Version 1.0 dated 22 September 2026
Scope
This policy explains how GVISION SRL / BV processes the personal data of visitors to security.gvision.be, people requesting information, a quotation or a site visit, prospects, customers and people communicating with GVISION by email, telephone, booking, form or chat.
It does not replace the contractual terms that apply when GVISION processes CCTV footage, access logs or other security-system data on behalf of a customer. Such processing must be separately governed with the customer.
Controller
GVISION SRL / BV
Doornveld 114, 1731 Asse, Belgium
Company number: 0803.743.087
General email: security@gvision.be
Telephone: +32 2 315 96 60
Privacy contact: Ahmed Caliskan, privacy@gvision.be.
Data we process
Depending on your interaction with GVISION, we may process:
- your first name, surname, role, company and contact details;
- your language and communication preferences;
- the building type, project location, services requested, preferred timing and description of your requirements;
- availability supplied for a visit or meeting;
- the content of emails, forms, chat conversations and documents you send;
- information required for a quotation, contractual relationship, invoicing and support;
- technical information such as IP address, browser, device type, pages viewed, navigation events and security logs;
- your consent, subscription and objection choices;
- campaign and audience information when you have accepted the relevant tools.
Our public forms are not intended for passwords, alarm codes, access codes, detailed security plans or sensitive images. Do not submit this information until a secure channel has been agreed with GVISION.
Sources of data
We mainly obtain data directly from you. We may also receive professional contact details from a customer organisation, a partner introducing you to us, publicly available professional sources or our providers when you use their tools on the website.
Where data was not obtained directly from you, we provide the information required by the GDPR no later than our first communication, unless a legal exception applies.
Purposes and legal bases
| Purpose | Main legal basis |
|---|---|
| Respond to a contact, quotation, assessment or visit request | Pre-contractual steps requested by the individual and legitimate interests for business contacts |
| Arrange a meeting and send related reminders | Pre-contractual steps or performance of a contract |
| Manage prospects in Zoho CRM and provide requested commercial follow-up | Pre-contractual steps and legitimate interests in customer management |
| Prepare and perform a quotation, contract, installation or intervention | Performance of a contract |
| Invoice and meet accounting, tax and regulatory requirements | Legal obligation |
| Reply through Microsoft 365 and retain relevant correspondence | Pre-contractual steps, contract or legitimate interests depending on the context |
| Provide chat on request through Zoho SalesIQ | Consent to load the module, followed by pre-contractual steps or legitimate interests for a conversation initiated by the visitor |
| Secure the website and forms, prevent abuse and investigate incidents | Legitimate security interests and, where applicable, legal obligations |
| Measure traffic using Google Analytics 4 | Consent |
| Analyse website use with Microsoft Clarity, if enabled | Consent |
| Display embedded Google Maps, Zoho Forms or Zoho Bookings | Consent or an explicit action requesting the external service, depending on implementation |
| Send the newsletter using Zoho Campaigns | Consent, which can be withdrawn at any time |
| Measure or personalise campaigns using Meta Pixel or LinkedIn Insight Tag, if enabled | Advertising consent |
| Establish or defend legal claims, handle complaints and retain evidence | Legitimate interests and legal obligations |
When we rely on legitimate interests, we balance those interests against your rights and reasonable expectations. You may request information about this assessment at privacy@gvision.be.
Required data
Fields marked as required are necessary to process the request. If you do not complete them, we may be unable to respond, prepare a quotation or arrange a visit. Newsletter subscriptions and non-essential cookies remain optional.
Recipients
To the extent necessary for their role, data may be accessible to:
- authorised GVISION staff;
- Hetzner Online GmbH for hosting;
- Zoho Corporation B.V. and relevant Zoho entities for Forms, CRM, Bookings, SalesIQ and Campaigns;
- Microsoft Ireland Operations Limited for Microsoft 365 and Exchange Online;
- Google Ireland Limited for Google Analytics, Google Tag Manager and Google Maps;
- Microsoft for Clarity if the service is enabled;
- Meta Platforms Ireland Limited and LinkedIn Ireland Unlimited Company if advertising tags are enabled;
- advisers, insurers, authorities, courts or technical providers where required by law or to defend our rights;
- project subcontractors, only within the contractual framework and subject to appropriate safeguards.
We do not sell personal data.
Locations and international transfers
The website is hosted in Germany. GVISION’s Zoho tenant uses the European region and Zoho’s main services are hosted in European data centres. Some providers may nevertheless allow support access or process some data from a country outside the European Economic Area.
Where required by the GDPR, transfers rely on an adequacy decision, the European Commission’s standard contractual clauses and additional measures where appropriate. You may request information about the safeguards at privacy@gvision.be.
Retention periods
We use the following periods unless a legal obligation, dispute or evidential requirement justifies a different period:
- request without a contract, appointment or chat: 24 months after the last relevant exchange;
- prospect data used for commercial follow-up: 24 months and no more than 3 years without meaningful interaction;
- customer file and contractual records: throughout the relationship and then up to 10 years for items required for evidence, warranties or legal claims;
- accounting and tax records: 10 years or 10 financial years following the relevant taxable period;
- newsletter: until consent is withdrawn and no more than 3 years without meaningful interaction before deletion or renewed consent;
- security logs: 12 months unless an incident requires longer retention;
- cookie preference: 6 months;
- Google Analytics data: no more than 14 months in the service;
- Clarity data, if enabled: 30 days for session playback and 9 months for aggregated or marked data;
- backups: deletion in line with the technical cycle, no later than 90 days after deletion from production unless a legal hold applies.
Data used for more than one purpose is retained while at least one purpose remains lawful, with access restricted accordingly.
Newsletter and direct marketing
We send newsletters only to people who have consented or in another case expressly permitted by law. Each message includes an easy unsubscribe method. Withdrawal does not affect the lawfulness of messages sent before withdrawal.
We may retain minimum information on a suppression list to ensure your choice continues to be respected. Meta and LinkedIn pixels remain disabled until accepted in the cookie manager.
If Zoho Campaigns uses individual open or click tracking pixels, that function must be configured consistently with the consent given. GVISION uses aggregated statistics where reasonably possible.
Cookies and external services
Non-essential trackers may only be activated after your choice. You can separately accept or reject external services, analytics, chat and advertising. You can change your decision at any time through the Manage cookies link in the footer.
Full details appear in the cookie policy.
Profiling and automated decisions
GVISION does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect an individual.
Where you have consented, analytics or advertising providers may create audience segments or marketing profiles from your browsing activity. You can reject or withdraw this permission in the cookie manager.
Security
GVISION applies appropriate technical and organisational measures, including encryption in transit, access management, strong authentication, backups, logging and role-based permissions.
No internet transmission is completely secure. Contact us before sending information if you are unsure whether it is sufficiently protected, particularly information about your security system.
Your rights
Subject to the GDPR’s conditions, you may request:
- access to your data;
- correction of inaccurate data;
- deletion of your data;
- restriction of processing;
- objection to processing based on legitimate interests;
- objection at any time to direct marketing;
- portability of data you supplied where automated processing is based on consent or a contract;
- withdrawal of consent at any time;
- information about safeguards for international transfers.
Send your request to Ahmed Caliskan at privacy@gvision.be. We may request information strictly necessary to verify your identity. We respond within the period provided by the GDPR.
You may also lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels, contact@apd-gba.be, https://www.dataprotectionauthority.be.
Children
The GVISION Security website and services are not directed at children. We do not intentionally seek to collect a child’s data through the website. A parent or legal representative may contact us if they believe a child has submitted data.
Changes to this policy
We may update this policy when our processing, providers or obligations change. The version and date appear at the top. Material changes will be communicated appropriately.