Privacy Policy

Who We Are

Proxem is a digital architecture agency operated by Proxem, registered in Belgium under enterprise number 0834.415.675, VAT BE 0834.415.675, with registered address at Luxemburgstraat 20, 9140 Temse, Belgium. When this policy refers to "Proxem", "we", or "us", it means Proxem.

What Data We Collect

We collect personal data only when you voluntarily provide it through our contact form. This includes:

• Your name
• Email address
• Company or organisation name
• Job title
• Phone number (if provided)
• The project type(s) you select
• How you heard about us (referral source)
• Project description and any additional context you share

How We Use Your Data

We use the information you provide to respond to your enquiry, assess whether your project is a good fit for our services, and communicate with you about potential engagements. We do not use your data for marketing purposes unless you explicitly opt in.

Legal Basis for Processing

We process your personal data on the basis of legitimate interest (GDPR Article 6(1)(f)). When you submit an enquiry through our contact form, you have a reasonable expectation that we will use your information to respond. Our legitimate interest is to assess project fit and communicate with prospective clients.

We process anonymised, aggregated usage data via cookieless analytics on the basis of our legitimate interest (Article 6(1)(f) GDPR) in understanding and improving Site performance.

Third-Party Services

We use a limited number of third-party services to operate this website:

• Vercel Inc. (hosting, content delivery, and website analytics): processes technical data and server logs to serve and secure the Site. Vercel is a US company; where personal data is transferred outside the European Economic Area, we rely on the European Commission's Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework (see International Transfers below).
• Vercel Web Analytics and Speed Insights: privacy-friendly, cookieless performance analytics used to monitor site health. They set no cookies and collect no personally identifiable information.
• Proxem internal lead portal (PCC): when you submit the contact form, the details are transmitted over a secured, authenticated connection to Proxem's own internal lead-management system so our team can respond and manage your enquiry.
• Supabase (Supabase Inc.): the EU-hosted PostgreSQL datastore (Frankfurt, eu-central-1) behind the PCC lead portal, and the system of record where your submitted contact-form data is stored.
• Resend, Inc. (US): the transactional email provider that delivers the lead-notification email to our team. It processes the personal data you submit (name, email, company, phone, role, and notes) to compose and send that email.

International Transfers

Where personal data is transferred outside the European Economic Area, we rely on appropriate safeguards recognised under the GDPR, principally the European Commission's Standard Contractual Clauses. Our providers are handled as follows:

• Vercel Inc. (US): our hosting and cookieless analytics provider processes data in the United States, safeguarded by Standard Contractual Clauses and its active certification under the EU-US Data Privacy Framework.
• Resend, Inc. (US): the content of the lead-notification email is processed on US infrastructure, which is a genuine transfer to the United States, safeguarded by Standard Contractual Clauses.
• Supabase: your submitted lead data is stored in the European Union (Frankfurt, eu-central-1), so this is not a transfer of the stored data to the United States. Supabase Inc. is US-incorporated and may have administrative or support access to the EU-resident data under Standard Contractual Clauses.

You can request more information using the contact details above.

Cookies

This website uses only privacy-friendly, cookieless analytics (Vercel Web Analytics and Speed Insights). It sets no tracking or advertising cookies, and it uses no Google Analytics and no Google Tag Manager. Because no non-essential cookies are set, no cookie-consent banner is required. Any strictly necessary cookies used to operate the Site are exempt from the consent requirement under the ePrivacy rules (as transposed into Belgian law).

Data Retention

Enquiry data submitted through our contact form is retained for a maximum of two years from the date of submission. After this period, your data is permanently deleted unless an active client relationship exists, in which case retention is governed by our contractual obligations.

Your Rights

Under the General Data Protection Regulation, you have the right to:

• Access the personal data we hold about you
• Request rectification of inaccurate data
• Request erasure of your data
• Request restriction of processing (GDPR Article 18)
• Request data portability
• Object to processing based on legitimate interest
• Withdraw consent at any time (where consent is the legal basis)

To exercise any of these rights, contact us at GDPR@proxem.be. We will respond within 30 days.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit) at www.gegevensbeschermingsautoriteit.be.

Contact

For any questions regarding this privacy policy or your personal data, please contact us at GDPR@proxem.be.

Updates to This Policy

This privacy policy may be updated from time to time to reflect changes in our practices or legal requirements. The last modified date is shown at the top of this page. We encourage you to review this policy periodically.