Privacy Statement for Utiq.com

We are Utiq SA/NV (“Utiq”), the controller of your personal data.

In this privacy statement “we”, “us” and “our” means Utiq;

Our registered office is Utiq SA/NV, Rue aux Laines 70, 1000 Brussels, Belgium. We are registered in Belgium under company number 0799.155.284.

You can reach our Data Protection Officer and ask any questions about how your personal data is processed, how to exercise your rights or about this privacy statement by contacting privacy@utiq.com.

3.1. Responding to your requests

When you contact us directly or via our website (for example if you complete our “Get in touch” form), we will process the following personal data, to the extent that you have provided us with it, to respond to your requests and queries:

• Your contact details, such your name, email address, phone number and company/sector;
• Content of your query or request.

We process this personal data based on our legitimate business interest to respond to your requests and manage our engagement with you.

3.2. Use of Captcha in this website

When you contact us via our “Get in touch” form, the personal data listed below will be processed by Friendly Captcha (our processor) to protect against spam and malicious activity:

• A hashed value of your IP address; user agent, origin and referrer of the HTTP request; widget version; timestamp of request; and the puzzle itself.

This processing is done based on our legitimate interest to protect against spam and malicious activity.

Visit Friendly Captcha Privacy Policy for more information, including retention periods.

3.3. Marketing communications and sales

When you provide us with your contact details, for example via email, in person, through this website, or via any other channel such as LinkedIn, we will process them to support our marketing communications and sales process, for example to reach out to you because we believe our technology would be of interest to your business or to share with you our newsletter or other information or updates regarding our products and services.

For any marketing related communications, you will always have the option to choose not to be sent such communications, including our newsletter. You can unsubscribe by using the link provided in such communications or by emailing us directly using the contact details under section 2 of this statement.

To manage the above we make use of a dedicated platform, which is provided by Pipedrive (our processor), as well as Mailchimp (also our processor) to issue our newsletter and similar communications.

We process this personal data based on the following lawful bases:

• Legitimate interest: We use your contact details based on our legitimate business interest to market our product and services and manage our sales process as part of promoting, conducting and growing our business.
• Consent: When you sign up to our newsletter or other marketing communications, we rely on your consent to use your contact details to send you such newsletter or marketing communications.

3.4. Business customer management

When you engage our services and become our business customer, we will process the following personal data:

• Your contact details (including name, role/job title, email and any other information you provide to us) or the details of the person responsible within your business to enter into a contract with your business.
• Your contact details (including name, role/job title, email, and phone number where relevant) and the details of anyone else in your business that you provide to us, as well as any survey responses and feedback to be able to deliver our service and effectively manage our business relationship with you, including to:
  • communicate with you throughout our business relationship;
  • provide any necessary integration and ongoing operational support;
  • respond to your feedback and requests;
  • provide you with reports, ongoing information and updates on our services; and
  • request and gather your feedback on our services.

To help us manage the above, we make use of email and Microsoft Forms services as well as successhub, our dedicated platform provided by EverAfter (our processor).

We process this personal data based on the following lawful bases:

• Contract: We have to collect and use contact details so that we can enter into a contract with your business, provide our service and comply with our obligations under the contract we conclude with your business, and manage our business relationship with you as part of that.
• Legitimate interest: We use your contact details and any survey responses and feedback we receive based on our legitimate business interest to help us improve the products and services we provide to you and your business.

Where applicable, your personal data will be processed by third parties we engage to provide services to us or on behalf of us (our processors), including to operate this website and for business customer services as mentioned in the previous section.

We keep personal data in line with the following:

• We will keep correspondence related to requests or queries for a reasonable period in case you reach out to us again, for example if we have not engaged with or heard from you after some time, we will delete your personal data after 2 years from the date of the last engagement we had with you.
• We will keep your contact details for marketing communications and sales for as long as it is reasonable, for example, as long as you have not unsubscribed from our newsletter. If you do unsubscribe, we will keep your contact details for as long as necessary to honour that. If we have not engaged with or heard from you, we will delete your personal data after 2 years from the date of the last engagement we had with you.
• Where we process your personal data for business customer management purposes, we will keep this information for as long as our business relationship is active and for up to 90 days after it ends. Any survey responses will be kept for 2 years, after which the data will be aggregated and anonymised.

We and our service providers process personal data in the European Economic Area (EEA) and countries considered to have equivalent laws to the EEA when it comes to privacy and data protection, including the UK and US.

Where we share or store your personal data, we will make sure appropriate protection is in place to protect your personal data in line with data protection laws.

You have a number of rights under data protection law. Where applicable, you can exercise these rights by contacting us at privacy@utiq.com.

Right of access – You have the right to ask us to confirm what personal data we hold about you and how it has been processed, as well as to request a copy.

Right to rectification – You have the right to ask us that personal data we hold about you is corrected if you think it is inaccurate or incomplete.

Right to erasure – You have the right to ask us to delete your personal data in certain circumstances.

Right to restriction of processing – You have the right to ask us to limit how we can use your personal data in certain circumstances.

Right to object to processing – You have the right to object to the processing of your personal data in certain circumstances. For marketing communications, you have the right to object to this at any time.

Right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

Right to lodge a complaint – If you have a complaint, you can contact us on privacy@utiq.com. If we are unable to resolve your concerns, you can contact the Belgian data protection regulator (APD) – their details can be found at https://www.autoriteprotectiondonnees.be/citoyen/agir/contact. Alternatively, you may also contact your own data protection authority in the country you reside.

In this website (utiq.com) we currently only use the following strictly necessary cookies/other similar technologies:

Name: Friendly Captcha Widget
Type: First party / Strictly necessary
Purpose: Used to protect against spam and malicious activity when you use our “Get in touch” form. See Friendly Captcha Privacy Policy for full details.
Expiration time: Session based

Our website also uses Plausible Analytics to help us understand overall visitor trends and the effectiveness of our marketing activities. Plausible Analytics doesn’t set any cookies in your browser nor does it collect any personally identifiable information, instead the site measurement is carried out anonymously to generate aggregated site statistics only.

See Plausible Analytics Privacy Policy for more information.

• Utiq.com privacy statement (27 April 2023)
• Utiq.com privacy statement (16 May 2024)