Privacy Policy of Sanecom Systems

Last updated: 10/01/2025

At Sanecom Systems, we place great importance to protecting your privacy and that of your customers. This privacy policy explains how we handle personal data, how it is collected, used, stored and protected, and what rights you have with regard to this data.

1. Who are we?

Sanecom Systems is a service provider specialized in smart automation for companies. Our solutions include sending emails, text messages and notifications, as well as storing and managing data in our CRM system.

2. What data do we collect?

We may process the following types of personal data:

• Data from our customers: such as name, company name, email address, phone number, billing information, and other relevant information.

• Data from customers of our customers: such as names, email addresses, phone numbers, and information needed for specific automations (for example appointments or contact history).

3. How do we use this data?

The collected data is used for the following purposes:

• Performing automations such as sending emails, text messages and notifications.

• Improving our services and functionalities.

• Managing and maintaining customer data in our CRM system.

• Complying with legal obligations and handling disputes.

4. Legal basis for data processing

We process personal data on the basis of the following legal grounds:

• Performance of an agreement: to provide our services to you and to support your automation processes.

• Consent: if required, we explicitly ask for consent to process certain data.

• Legitimate interest: for example to optimize our services or to secure our systems.

5. How do we protect your data?

We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, misuse or disclosure. Examples of these are:

• Secure storage of data (e.g. encryption).

• Restriction of access to data to authorized personnel only.

• Regular audits and monitoring of our systems.

6. Sharing data

We share personal data only in the following cases:

• With our technology partners who support us in performing automations.

• If legally required, for example to comply with regulations or legal requests.

• With the consent of our customers for specific purposes.

We never sell personal data to third parties.

7. Retention periods

We do not retain personal data for longer than is necessary for the purposes for which it was collected, unless a longer retention period is required by law and regulations.

8. Your rights

You have the following rights with regard to your personal data:

• Inspection: You can request which data we have stored about you.

• Correction: You can have incorrect or incomplete data adjusted.

• Deletion: You can request the deletion of your data, unless we are legally obliged to retain it.

• Restriction of processing: You can ask us to restrict certain processing of your data.

• Objection: You can object to the processing of your data based on our legitimate interest.

• Data portability: You can request to transfer your data to another party.

Requests can be submitted via [email protected]. We will respond within a reasonable period, but no later than 30 days.

9. Data from our customers' customers

When we process data from your customers' customers in the context of automations, we act as a processor on your behalf. It is your responsibility to ensure that this data is collected and processed in accordance with privacy legislation.

10. Cookies and tracking

Our systems may use cookies and similar technologies to improve the operation of our services. Please refer to our cookie policy for more information.

11. Contact

Do you have any questions or comments about this privacy policy? Please contact us:

Sanecom Systems

Email: [email protected]

Address: Schuurveld 21 2550 Kontich

12. Changes to this Privacy Policy

We reserve the right to change this Privacy Policy. Any updates will be posted on our website, indicating the date of the last change.