Disclaimer & Privacy Policy
1. Why this privacy statement?
We place great importance on protecting your privacy and personal data. We use this personal data only in accordance with the General Data Protection Regulation (GDPR) of 27 April 2016.
With this privacy statement, we want to make it clear how we could process your personal data and what your rights are. Please read this privacy statement carefully so that you are aware of how we process your personal data.
2. Who is the data controller?
The data controller responsible for the processing of your personal data is:
PHYTOSYSTEM BV
Address: Heuleplaats 5, 8501 Kortrijk (Heule)
Company number: 0774.745.631
3. For what purposes do we process your personal data?
We process your personal data for a number of purposes, each time processing only the personal data necessary to achieve the intended purpose.
Below you will find a summary of the purposes for which we process your personal data on this website. The legal basis on which PhytoSystem relies is indicated for each processing activity and is underlined.
3.1 Contact form
When you fill in and send the contact form on our website (https://www.phytosystem.be/en/contact/), we can collect personal data in order to handle your request adequately and contact you on the legal basis of contractual necessity. We can process the following personal data:
- First name;
- Last name;
- E-mail address;
- Phone number;
- Other personal data that you voluntarily provide via the contact form.
3.2 Members platform
In order to create a personal account on our members platform and to enable its use, we process the personal data listed below on the basis of your freely given, specific, informed and unambiguous consent:
- First name;
- Last name;
- E-mail address;
- Password;
- Professional data;
- Image (optional);
- Other personal data that you voluntarily provide via the member platform.
If you no longer wish your personal data to be processed on the basis of your consent, you have the right to withdraw this consent at any time, free of charge and without giving any reason.
3.3 Maintaining and improving the website (cookie policy)
When you browse our website, certain data is collected via cookies and similar technologies. Cookies are small text files that your computer stores when you use a website. Among other things, they contain information about your browser type, operating system, geographical location and website visits.
We use this data to analyse visitors’ browsing behaviour and to optimise the website. The legal basis for this is the legitimate interest of PhytoSystem in the case of essential cookies or your explicit, prior consent given on your first visit to our website for all other cookies.
The following personal data can be processed:
- IP address;
- Browser type and operating system;
- Time and duration of the website visit;
- Pages visited;
- Referring URL or origin.
If you no longer wish your personal data to be processed on the basis of your consent, you have the right to withdraw this consent at any time, free of charge and without giving any reason.
For non-essential cookies, we can process your personal data on the basis of the need to pursue our legitimate interest. This legitimate interest is to ensure the security and proper functioning of our website. In this case, our interests outweigh your right to privacy. You can request additional information about this legitimate interest at any time.
We use the following types of cookies:
- Essential cookies: These cookies are necessary in order for the website to function properly. For this reason, it is not possible to disable them. They are usually set only in response to actions you take that constitute a request for services, such as setting your privacy preferences, logging in or filling in forms.
- Preference (or “functionality”) cookies: These cookies enable a website to remember choices you have made in the past, such as your language preferences or your password and username, so that you can automatically log in.
- Statistical (or “performance”) cookies: These cookies are used for analytical purposes. They provide an insight into your website usage.
- Marketing cookies: These cookies are placed by third parties and are mainly used for advertising purposes.
You can decide yourself whether or not to accept non-essential cookies (i.e. preference, statistical and marketing cookies).
Our website uses statistical cookies to gain insight into how the site is used and to improve it.
Cookies used:
_ga
Purpose: Used to distinguish users and collect statistics on website usage.
Retention period: 2 years
Third-party access: Yes, Google
_gat
Purpose: Used to limit the number of requests sent to Google Analytics (so-called throttle request rate).
Retention period: 1 minute
Third-party access: Yes, Google
_gid
Purpose: Used to distinguish users for generating statistical data.
Retention period: 24 hours
Third-party access: Yes, Google
4. How long do we keep your data?
PhytoSystem will not retain your personal data longer than is permitted by law and necessary for the purposes set out in this privacy statement.
The following retention policy applies to personal data that we process or is processed on our behalf:
- Contact form: 5 years after the ending of the contact;
- Member platform: up to 30 days after the erasure of your account or withdrawal of your consent;
- Maintaining and improving the website: Retention as set out in the cookie policy.
After the expiry of the retention periods specified above, we will anonymise or permanently erase your personal data.
5. How do we ensure the security of your visit and data?
Both PhytoSystem and the service providers that process personal data on behalf of PhytoSystem take the appropriate and necessary organisational and technical security measures that are needed in order to protect your personal data from unauthorised access, use, loss or disclosure.
This website is secured at 3 levels:
- Regular automatic updates plug any software leaks and improve the security of this site.
- SSL secures your connection to this site so that your data cannot be intercepted by hackers.
- The firewall filters all traffic to this site, preventing malware and hacking. Compare it to the virus scanner on your PC.
6. Is personal data transferred to other countries or to third parties?
PhytoSystem does not share personal data with third parties outside the organisation, unless this is necessary for the carrying out of an agreement, or when we are legally obliged to do so. We ensure that all data processed within PhytoSystem remains strictly confidential and is only used for the purposes described in our privacy statement.
Data is not transferred to countries outside the EEA unless appropriate safeguards are in place to ensure the security and confidentiality of your data.
7. What are your rights with regard to your personal data?
As a visitor and user, you have rights that concern your personal data. It is and remains your data.
Do you want to exercise any of these rights? If so, please send us an e-mail via info@phytosystem.be or via the contact details listed below:
Heuleplaats 5, 8501 Kortrijk (Heule)
Tel.: 0032 (0)57 400 360
We will process your request within 30 days of verifying your identity. Depending on the complexity of the request(s) and the number of requests, this period can be extended by two months if necessary. Furthermore, PhytoSystem reserves the right, if necessary, to charge a reasonable fee to cover the administrative costs involved in handling the request(s).
7.1 Right to information
You have the right to know what personal data we process. On this website and in this privacy statement, we make every effort to make that clear. Do you have any further questions? If so, please feel free to drop us a line.
7.2 Right of access and rectification
You have the right to access all the personal data that we have processed about you. You can have any incorrect or incomplete personal data changed or erased.
7.3 Right to restriction of processing
You have the right to restrict (possibly temporarily) the processing of your personal data under the following conditions:
- During the period we need in order to verify the accuracy of your personal data in the event of a dispute.
- During the period we need in order to assess whether there are grounds for the erasure of your personal data.
- In situations of unlawful data processing, when you request restricting the processing of rather than the erasure of your personal data.
- If we no longer need your personal data for the processing purposes and you need it for a legal claim.
7.4 Right to withdraw consent
You have the right to object at any time to the processing of personal data for which you previously gave your consent.
7.5 Right to oppose automated decision-making
The personal data we collect through this website is not used for automatic decision-making.
7.6 Right to the transfer of personal data
If you wish to transfer your personal data to a different data processor, we are happy to provide it to you in a readable form.
7.7 Right to be forgotten
You have the right to have your personal data erased under these conditions:
- When your personal data is no longer needed for the purposes for which it was originally collected.
- When we have collected your personal data only on the basis of your consent.
- When you object to the processing and there are no compelling grounds for the processing.
- When your personal data has been unlawfully processed.
- When your personal data must be erased to comply with a legal obligation.
7.8 Right to submit a complaint
Do you believe we have processed your personal data unlawfully? Then you have the right to file a complaint with the Belgian Data Protection Authority (DPA) via contact@apd-gba.be or via the contact details below:
Drukpersstraat/Rue de la Presse 35, 1000 Brussels
Tel: +32 (0)2 274 48 00
8. Changes to this privacy statement
It is possible that this privacy statement may be updated in the future. However, on this page you will always find the most recent version. If the new privacy statement affects how we process data already collected about you, we will inform you by e-mail.
This privacy statement was last amended on 4 September 2025.
