Last updated: 2025-06-17
1. Introduction
Sigasi nv (“Sigasi”, “we”, “us”, or “our”), with registered offices at Kerkstraat 108, 9050 Gentbrugge, Belgium, and company number BE0895 543 788, is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, share, and protect your personal data when you visit our website (https://www.sigasi.com ) (the “Website”), interact with us, or use our services.
This policy has been updated to include information regarding our use of Zoho Marketing Automation and Matomo analytics.
We are the data controller for the personal data we process, unless otherwise stated.
2. Data Protection Officer (DPO)
While Sigasi nv may not be formally required to appoint a Data Protection Officer under Article 37 of the GDPR, we take data protection very seriously. For any questions regarding this Privacy Policy or how we handle your personal data, please contact us at:
Email: dpo@sigasi.com
Postal Address: Kerkstraat 108, 9050 Gentbrugge, Belgium, Attn: DPO
3. What Personal Data We Collect
We may collect and process the following categories of personal data:
Identity and Contact Data: This includes your name, email address, phone number, job title, company name, country, and any other information you provide when you fill out forms on our Website (e.g., for demo requests, contact inquiries, newsletter subscriptions, event registrations, or support).
Technical Data: This includes your Internet Protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our Website.
Usage Data: This includes information about how you use our Website, products, and services, such as pages visited, time spent on pages, links clicked, and navigation paths.
Marketing and Communications Data: This includes your preferences in receiving marketing from us and our third parties and your communication preferences. It also includes data about your interaction with our email communications sent via Zoho Marketing Automation, such as email opens, link clicks, and topics of interest inferred from your interactions.
Cookie Data: We use cookies and similar tracking technologies. For detailed information on the cookies we use, their purposes, and how you can manage them, please see our Cookie Policy.
Specifics on Data Collected via Third-Party Tools:
Zoho Marketing Automation: When you interact with our marketing communications or forms connected to Zoho Marketing Automation, we may collect your contact details, company information, IP address, and data about your engagement with our content (e.g., website pages visited after clicking a marketing email, form submissions).
Matomo Analytics: Our instance of Matomo is configured to respect user privacy. We collect anonymized or pseudonymized data for aggregated statistical analysis of website usage. This typically includes a partially anonymized IP address (e.g., by removing the last octets), pages visited, time of visit, duration of visit, screen resolution, files clicked and downloaded, links to an outside domain clicked, page generation time, country, region, city (derived from anonymized IP), main language of the browser, and user agent of the browser. We do not use this Matomo data to create user profiles for individuals or for purposes other than understanding website traffic and improving our Website. As configured, these cookies are treated as essential for our first-party analytics and understanding of website performance.
4. How We Use Your Personal Data (Purposes of Processing)
We use your personal data for the following purposes:
To Provide and Manage Our Services: To deliver our software, provide customer support, and fulfill our contractual obligations.
To Improve Our Website and Services: To understand how our Website is used, to improve its functionality, user experience, and content, and to develop new features and services. This includes using aggregated data from Matomo analytics.
To Respond to Your Inquiries: To address your questions, demo requests, support needs, or other communications.
For Marketing and Communications (with your consent where required):
To send you newsletters, product updates, event invitations, and other marketing materials that we believe may be of interest to you, primarily via Zoho Marketing Automation.
To personalize our marketing communications based on your interactions and expressed interests.
To manage and track the effectiveness of our marketing campaigns.
You can opt-out of receiving marketing communications at any time by using the “unsubscribe” link in our emails or by contacting us.
For Security and Operational Purposes: To maintain the security of our Website, prevent fraud, and ensure business continuity.
To Comply with Legal Obligations: To meet our legal, regulatory, and compliance requirements.
5. Legal Basis for Processing Your Personal Data
We process your personal data based on the following legal grounds under the GDPR:
Consent: Where you have given us explicit consent to process your personal data for a specific purpose, such as subscribing to our marketing emails via Zoho Marketing Automation or for the use of certain non-essential cookies (as detailed in our Cookie Policy). You have the right to withdraw your consent at any time.
Contractual Necessity: Where processing is necessary for the performance of a contract to which you are a party (e.g., to provide you with our software or services you have requested) or to take steps at your request before entering into such a contract.
Legitimate Interests: Where processing is necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests. Our legitimate interests include:
Operating and improving our Website and services.
Conducting first-party website analytics using our privacy-configured Matomo instance to understand user engagement and improve our offerings.
Protecting the security of our systems and data.
Sending relevant marketing communications to existing business contacts about similar products or services, subject to applicable laws and your right to object.
Responding to your inquiries and providing support.
Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject.
6. Data Sharing and Third Parties (Data Processors)
We do not sell your personal data. We may share your personal data with trusted third-party service providers (data processors) who perform services on our behalf, under our instruction, and in compliance with appropriate data protection agreements. These include:
Zoho Corporation Pvt. Ltd.: We use Zoho Marketing Automation for managing our marketing communications, lead management, and tracking engagement with our marketing content. Personal data such as your contact details, company information, IP address, and interaction data may be processed by Zoho on our behalf.
Hosting and Infrastructure Providers: For hosting our Website and backend systems.
Analytics Providers: Our Matomo analytics instance is self-hosted by Sigasi. Data collected is for our internal analytics purposes.
Payment Processors: If you make payments for our services.
Professional Advisors: Including lawyers, auditors, and insurers, where necessary.
We will only share the minimum amount of personal data necessary for these third parties to perform their designated functions. We ensure that any third-party processing your personal data is contractually bound to protect it and use it only for the purposes for which it was disclosed.
We may also disclose your personal data if required by law, legal process, or governmental request, or to protect our rights, property, or safety, or that of our users or others.
7. International Data Transfers
Some of our third-party service providers may be located outside the European Economic Area (EEA).
- Zoho Corporation: Zoho’s services may involve the transfer of your personal data to countries outside the EEA (e.g., India, United States). We rely on appropriate safeguards for such transfers, such as Standard Contractual Clauses (SCCs) approved by the European Commission, and Zoho’s commitment to data protection standards, to ensure your data is adequately protected. You can find more information on Zoho’s data processing and transfer mechanisms in their privacy policy and Data Processing Addendum.
Where personal data is transferred outside the EEA, we take steps to ensure that your data receives an equivalent level of protection as it would within the EEA, through mechanisms such as SCCs, adequacy decisions, or other legally recognized transfer mechanisms.
8. Data Retention
We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means, as well as applicable legal requirements.
Marketing Data (Zoho MA): Data processed for marketing purposes will be retained as long as you remain an active subscriber or contact, or for a defined period (e.g., 24-36 months) following your last interaction with us, unless you opt-out sooner.
Analytics Data (Matomo): Aggregated and anonymized analytics data may be kept for longer periods for statistical analysis. Raw data logs from Matomo (if any are kept beyond immediate processing for aggregation) are retained for a maximum of 12 months.
Contact and Service Data: Data related to your inquiries or use of our services will be kept for the duration of our business relationship and for a period thereafter as required by law or for legitimate business purposes (e.g., to address disputes).
9. Your Data Protection Rights
Under the General Data Protection Regulation (GDPR) and other applicable data protection laws, you have the following rights regarding your personal data:
Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request correction of inaccurate or incomplete personal data.
Right to Erasure (“Right to be Forgotten”): You can request deletion of your personal data under certain conditions (e.g., if it’s no longer necessary for the purposes collected, or if you withdraw consent).
Right to Restrict Processing: You can request that we limit the processing of your personal data under certain circumstances.
Right to Data Portability: You can request to receive your personal data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible, for data processed based on consent or contract.
Right to Object: You can object to the processing of your personal data where we are relying on legitimate interests as our legal basis, or for direct marketing purposes.
Right to Withdraw Consent: Where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work, or place of the alleged infringement. The Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussel, is the lead supervisory authority for Sigasi.
To exercise any of these rights, please contact us using the details provided in Section 2 or Section 15 of this policy. We may need to request specific information from you to help us confirm your identity.
10. Data Security
We have implemented appropriate technical and organizational security measures to protect your personal data from accidental loss, unauthorized access, use, alteration, or disclosure. These measures include encryption, access controls, secure servers, staff training, and regular security assessments.
However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.
11. Cookies and Tracking Technologies
We use cookies and similar tracking technologies on our Website. For detailed information on the cookies we use, their purposes, how we use them (including for Zoho Marketing Automation and Matomo analytics), and how you can manage your cookie preferences, please see our dedicated Cookie Policy.
12. Children’s Privacy
Our Website and services are not directed at children under the age of 16 (or a lower age if stipulated by applicable local law), and we do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete such information as soon as possible.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will revise the “Last Updated” date at the top of this policy.
If we make significant changes, we will provide a more prominent notice, such as by posting a notification on our Website or, where appropriate, by directly informing you. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data.
14. Objection or Complaints
You have the right to object to the processing of your personal data that is necessary for our legitimate interests, provided there are reasons relating to your particular situation or for marketing purposes. This right of objection does not apply when the processing of your personal data is necessary for the performance of the agreement.
If you have a complaint about the processing of your personal data, you can always contact us. You may also file a complaint with the national supervisory authority. You can do so using the following contact details:
Commission for the Protection of Privacy
Drukpersstraat 35, 1000 Brussels
+32 (0)2 274 48 00
+32 (0)2 274 48 35
commission@privacycommission.be
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us at:
Sigasi nv
Attn: DPO
Kerkstraat 108
9050 Gentbrugge, Belgium
Email: dpo@sigasi.com
Website: https://www.sigasi.com/contact/