Last updated: [date to be added upon publication]
This document is a first draft prepared based on the platform's technical operation. It is not a substitute for legal advice — have it reviewed by a lawyer/DPO before publication, particularly regarding retention periods, the complete list of sub-processors and any transfers outside the EU.
1. Who is responsible for your data
Busselot BV (company number BE 1020.677.748, Ballingsstraat 13, 1570 Pajottegem, Belgium) is the data controller for the personal data collected through FluxSuite. For questions: info@fluxsuite.be.
There are two types of data on the platform:
- Data of FluxSuite users (your employees who work with the platform) — for this we are the data controller.
- Data of your own customers, which you enter into the platform yourself (e.g. customer names, contact details, invoicing data) — for this you are the data controller, and FluxSuite acts as a processor on your behalf.
2. What data we collect
About FluxSuite users:
- Name, email address, password (stored encrypted), phone number, address (optional, if you enter this yourself in your profile).
- Usage data: which actions you perform within the platform (kept for security and traceability, see audit logging below).
About your organization:
- Company name, VAT number, business address, billing details for your FluxSuite subscription.
Data you enter yourself about your own customers (customer management, quotes, invoices): this data belongs to your organization, we process it solely to deliver the service.
3. Why we process this data
- To create and manage your account, and give you access to the platform.
- To provide the service for which you use FluxSuite (customer management, quotes, invoicing).
- To invoice your subscription.
- To inform you about important changes to the platform or your account (e.g. email change, invitations).
- To safeguard the security and integrity of the platform (audit logging of changes, fraud prevention).
- To comply with our legal obligations (e.g. accounting retention obligations).
4. Data isolation between organizations
FluxSuite is a multi-tenant platform: data from different organizations is stored on the same technical infrastructure, but is strictly separated at the database level (row-level security). Your organization never has access to another organization's data on the platform, and vice versa.
5. Who we share data with
We share data with a limited number of carefully selected service providers who help us operate the platform (sub-processors):
- Hetzner Online GmbH (Germany) — hosting of our servers and database.
- Resend — sending of transactional emails (e.g. invitations, confirmation links).
- Mollie — processing payments for your subscription.
- PEPPOL access point (provider to be confirmed) — if you activate the PEPPOL module, for sending electronic invoices.
We never sell your data to third parties and do not use it for advertising purposes.
6. Retention period
We retain your data for as long as your account is active. After your account is terminated, we retain data for a reasonable period to comply with legal (including tax) retention obligations, and delete or anonymize it afterwards. [Exact retention periods per data category still to be determined and specified here.]
7. Your rights
Under the General Data Protection Regulation (GDPR) you have the right to:
- request access to the data we hold about you;
- have inaccurate data corrected;
- request deletion of your data, to the extent legally possible;
- receive your data in a portable format;
- object to certain processing.
You can exercise these rights by contacting us at info@fluxsuite.be. You also have the right to lodge a complaint with the Belgian Data Protection Authority.
8. Security
We take appropriate technical and organizational measures to protect your data, including encrypted passwords, strict role-based access control, and data isolation between organizations (see point 4).
9. Changes to this policy
We may update this privacy policy from time to time. Material changes will be communicated via the platform or by email.
10. Contact
For any questions about this privacy policy: info@fluxsuite.be.