Privacy & Cookies Policy

Last updated: 19/12/2025

1. Introduction

SPIRA is committed to protecting and respecting your privacy. This policy explains what personal data we collect, why we process it, how long we retain it, with whom we share it, and what rights you have.

2. Data controller

SPIRA SA
Leuvensesteenweg 84–94, 1800 Vilvoorde, Belgium
Tel.: +32 (0)2 257 88 30 – Email: info@spira.be
VAT / Company number (BCE/KBO): BE 0422.243.374

Data Protection Officer (DPO): Marcel Vlaminck

3. Personal data we collect

Identification and contact details: name, surname, company (if applicable), email, phone number.
Request-related data: information provided via our forms (e.g., information request, quote request) and attachments.
Business relationship data: email exchanges, file details, quotations, orders, follow-up and after-sales service.
Technical data: IP address (in some cases), browser type, technical logs, cookies (see section 10).

Mandatory fields in our forms are required to process your request. Non-mandatory information is provided at your discretion.

4. Purposes and legal bases

We process your data for the following purposes:

Responding to your requests (forms, emails, calls): pre-contractual steps / legitimate interests.
Managing and performing a contract (quotes, orders, manufacturing, delivery, installation, after-sales): contract performance.
Administrative management and legal obligations (accounting, warranties, compliance): legal obligation.
Service communications (file follow-up): legitimate interests.
Marketing communications (SPIRA news / events / newsletters): consent where required. You can unsubscribe at any time by contacting info@spira.be.

We do not make decisions based solely on automated processing that produce legal effects concerning you (including profiling).

5. Recipients and processors

Your data may be accessed only by authorised staff within SPIRA and, where necessary, by service providers (hosting, maintenance, email, management tools, IT) acting as processors. They only access data required to perform their tasks and are bound by confidentiality obligations.

We may also disclose data:

To affiliated entities (if applicable) when necessary to handle your request or file.
To public authorities when legally required or to protect our rights.

6. Transfers outside the EEA

We generally process data within the EEA. If a transfer outside the EEA occurs via a service provider, SPIRA will implement appropriate safeguards (e.g., standard contractual clauses) to protect your rights.

7. Retention periods

We retain personal data only as long as necessary for the purposes described above and then archive or delete it. Indicatively:

Form requests / prospects: 12–24 months after the last contact.
Customer files: duration of the relationship + applicable legal retention periods (e.g., accounting, warranties).
Marketing: until consent is withdrawn / you unsubscribe.
Technical logs / security: proportionate to security and maintenance needs.

8. Security

SPIRA implements appropriate technical and organisational measures (access control, IT security, internal procedures). However, no internet transmission is fully secure; any data transmission is at your own risk.

9. Your rights

You have, in particular, the following rights:

Access and obtain a copy.
Rectification of inaccurate data.
Erasure within legal limits.
Restriction of processing in certain cases.
Objection to processing based on legitimate interests.
Data portability (where applicable).
Withdrawal of consent at any time (where processing is based on consent).

To exercise your rights: info@spira.be. We may request proof of identity where necessary.

10. Cookies

Cookies are small files stored on your device when you visit a website. They can be required for operation, storing preferences, or measuring usage.

10.1. Types of cookies

Strictly necessary: essential for website operation (e.g., security, session, language choice).
Preferences: store your settings.
Analytics: help us improve the website.
Marketing: more relevant content/ads (if applicable).
Third-party content: embedded videos/maps/social media (if applicable).

10.2. Consent and management

Non-essential cookies are set only after your consent via the cookie banner. You can change your preferences at any time via [link/button “Manage cookies”].

11. Changes to this policy

We may update this policy. Material changes will be published on this page with an updated date.

12. Complaint

You may lodge a complaint with the Belgian Data Protection Authority (DPA/APD):
Rue de la Presse 35, 1000 Brussels – contact@apd-gba.be – +32 (0)2 274 48 00

13. Contact

Privacy questions: info@spira.be
Address: Leuvensesteenweg 84–94, 1800 Vilvoorde, Belgium