This Privacy Policy applies to all personal data processed by RoboCorpus through this website (robocorpus.be) and any associated contact or booking forms. It is issued in accordance with:
- Regulation (EU) 2016/679 (General Data Protection Regulation, GDPR), applicable from 25 May 2018; and
- Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data (Wet van 30 juli 2018 / Loi du 30 juillet 2018), transposing the GDPR into Belgian national law.
We only collect what we need, we keep it only as long as necessary, and we never sell it.
Who We Are (Data Controller)
RoboCorpus is the data controller within the meaning of Art. 4(7) GDPR. This means we determine the purposes and means of processing your personal data.
VAT BE 1042.126.626
Data Protection Officer (DPO): As a small enterprise that does not process personal data on a large scale and does not process special categories of data as a core activity, RoboCorpus is not legally required to appoint a DPO under Art. 37 GDPR. Privacy-related queries can be directed to the address above.
Personal Data We Collect
We collect personal data in the following ways:
A. Data you provide directly
- Contact form: First and last name, company name, business email address, phone number, and the content of your message (including the type of robot enquiry).
- Demo booking: First and last name, company name, email, phone number, preferred date/time, and any notes about your automation needs.
- Email correspondence: Any data you voluntarily include when emailing us directly at info@robocorpus.be.
- Additional form fields: job title, VAT number, municipality, sector and floor area (partly optional), and whether you want to receive the newsletter.
- ROI calculator: the details you enter to receive a report, together with the calculated results.
- Partner application and newsletter: the details you enter in those forms.
- Support portal (support.robocorpus.be): your email address, a one-time login code, the content of your tickets and any files you attach.
B. Data collected automatically
- Server logs & technical data: IP address, browser type and version, operating system, referring URL, pages visited, date and time of access. This data is collected by our hosting provider to ensure security and uptime.
- Cookies: See Section 7 and our Cookie Policy for full details.
- How you found us: how you arrived on the site (source, campaign, referring page and first page). This stays in your browser temporarily and is only sent along when you submit a form yourself.
C. Special categories of data
We do not intentionally collect or process special categories of personal data (Art. 9 GDPR). Please do not include such information in your messages to us.
D. Data about children
This website is directed at business professionals. We do not knowingly collect personal data from individuals under the age of 16. If you believe we have inadvertently collected such data, please contact us immediately at privacy@robocorpus.be.
E. Data from public sources
When you submit a form with a business email address, we complete the company record with public data. Using the domain of your email address, we look at your company’s website (trade name, company number, phone number, social channels and logo), and with the company number the public register data via jaarrekening.be (address, legal form and activity). This is company data, not a personal profile. Legal basis: our legitimate interest in preparing your request properly (Art. 6(1)(f) GDPR). You can object by emailing privacy@robocorpus.be.
Purposes & Legal Basis
We process your personal data only for specified, explicit, and legitimate purposes (Art. 5(1)(b) GDPR). The table below sets out each processing activity, the data involved, and the applicable legal basis under Art. 6 GDPR.
| Purpose | Data used | Legal basis (Art. 6 GDPR) |
|---|---|---|
| Handling your contact form enquiry and providing a response or quote | Name, company, email, phone, message | Art. 6(1)(b), pre-contractual steps at your request |
| Processing a demo booking and confirming your appointment | Name, company, email, phone, preferred date | Art. 6(1)(b), performance of / pre-contractual steps |
| Managing an ongoing commercial relationship (CRM, invoicing, support) | Customer contact and contract data | Art. 6(1)(b), performance of contract |
| Compliance with accounting and tax obligations (Belgian law) | Invoice and transaction data | Art. 6(1)(c), legal obligation (Wetboek van economisch recht / W.Venn.) |
| Website security monitoring and abuse prevention | IP address, server logs, access patterns | Art. 6(1)(f), legitimate interest: protecting our systems and visitors |
| Processing form data on our own servers and delivering it to our mailbox | Contact & booking form data | Art. 6(1)(f), legitimate interest: efficient business communication |
| Sending direct marketing or follow-up communications (if opted in) | Email address, company, expressed interest | Art. 6(1)(a), consent (you may withdraw at any time; see Section 9) |
| Preparing your request with public company data | Domain of your email address, trade name, company number, address, social channels, logo | Art. 6(1)(f), legitimate interest: preparing a request properly |
| Knowing through which channel a request came in | Source, campaign, referring page, first page | Art. 6(1)(f), legitimate interest: knowing which channels work |
| Support portal and ticket follow-up | Email address, login code, tickets, attachments | Art. 6(1)(b), performance of contract |
| Screening emails for phishing and spam and drafting texts with AI assistance | Content of emails and records | Art. 6(1)(f), legitimate interest: secure and efficient operations |
Legitimate interests assessment: Where we rely on Art. 6(1)(f), we have balanced our interests against your rights and freedoms. You may object to processing based on legitimate interests at any time, see Section 9.
Providing your data: Providing personal data through our contact or booking forms is voluntary, but necessary to fulfil your request. If you do not provide the required fields, we will be unable to respond to your enquiry or confirm your booking. There is no statutory obligation to provide data.
Automated decision-making & profiling: We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects (Art. 22 GDPR).
Recipients & Data Processors
We never sell, rent, or trade your personal data. We share data only as set out below.
A. Data Processors (acting on our instructions)
- Website hosting provider, Our hosting provider processes server log data (including IP addresses) to ensure site availability and security. A data processing agreement is in place.
- Hosting, database and email provider in Belgium, stores the website, form data, our customer records and our mailboxes.
- Anthropic PBC (AI assistance), in our internal platform, Anthropic’s AI screens incoming emails for phishing and spam and helps draft texts. The content of a message or record may be passed on for this. Anthropic does not use this data to train its models.
- jaarrekening.be, receives your company number when we request public register data.
B. Other recipients
- Competent authorities: We may be required to disclose personal data to Belgian or EU authorities (e.g. tax authorities, law enforcement) where we are under a legal obligation to do so.
- Professional advisers: Accountants, lawyers, and auditors who are bound by professional secrecy obligations.
- Business transfers: In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring party, subject to equivalent data protection commitments.
- YouTube (Google): only if you click a video yourself. Nothing is sent to YouTube before that click.
We do not disclose your data to our robot brand partner Gausium unless you have specifically requested a direct follow-up from them and have consented to such sharing.
International Transfers
We aim to keep your data within the European Economic Area (EEA). However, some of our service providers may process data outside the EEA:
- Google Ireland Ltd. / Google LLC (United States): We use Google Analytics to measure how this website is used. This may involve transfers to servers in the United States. Such transfers rely on the EU–US Data Privacy Framework (adequacy decision of 10 July 2023, Commission Implementing Decision (EU) 2023/1795), for which Google is certified, and on Standard Contractual Clauses. See Google’s Privacy Policy.
- Anthropic PBC (United States): for the AI assistance in our internal platform (see Section 4). This transfer relies on Standard Contractual Clauses.
Where we rely on SCCs, you may request a copy by contacting us at privacy@robocorpus.be.
Retention Periods
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law (Art. 5(1)(e) GDPR, storage limitation principle).
| Category | Retention period | Basis |
|---|---|---|
| Contact form enquiries (no contract concluded) | 2 years from the date of last contact | Legitimate interest in follow-up |
| Demo booking records (no contract concluded) | 2 years from the booking date | Legitimate interest |
| Customer contact & contract data (contract concluded) | Duration of contract + 10 years | Legal obligation (Belgian accounting law; Art. III.86 WER) |
| Invoices and accounting records | 7 years from financial year end | Legal obligation (Art. 315 WIB 1992 / Belgian tax law) |
| Server log files (IP addresses, access logs) | 12 months | Legitimate interest: security & abuse prevention |
| Email correspondence | 5 years from last communication | Legitimate interest & prescription period (Art. 2262bis BW) |
| Cookie data | See Cookie Policy | — |
| Newsletter subscription | Until you unsubscribe | Consent |
At the end of the applicable retention period, data is securely deleted or anonymised.
Cookies & Tracking Technologies
This website uses cookies and similar technologies. Under Art. 129 of the Belgian Electronic Communications Act, we are required to obtain your prior, informed, and freely given consent before placing any non-essential cookies on your device.
Strictly necessary cookies (no consent required):
- Session and security cookies required for the website to function correctly. These cannot be disabled without breaking core site functionality.
Non-essential cookies (consent required before placement):
- Analytics cookies: Used to understand aggregate usage patterns. Only placed after your consent.
- Marketing/advertising cookies: Currently not in use on this website.
You may withdraw consent for non-essential cookies at any time via Cookie settings (at the bottom of every page), by adjusting your browser settings or by contacting us.
For a complete list of cookies, their names, purposes, and lifetimes, please consult our Cookie Policy.
Security Measures
We take the protection of your personal data seriously and have implemented appropriate technical and organisational measures to safeguard your data against loss, misuse, unauthorised access, disclosure, alteration, or destruction (Art. 32 GDPR).
Technical measures
- SSL/TLS encryption: All communication between your browser and our website is encrypted via HTTPS.
- Access control: Access to personal data is restricted to staff who require it for their role, protected by strong passwords.
- Secure form processing: Form data is transmitted over encrypted channels and processed directly on our own servers, without an intermediary.
Organisational measures
- Staff with access to personal data are bound by a confidentiality obligation.
- Service providers are contracted via data processing agreements prescribing appropriate security standards.
No absolute guarantee: While we take all reasonable steps to protect your data, no method of internet transmission or electronic storage can be guaranteed 100% secure. If you suspect a breach, please contact us immediately at privacy@robocorpus.be.
Data breach notification: In the event of a breach posing a risk to your rights and freedoms, we will notify the GBA/APD within 72 hours (Art. 33 GDPR) and inform you personally if the risk is high (Art. 34 GDPR).
Your Data Protection Rights
As a data subject in the EU/EEA, you have the following rights under the GDPR. These rights are not absolute; they may be subject to specific conditions and limitations.
How to exercise your rights: Submit your request in writing to privacy@robocorpus.be, clearly identifying yourself. We will respond within one month of receipt.
We may ask you to provide proof of identity to protect against unauthorised requests.
Right to Lodge a Complaint
If you believe that we are processing your personal data in violation of the GDPR or applicable Belgian data protection law, you have the right to lodge a complaint with the competent supervisory authority (Art. 77 GDPR). The Belgian supervisory authority is:
We would appreciate the opportunity to address your concerns directly before you contact the GBA/APD. Please reach out to us first at privacy@robocorpus.be.
Changes to This Policy
We may update this Privacy Policy from time to time. The most recent version is always published at robocorpus.be/privacy.html. For material changes, we will notify you by email or by placing a prominent notice on this website.
Contact Us
For any questions about this Privacy Policy, to exercise your rights, or to withdraw consent, please contact us:
You may also use the contact form on our website.
This Privacy Policy was last reviewed and updated on 13 May 2026. Governing law: GDPR (EU) 2016/679 and Belgian Act of 30 July 2018. Any disputes arising from this policy are subject to Belgian law and the jurisdiction of the Belgian courts.