Who We Are
Artefix Agency is a digital agency based in Belgium, providing services including mobile application development, web development, artificial intelligence systems, marketing automation, content creation, and brand strategy.
For the purposes of the GDPR, Artefix Agency acts as the data controller for personal data collected through this website and through direct client engagement.
Data We Collect
We collect only the minimum personal data necessary to provide our services and respond to your enquiries. Below is an overview of the categories of data we may process.
How We Use Your Data
We use personal data strictly for the following purposes. We do not sell, rent, or monetise your personal data in any form.
- Responding to enquiries and scheduling discovery calls or strategy sessions
- Delivering and managing services commissioned by you, including project scoping, development, and delivery
- Maintaining communication records for contract fulfilment and accountability
- Invoicing and fulfilling legal or contractual obligations arising from engagement agreements
- Improving the functionality, performance, and content of this website using aggregated, anonymised technical data
- Complying with applicable legal obligations including tax, accounting, and data protection law
Legal Basis for Processing
Under the GDPR, every processing activity must rest on a lawful basis. The following bases apply to our processing activities:
Art. 6(1)(a) When you voluntarily contact us by email or submit a project brief, you consent to us processing the data contained in that communication for the purpose of responding to you.
Art. 6(1)(b) Processing is necessary to fulfil a contract to which you are a party, or to take steps at your request prior to entering into a contract — such as scoping a project or preparing a proposal.
Art. 6(1)(c) Processing is necessary to comply with Belgian or EU legal obligations, including tax and accounting requirements under Belgian law.
Art. 6(1)(f) Processing of technical/server log data to maintain website security and performance. This interest does not override your fundamental rights and freedoms.
Cookies & Tracking
This website uses a minimal cookie footprint in line with the ePrivacy Directive and Belgian DPA guidance. We do not deploy advertising cookies, cross-site tracking pixels, or third-party behavioural analytics.
Third-Party Services & Data Sharing
We do not sell or share your personal data with third parties for marketing purposes. We may share data with the following categories of trusted service providers solely to the extent necessary for service delivery:
- Email service providers — used to send and receive business correspondence (e.g. Gmail / Google Workspace). Subject to Google's data processing terms and privacy policy.
- Cloud infrastructure providers — used for hosting project deliverables, collaboration tools, and file storage. All providers used are GDPR-compliant or covered by EU Standard Contractual Clauses.
- Accounting & invoicing tools — used for billing purposes. Only the minimum data required for invoice generation is shared (name, company, address, email).
- Legal or regulatory authorities — data may be disclosed if required by applicable law, a court order, or a binding request from a competent Belgian or European authority.
We do not use sub-processors beyond those described above without updating this policy. All third-party providers are selected for GDPR compliance and contractually bound to appropriate data protection terms.
Data Retention
We retain personal data only for as long as necessary for the purpose it was collected, or as required by applicable law. The following retention periods apply as a general guideline:
Upon expiry of the applicable retention period, personal data is securely deleted or irreversibly anonymised. You may request early deletion of your data — see Section 09 for your rights.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure, in accordance with Article 32 of the GDPR.
- All email communications are transmitted over TLS-encrypted connections
- Access to client data and project files is restricted on a need-to-know basis
- Cloud storage and collaboration tools used are secured with two-factor authentication
- No sensitive personal data (financial credentials, passwords) is ever requested or stored
- We review our security practices periodically and update them in response to new threats
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Belgian Data Protection Authority within 72 hours as required by GDPR Art. 33, and affected individuals without undue delay where required by Art. 34.
Your Rights Under GDPR
As a data subject under the GDPR, you hold the following rights with respect to your personal data. These rights may be subject to specific conditions and limitations set out in the regulation.
International Data Transfers
As a Belgian entity, we process data primarily within the European Economic Area (EEA). Where we use third-party service providers — such as Google Workspace or cloud platforms — that may process data outside the EEA, we ensure that appropriate safeguards are in place in accordance with GDPR Chapter V.
These safeguards include, where applicable:
- EU Standard Contractual Clauses (SCCs) approved by the European Commission
- Adequacy decisions by the European Commission for the destination country
- Binding Corporate Rules adopted by the receiving entity
You may request further information about the specific safeguards applicable to any international transfer of your personal data by contacting us directly.
Children's Privacy
This website and our services are directed exclusively at business clients and adult individuals. We do not knowingly collect or process personal data from individuals under the age of 16 years.
If you believe that we have inadvertently received data from a minor, please contact us immediately at artefixbelgium@gmail.com and we will delete that data without delay.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our data practices, legal requirements, or service offering. When we make material changes, we will update the "Last updated" date at the top of this page.
We encourage you to review this policy periodically. Continued use of this website after a policy update constitutes acknowledgement of the revised terms. For significant changes affecting your rights, we will make reasonable efforts to notify you directly if we hold your contact information.
Contact & Data Controller
If you have any questions about this Privacy Policy, wish to exercise your data subject rights, or have a concern about how your personal data is being handled, please contact us using the details below. We are committed to resolving all requests fairly and within the timeframes required by law.
Artefix Agency — Data Controller
You also have the right to lodge a complaint directly with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit) at any time, without prejudice to any other administrative or judicial remedy.