1) Who we are
HTI Software & Consultancy is a technology company providing automation, software development, and energy solutions. Our registered office is in Antwerp, Belgium. For the purposes of the GDPR, HTI acts as the data controller when we determine the purposes and means of processing personal data described in this notice.
2) Scope
This policy applies to:
- Visitors to our websites and online services;
- Prospective and existing clients, suppliers and business partners;
- Job applicants and candidates;
- Users of software or platforms we host as a service where we act as controller. When we process data on behalf of a client in our capacity as a processor, the client’s privacy policy or data processing agreement will apply.
If you are an HTI client, our Data Processing Agreement (DPA) forms part of your contract and governs processor activities. Contact us to obtain a copy.
3) Personal data we collect
Data you provide to us
- Contact details (name, business email, phone, company, role).
- Account details for portals we operate (username, credentials metadata).
- Communications (inquiries, support requests, meeting notes).
- Commercial data (contracts, purchase orders, billing information).
- Recruitment data (CV, cover letter, references, eligibility to work).
Data we collect automatically
- Usage data and diagnostics from our websites and hosted apps (IP address, device/ browser type, pages viewed, timestamps).
- Cookie and similar technology data (see Cookies).
- Security logs (access logs, event logs, fraud and abuse indicators).
Sensitive data
We do not intentionally collect special categories of personal data (e.g., health data) unless required by law or you choose to provide it (e.g., accommodations in recruitment). Please avoid sharing unnecessary sensitive data.
4) Purposes and legal bases
We process personal data under the GDPR on the following bases:
| Purpose | Examples | Legal basis (GDPR Art. 6) |
|---|---|---|
| Deliver and improve our services | Project setup, configuration, maintenance, product updates | Performance of a contract; legitimate interests |
| Business development & communications | Responding to inquiries, sending proposals, scheduling demos | Legitimate interests; pre-contractual steps |
| Marketing | Newsletters, event invitations (with opt-out) | Consent where required; legitimate interests for B2B |
| Security & fraud prevention | Monitoring access, incident response, audit trails | Legitimate interests; legal obligation |
| Legal & compliance | Tax and accounting, regulatory requests | Legal obligation |
| Recruitment | Evaluating candidates, scheduling interviews | Legitimate interests; consent where applicable |
5) Cookies & analytics
We use essential cookies to operate our websites and may use optional analytics or preference cookies to understand usage and improve the experience. Where required, we will obtain your consent via a cookie banner and provide granular controls.
Cookie categories
- Strictly necessary — required for core functionality (security, session management).
- Analytics — help us understand visits and performance (aggregated metrics).
- Preferences — remember your choices (language, layout).
You can change your cookie choices anytime via the site’s “Cookie Settings”. You can also manage cookies in your browser preferences.
6) How we share data
- Service providers (processors) who support hosting, security, analytics, communications, and payments. They are bound by contracts to protect your data and act only on our instructions.
- Business partners and subcontractors involved in delivering a project, under confidentiality obligations.
- Corporate transactions such as a merger, acquisition, or asset sale, where data may transfer as part of the transaction.
- Legal disclosures to comply with laws or protect rights, safety, and property.
7) International transfers
Your data may be processed outside the European Economic Area (EEA). Where this occurs, we rely on appropriate safeguards such as adequacy decisions or Standard Contractual Clauses (SCCs), and we implement supplementary measures where necessary.
8) Data retention
We retain personal data only as long as needed for the purposes described, including to meet legal, accounting, or reporting requirements. Typical retention periods include:
- Client and project files: up to 7–10 years after contract end (legal requirements may apply).
- Prospect communications: up to 24 months from last interaction.
- Recruitment data: up to 12 months after the process unless you consent to a longer talent pool period.
- Security logs: typically 6–24 months depending on system criticality.
9) Security
We apply administrative, technical, and physical safeguards aligned with industry practices, including access controls, encryption in transit, vulnerability management, and regular backups. No method of transmission or storage is completely secure; we continually improve our protections.
10) Your rights
Under the GDPR, you have the right to request: (i) access to your personal data, (ii) rectification, (iii) erasure, (iv) restriction of processing, (v) data portability, and (vi) to object to processing, including direct marketing. Where processing is based on consent, you can withdraw consent at any time.
To exercise your rights, contact us at info@htisoftware.com. We will respond within the statutory timeframes. You also have the right to lodge a complaint with your local data protection authority. In Belgium, this is the Data Protection Authority.
11) Children’s data
Our services are intended for professionals and businesses. We do not knowingly collect personal data from children under 16.
12) Third-party links
Our websites may include links to third-party sites or services. We are not responsible for their privacy practices. We encourage you to review their policies.
13) Changes to this policy
We may update this policy to reflect changes in our practices or legal requirements. When we make material changes, we will post a notice on our website and update the effective date above.
14) Contact us
If you have questions about this policy or our data practices, please contact:
- HTI Software & Consultancy
- Antwerp, Belgium
- Email: info@htisoftware.com
Hint: Replace the emails above with your official domain emails. You can also add your postal address and company registration number here.