Q-Ware bv takes the protection of your personal data seriously. This privacy policy explains which data we process, why, for how long, with whom we share it and what rights you have. We act in accordance with the General Data Protection Regulation (GDPR, Regulation (EU) 2016/679) and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.
1. Who is responsible for the processing
The controller is Q-Ware bv, Merellaan 6, 8710 Wielsbeke, Belgium — company number BE 0700.227.558 — info@q-ware.be — +32 495 16 47 96. Q-Ware bv has not appointed a data protection officer; for any question about your data, use the e-mail address above.
2. Who this policy applies to
This policy applies to visitors of the website q-ware.be, to anyone who contacts us, and to our customers, prospects and suppliers and their contact persons.
3. Which data we process
When you visit our website
Our web server automatically records technical data: your IP address, the time of the visit, the page requested, the browser and the operating system. These logs serve solely the security and proper functioning of the website. You can read more about cookies in our cookie policy.
When you contact us
Via the contact form, by e-mail or by phone we process the data you provide yourself: name, company, e-mail address, phone number and the content of your message.
When you are a customer or supplier
We process identification and invoicing data (name, address, company number, bank details), the details of your contact persons (name, role, e-mail address, phone number) and the correspondence that goes with our collaboration. For IT services we also process technical data about your IT environment (inventory of devices, configurations, user accounts) to the extent needed to deliver the agreed services.
Data we process on behalf of our customers
When managing your systems, cloud environments or backups, we may have access to personal data of your staff, customers or suppliers. In that case Q-Ware bv acts as processor and you as controller. We process that data solely on your instructions and on the basis of a data processing agreement as meant in Article 28 GDPR. That agreement is part of our services; request it via info@q-ware.be.
4. Why, and on which legal basis
| Purpose | Legal basis (Art. 6 GDPR) | Data |
|---|---|---|
| Answering your question or quotation request | Pre-contractual steps at your request (Art. 6.1.b) | Contact details, content of your message |
| Performing the contract: delivery, installation, support, invoicing | Performance of a contract (Art. 6.1.b) | Customer and contact data, technical data |
| Accounting and tax obligations | Legal obligation (Art. 6.1.c) | Invoicing data |
| Security of our website and systems | Legitimate interest (Art. 6.1.f) | Server logs, IP address |
| Informing existing customers about similar services | Legitimate interest (Art. 6.1.f), with the right to object | Customer contact details |
| Non-essential cookies (if used) | Your consent (Art. 6.1.a) | See cookie policy |
5. How long we keep data
- Contact requests that do not lead to a collaboration: up to 12 months after the last contact.
- Customer and supplier data: for the duration of the collaboration and afterwards for as long as statutory retention and limitation periods run — accounting records 7 years (Art. III.86 Code of Economic Law), contractual documents up to 10 years after the end of the contract.
- Technical data about your IT environment: for the duration of the services; afterwards deleted or handed over, unless agreed otherwise.
- Website server logs: 12 months at most.
6. Who we share data with
We never sell your data. We share it only with parties that help us deliver our services, and only to the extent necessary:
- Our hosting provider for the website and e-mail (servers in Belgium or the European Union).
- Microsoft, for our own office environment (Microsoft 365) and for cloud services we set up for you. Microsoft processes data of European customers within the EU Data Boundary.
- Distributors and manufacturers, only the data needed to deliver, register or claim warranty on ordered goods.
- Our accountant, for the statutory accounts.
- Public and judicial authorities where the law obliges us.
We conclude a data processing agreement with every processor working for us.
7. Transfers outside the European Economic Area
In principle we store and process data within the EEA. Where a supplier nevertheless processes data outside the EEA, this is done on the basis of an adequacy decision of the European Commission or the European Commission’s standard contractual clauses, supplemented with appropriate measures.
8. How we secure your data
We take appropriate technical and organisational measures: encrypted connections, multi-factor authentication on our systems, need-to-know access, tested backups and up-to-date software. Security is our trade; we apply to our own environment what we recommend to our customers.
9. Your rights
You have the right to access your data, to have it rectified, to have it erased, to restrict processing, to portability of the data you provided to us, and to object to processing based on our legitimate interest. Where we rely on your consent, you may withdraw it at any time, without affecting the lawfulness of the earlier processing.
You exercise these rights by e-mailing info@q-ware.be. To prevent abuse we may ask you to prove your identity. We reply within one month; for complex requests that period may be extended by two months, in which case we will let you know.
10. Complaints
If you are unhappy with how we handle your data, please let us know first. You also always have the right to lodge a complaint with the Belgian supervisory authority: Data Protection Authority, Rue de la Presse 35, 1000 Brussels, +32 2 274 48 00, contact@apd-gba.be, www.dataprotectionauthority.be.
11. Changes
We may amend this policy, for instance for new services or changed legislation. The current version is always on this page. Version of 25 September 2026.