal) data of all its stakeholders with the greatest possible care and to processing personal data only in a fair and lawful manner. This privacy statement applies to our current customers, partners, employees, potential customers and potential employees, participants in our events, and website visitors for the personal data that Axxes collects and processes via this website and the related services.

This privacy statement contains important information about how and for what purposes Axxes collects and processes personal data, and clarifies which rights you, as a data subject, can exercise.

2. Processing of personal data

Personal data can be defined as all information by which a natural person can be directly or indirectly identified. You can provide us with your personal data in the context of the following activities, for the corresponding purposes and based on the stated grounds:

• Contact form or correspondence: the contact form on the website can only be submitted if you have read the privacy statement and given consent to the processing of your data. The following personal data are processed via the contact form: your first name, last name, email address, province, and your question or message that you can enter in the free text field. If you contact us directly (by email, phone, or letter), we will process your contact details and the content of this correspondence. We use this information only to handle your question or message adequately.

• Newsletter: when you subscribe to our newsletter, you provide your first name, last name, and email address. Axxes collects this personal data based on your consent and with the aim of sending you relevant information and keeping you informed about our latest news.

• For recruitment purposes: When you apply at Axxes, or share your details with us via our website, LinkedIn, by phone, or during a job fair, we may process your personal data to contact you and inform you about relevant job opportunities. This enables us to find the right match between candidates and open vacancies. The processing of your data is based on two legal grounds: your consent and Axxes' legitimate interest in recruiting suitable candidates. Your data may be retained to keep you informed about future career opportunities that match your profile. Further information regarding data processing in the context of recruitment and selection can be found in our privacy statement for candidates.

• For sales and marketing purposes: Axxes may use your name and contact details for direct marketing campaigns to inform you about updates related to the services that Axxes provides and to contact potential future customers. We send these communications or place advertisements based on Axxes' legitimate interest when we notice that you are interested in or could benefit from our services. We collect consent for direct marketing in various ways. This can be through an active opt-in via online forms, written consent given offline, or telephone consent during a conversation. In addition, we obtain consent for personalized advertisements through cookie settings on our website. In certain cases, such as existing customers, we may send marketing messages based on a soft opt-in, where you always have the option to easily unsubscribe.

• Statistical analyses and website optimization: We process your personal data to perform statistical analyses aimed at improving our websites, products, and services or developing new products and services. We do this based on our legitimate interest. When you visit our websites, we collect various data to optimize your user experience. This includes technical information about your device, such as the IP address, browser type, geographic location, and operating system. In addition, we also record your browsing behavior, including the time you spend on a page, the links you click, the pages visited, and the frequency with which you consult certain pages. This may occur with or without cookies, as explained in our Cookie Policy.

• Survey/feedback: based on Axxes' legitimate interest, we may use your contact details to assess, evaluate, and improve the services offered. For this purpose, we may send questionnaires or customer surveys, or ask you to fill out our customer feedback form.

• Events: when you register as a (potential) customer or (potential) candidate for one of our events, we ask you to provide certain information to participate in that specific event. For example, we usually ask for your first name, last name, email address, phone, function, and the company you work for. We collect this information based on your consent to complete your registration and thus guarantee the best event experience for everyone. In addition, this information enables us to keep you informed of relevant details both before and after the event and to inform you about future, similar events.

• For the delivery of our services: when you take certain services from Axxes, we collect your contact and billing details. This is to enable the provision of our services and to manage our (customer) relationship, based on your agreement with Axxes.

• Other relationships: we collect contact details of our current or future suppliers and partners. We process this information to enter into our agreements and manage our relationships or collaborations. This processing is therefore based on the conclusion and performance of our contracts and business relationships.

Axxes considers your personal data confidential and commits to processing it only in a manner compatible with the purposes for which the data was originally collected.

3. Your rights as a data subject

At all times you have the possibility to exercise your rights as described in the General Data Protection Regulation. You can exercise the following rights:

Right of access to your personal data

You have the right at all times to request access to your personal data, and to request a copy of the personal data that Axxes collects about you.

Right to rectification

You always have the right to have incorrect personal data corrected or incomplete personal data supplemented.

Right to data deletion ("right to be forgotten")

You can request to have your personal data deleted from the systems of Axxes. The request to delete your personal data cannot always be granted due to contractual or legal obligations or if we have a legitimate interest in retaining it. Axxes takes these obligations into account when responding to your request.

Right to object

You have the right to object to the processing of your personal data if the processing is based on the legitimate interest of Axxes or on the basis of public interest. We will stop processing unless we can demonstrate compelling legitimate reasons for further processing or for the exercise of legal claims. You can also object in case of the processing of your data for direct marketing purposes, so that the personal data will no longer be processed for these purposes.

Right to withdraw your consent

For the processing of your personal data collected by Axxes with your consent, you can withdraw your consent at any time. You can, for example, always unsubscribe from the newsletters. However, withdrawing your consent does not apply to processing previously carried out by Axxes.

Right to restriction of processing

In certain cases, you have the right to obtain the restriction of the processing of your personal data. We will continue to store your data, but we will limit its use. You can, for example, submit this request if you believe that your personal data is incorrect or if the processing by Axxes is not justified. We only have to fulfill these requests in specific cases, as determined by law.

Right to data portability

You have the right to receive the personal data concerning you, processed by Axxes, in a structured, commonly used, and machine-readable format and/or to have those data transferred to another controller.

The above rights can be exercised free of charge by sending an email to Axxes. We commit to responding to your request within one month after receipt. It is possible that we first ask for additional information to confirm your identity and ensure that the request comes from you.

Exercising rights

You can submit your request to exercise your rights by sending an email to privacy@axxes.com. Axxes has 30 days to respond to your request.

The right to file a complaint

If at any time you believe that Axxes is violating your privacy, you have the right to file a complaint with the Belgian Data Protection Authority: Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel +32 (0) 2 274 48 00.

4. Disclosure to third parties

Axxes refrains from disclosing or selling your personal data to third parties and from publicly disclosing your personal data, unless in the following specific cases:

• External service providers: Personal data may be shared with external service providers to whom Axxes has outsourced certain processing activities. This includes, for example, parties that provide IT or communication services, such as HubSpot, which is used for managing customer relationships and sending mailings to customers, candidates, and partners. In any case, they are limited to processing your personal data in accordance with our instructions and, if necessary, a data processing agreement will be concluded, so that they are obliged to comply with all obligations required by the applicable data protection legislation.

• Legal obligations: If this is required by applicable laws or regulations.

• International transfers: With regard to international transfers of personal data and processing outside the European Economic Area (EEA), your data will only be transferred to other Axxes locations or parties in third countries, such as software providers and cloud or mailing services, if this is permitted under the applicable data protection legislation. We do everything within our power to take appropriate protective measures to ensure that your rights are respected, also by data recipients outside the EEA, in accordance with an adequate level of data protection.

5. Retention of your personal data

Axxes recognizes the importance of protecting personal data. We do not retain your personal data longer than strictly necessary to achieve the purposes for which we received the data, or for the execution of a contract, or to comply with a legal obligation. Retention periods vary depending on the type of processing activity and the purpose for which the personal data were collected.

The personal data that we collect based on your consent will be retained by us as long as your consent remains valid.

We keep customer information for as long as reasonably necessary to perform our agreements, to comply with our legal obligations (such as accounting and tax obligations) and to resolve disputes or enforce agreements. For accounting and tax matters, personal data are retained, in accordance with the statutory minimum retention periods, seven years after the termination of the cooperation. Personal information is kept for the duration of our contractual relationship and, as soon as there is no longer any contact, for a passive retention period of three years.

In all cases, personal data may be retained for a longer period if there is a legal or regulatory reason to do so, or may be retained for a shorter period if the data subject objects to the processing of his/her personal data and if there is no longer a legitimate reason to keep it.

We guarantee you that there is only limited access to archived data, and that your personal data is deleted or anonymized when the retention period has expired.

6. Security and confidentiality of your personal data

Axxes has taken technical and organizational security measures to prevent the destruction, loss, falsification, alteration, unauthorized access or disclosure of your personal data to third parties and any other unauthorized processing of this data.

We have done everything possible to ensure the confidentiality, integrity and availability of the information systems and services that process personal data. These measures include physical and operational security measures, access control, awareness training and confidentiality clauses. All our employees and third parties engaged by us are required to respect the privacy and security of your data. Our employees are bound by confidentiality obligations and follow training in data protection and security. We make strict contractual agreements with third parties regarding the processing and security of personal data, fully in accordance with applicable legislation. In addition, we periodically conduct inspections and audits to ensure compliance and encourage continuous improvement.

The website of Axxes uses a reliable SSL certificate to ensure that your personal data does not fall into the wrong hands. In addition, access is only possible for our staff, or staff of external processors, on a need-to-know basis and is subject to strict confidentiality obligations. We apply a secure password policy and tooling. We also have specialized employees responsible for the security of our IT infrastructure. However, you understand that care for security is only an obligation of effort to the best of our ability, which can never be guaranteed.

7. Contact details

If you have comments or questions about the information in this statement, or about other matters relating to the processing of your personal data by Axxes, please contact us at privacy@axxes.com.

8. Changes to our privacy statement

We may amend or update this privacy statement from time to time to reflect changes in our practices regarding the processing of your personal data or changes in applicable law. We do this by posting the updated version on this Axxes website. When we publish changes to our Privacy Statement, we will change the date of the “last update” of our privacy statement. Significant changes will be found on our homepage. Nevertheless, we recommend that you read our privacy statement regularly.