Synctiv, headquartered at C-Mine 12, 3600 Genk (Belgium), is committed to ensuring your privacy is protected. This privacy policy describes what personal information we collect and how we process your personal data, in accordance with the General Data Protection Regulation (GDPR).

1. Collection of personal data

We collect personal data from the moment you start using our services. We may also collect data that you have published on public channels indicating your interest in career opportunities. We will only use your data in accordance with our conditions and this privacy policy.

2. What data we collect and why

2.1 What data do we collect?

Contact details (name, email address, phone number, message content)
Data provided through our forms (company, position, employment status)
IP addresses and device information, for security purposes
If applicable: nationality, ID copy and bank account number for business relations
CV, education and employment history when relevant

2.2 How do we use your data?

To communicate and respond to your inquiries
To deliver the e-book you requested
To deliver and improve our services
To ensure website security and integrity
To assess your suitability for our services
To establish and maintain business relationships
To comply with legal obligations

2.3 Legal basis for processing

Consent (Article 6(1)(a) GDPR)
Performance of a contract (Article 6(1)(b) GDPR)
Legal obligation (Article 6(1)(c) GDPR)
Legitimate interest (Article 6(1)(f) GDPR)

2.4 Retention periods

We retain your personal data no longer than strictly necessary for the purposes for which it was collected, unless legally required to retain it longer.

3. Sharing personal data

Synctiv does not sell your data to third parties. We only share data with service providers needed to run our website and communication, or when legally required. Specifically, we use:

Postmark for sending emails (the notification of your inquiry, the login link of our admin panel and the e-book you request). Your name, email address and message content are processed for this. For transfers to the US, Postmark relies on the EU-US Data Privacy Framework and the standard contractual clauses of the European Commission.
Microsoft 365 (Microsoft Ireland Operations Limited) (Ireland): hosting of our email. The notification of a form submission and every email you send us directly arrive in that mailbox. Microsoft stores this data in the EU (EU Data Boundary). If data exceptionally leaves the EU, for example for security purposes, Microsoft relies on the EU-US Data Privacy Framework and the standard contractual clauses of the European Commission. More information is available in the Microsoft Privacy Statement.
Cloudflare for the protection of our forms (see point 5).
Leadinfo for the recognition of visiting companies (see point 6.2).
Spott for our job board, which is loaded on our jobs page. If you apply through that board, Spott's privacy policy applies there.
Calendly when you schedule a meeting yourself through one of our appointment links.

4. Forms and consent

When you submit our contact or freelancer form, we need your data to respond to your inquiry, at your request and before any contract (Article 6(1)(b) GDPR). When you request our e-book, we use your data to deliver the e-book and to contact you about IT projects that match your profile. For this we rely on your consent (Article 6(1)(a) GDPR). It is voluntary and can be withdrawn at any time by contacting us.

5. Website security

We use Cloudflare Turnstile to distinguish real users from bots and to protect our forms against abuse and spam. Turnstile evaluates data such as IP address, browser information and session data. This processing is based on our legitimate interest in website security (Article 6(1)(f) GDPR). The Cloudflare privacy policy and the Turnstile Privacy Addendum apply. For transfers to the US, Cloudflare relies on the EU-US Data Privacy Framework and the standard contractual clauses of the European Commission.

6. Website analytics and company recognition

6.1 Matomo Analytics

We use Matomo Analytics, configured to meet the strictest privacy standards:

IP addresses are anonymized
No tracking cookies are used
Data is stored on our own servers and not shared with third parties
Only anonymized page visit data is collected

6.2 Leadinfo

We use Leadinfo, a service of Leadinfo B.V. (Rotterdam, the Netherlands), which looks up on the basis of the IP address of your visit which company is visiting our website and shows us publicly available company data, such as the company name and address. Leadinfo runs in cookieless mode on our website. No cookies are placed and nothing is stored on your device. An IP address is personal data. We only use the recognition at company level and do not try to find out who you are personally. If you visit us from the network of a sole proprietorship, the company data may relate to a person. The processing is based on our legitimate interest (Article 6(1)(f) GDPR) in knowing which companies show interest in our services. You can object to this at any time, see point 7. The Leadinfo privacy policy applies to the processing by Leadinfo.

6.3 Heatmaps and session recordings via Matomo

We also use Matomo's heatmaps and session recordings. They show us how visitors use our website: where they click, how far they scroll and how they move through the pages. Text you type into a form is not recorded. Matomo replaces every character with an asterisk while it is still in your browser. Choices you click, such as a checkbox or an option from a list, are recorded. Heatmaps and recordings work without cookies. The data is stored on the same server as the statistics in 6.1 and is not shared with third parties. This processing is based on our legitimate interest (Article 6(1)(f) GDPR) in improving our website.

7. Your rights

You have the right to:

request access to your personal data;
request correction or deletion of your personal data;
withdraw your consent;
object to the processing of your personal data;
file a complaint with the Data Protection Authority.

8. Cookies and similar technologies

Our website does not use cookies or similar technologies for collecting or storing personal information. External components you open yourself (the job board, the Google Maps map or an appointment link) may set cookies according to the policy of that provider.

9. Security

Synctiv implements appropriate physical, administrative, organizational and technical measures to protect your personal data against unauthorized use.

10. Changes to this privacy policy

We reserve the right to modify this privacy policy. We recommend reviewing this page regularly to stay informed about any changes.

11. Contact

For questions, comments, complaints or suspected data breaches, please contact:

Synctiv
C-Mine 12, 3600 Genk, Belgium
office@synctiv.be
VAT BE 0668.495.987

You can also file a complaint with your local data protection authority.

12. Links to other websites

Our website may contain references, such as links or banners, to other websites that apply a different privacy policy. Synctiv is by no means responsible or liable for their privacy statement or the content of those websites.

13. Image credits

The photo of the C-Mine headframe on our About page is by Winny Biets via Wikimedia Commons and is used under the CC BY 4.0 licence. The photo has been cropped.

Privacy Policy