Capvidia Privacy Policy

Last updated: [June 17th, 2026]

Capvidia NV respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, store, and protect personal data when you visit our website, communicate with us, request information, create an account, use our software or services, subscribe to updates, or interact with Capvidia in any other business context.

For purposes of this Privacy Policy, “Capvidia,” “we,” “us,” or “our” refers to Capvidia NV, located at Technologielaan 3, B-3001 Leuven, Belgium.

1. Scope of this Privacy Policy

This Privacy Policy applies to personal data we process in connection with:

  • Our website and online forms
  • Product inquiries, demonstrations, quotations, and sales communications
  • Customer accounts, licensing, support, and service delivery
  • Marketing communications, newsletters, webinars, events, and campaigns
  • Business correspondence with customers, prospects, partners, suppliers, and other contacts

This Privacy Policy does not replace any separate agreement, data processing agreement, software license agreement, or other contract between Capvidia and its customers. Where Capvidia processes personal data on behalf of a customer as part of providing software or services, that processing may be governed by a separate agreement with the customer.

2. Who is responsible for your personal data?

For the activities described in this Privacy Policy, Capvidia NV generally acts as the data controller, meaning we determine why and how your personal data is processed.

In some cases, Capvidia may act as a processor or service provider on behalf of a customer. In those situations, the customer is responsible for determining the purpose and means of processing, and Capvidia processes the data according to the customer’s instructions and the applicable agreement.

3. Personal data we collect

Capvidia collects personal data that you provide directly to us, that is generated through your interaction with our website or services, or that we receive in a business context.

The personal data we may collect includes:

Contact and business information

  • Name
  • Business email address
  • Phone number
  • Job title or function
  • Company name
  • Business address
  • Country or region
  • Industry or market segment

Account and support information

  • Account registration details
  • Login or user identification information
  • License, product, and service information
  • Support requests and correspondence
  • Information you provide when submitting a ticket, form, or technical question

Marketing and communication information

  • Newsletter or event registration details
  • Communication preferences
  • Records of your inquiries, requests, or correspondence
  • Information you provide in surveys, forms, webinars, or event interactions

Website and technical information

When you visit our website, we may collect limited technical information, such as:

  • IP address
  • Browser type and version
  • Device type
  • Operating system
  • Pages visited
  • Referring website
  • Date and time of visit
  • Cookie and similar technology data

Information you choose to provide

You may also provide additional personal data voluntarily when communicating with Capvidia, requesting information, submitting files, asking for support, or otherwise interacting with us.

We ask that you do not send sensitive personal data to Capvidia unless it is necessary for your specific request.

4. How we collect personal data

We may collect personal data when you:

  • Submit a contact form
  • Request a demo, quote, trial, or product information
  • Create or use a Capvidia account
  • Subscribe to newsletters or marketing communications
  • Register for webinars, events, or training
  • Contact sales, support, or customer service
  • Use our website, software, or online services
  • Communicate with Capvidia by email, phone, web form, or other channels
  • Interact with Capvidia at trade shows, conferences, or business events

5. Why we use your personal data

Capvidia uses personal data for the following purposes:

To respond to your requests

We use your personal data to respond to inquiries, provide requested information, schedule demonstrations, answer questions, and communicate with you.

To provide products and services

We use personal data to create and manage user accounts, activate licenses, deliver software and services, provide support, manage contracts, and fulfill our obligations to customers.

To manage customer relationships

We use personal data to maintain business records, manage customer communications, process renewals, provide updates, and administer our relationship with your organization.

To provide technical support

We use personal data to investigate support issues, troubleshoot product questions, respond to service requests, and improve the support experience.

To send marketing communications

Where permitted by law, we may use your personal data to send newsletters, product updates, event invitations, educational content, and other information about Capvidia products and services. You may opt out of marketing communications at any time.

To improve our website, products, and services

We may use website and technical information to understand how visitors use our website, improve usability, maintain security, analyze performance, and develop better products and services.

To comply with legal obligations

We may process personal data to comply with applicable laws, regulations, accounting requirements, tax obligations, legal claims, and requests from public authorities.

To protect Capvidia and others

We may use personal data to protect the security, rights, property, and interests of Capvidia, our customers, users, partners, and others.

6. Legal bases for processing

Where the General Data Protection Regulation or similar laws apply, Capvidia processes personal data based on one or more of the following legal bases:

Performance of a contract

We process personal data when it is necessary to perform a contract with you or your organization, or to take steps before entering into a contract.

Legitimate interests

We process personal data when necessary for Capvidia’s legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include responding to business inquiries, managing customer relationships, improving our services, securing our website, and conducting B2B marketing.

Consent

We process personal data based on consent where required by law, such as for certain marketing communications, cookies, or optional data processing activities. You may withdraw your consent at any time.

Legal obligation

We process personal data when necessary to comply with legal, regulatory, tax, accounting, or reporting obligations.

7. Marketing communications

Capvidia may send you marketing communications about our products, services, webinars, events, and educational content if you have requested them, consented to receive them, or where we are otherwise permitted to do so under applicable law.

You can opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us directly. Even if you opt out of marketing communications, we may still send you non-marketing communications related to your account, licenses, support requests, transactions, or contractual relationship with Capvidia.

8. Cookies and similar technologies

Capvidia uses cookies and similar technologies to operate our website, improve performance, analyze usage, remember preferences, and support marketing activities.

Cookies may include:

Strictly necessary cookies

These cookies are required for the website to function and cannot usually be disabled through our systems.

Preference cookies

These cookies allow the website to remember choices you make, such as language or region.

Analytics cookies

These cookies help us understand how visitors use our website so we can improve performance, content, and user experience.

Marketing cookies

These cookies may be used to understand interest in Capvidia products and services or to support relevant marketing activities.

Where required by law, we will ask for your consent before placing non-essential cookies on your device. You can manage your cookie preferences through our cookie banner or your browser settings. Disabling certain cookies may affect website functionality.

9. When we share personal data

Capvidia does not sell your personal data.

We may share personal data only where necessary and appropriate, including with:

Service providers and processors

We may share personal data with trusted third-party service providers that help us operate our website, manage communications, provide customer support, host systems, process data, analyze website usage, manage events, or deliver other business functions.

These service providers are required to process personal data only according to our instructions and to protect it using appropriate security measures.

Business partners

Where necessary to respond to your request, provide services, or support a business relationship, we may share limited personal data with authorized partners, resellers, distributors, or integration partners.

Legal and regulatory authorities

We may disclose personal data if required to do so by law, regulation, legal process, court order, or government request.

Corporate transactions

If Capvidia is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction, personal data may be transferred as part of that transaction, subject to appropriate safeguards.

10. International transfers

Capvidia is based in Belgium. Depending on your location, your personal data may be processed in Belgium, the European Economic Area, the United States, or other countries where Capvidia, its affiliates, partners, or service providers operate.

Where personal data is transferred outside the European Economic Area or another jurisdiction with data transfer restrictions, Capvidia will use appropriate safeguards as required by applicable law. These safeguards may include adequacy decisions, standard contractual clauses, data processing agreements, or other legally recognized transfer mechanisms.

11. How long we keep personal data

Capvidia keeps personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may depend on:

  • The nature of the personal data
  • The purpose for which it was collected
  • Contractual or support obligations
  • Legal, tax, accounting, or reporting requirements
  • The need to resolve disputes or enforce agreements
  • Your communication preferences and consent status

When personal data is no longer needed, we will delete, anonymize, or securely retain it in accordance with applicable law and our internal retention practices.

12. How we protect personal data

Capvidia uses appropriate technical and organizational measures designed to protect personal data against unauthorized access, disclosure, alteration, loss, misuse, or destruction.

These measures may include access controls, secure systems, confidentiality obligations, internal policies, vendor review, and other safeguards appropriate to the nature of the data and the risks involved.

No system or method of transmission is completely secure. However, we work to maintain reasonable and appropriate safeguards to protect your personal data.

13. Your privacy rights

Depending on your location and applicable law, you may have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete personal data
  • Request deletion of your personal data
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Object to direct marketing
  • Request portability of your personal data
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with a supervisory authority

To exercise your rights, please contact us using the details below. We may need to verify your identity before responding to your request.

14. Complaints

If you believe your personal data has been processed in violation of applicable data protection law, you may contact us first so we can try to resolve your concern.

You also have the right to lodge a complaint with a data protection supervisory authority. In Belgium, the supervisory authority is the Belgian Data Protection Authority.

15. Children’s privacy

Capvidia’s website, products, and services are intended for business and professional users. We do not knowingly collect personal data from children. If you believe a child has provided personal data to Capvidia, please contact us so we can take appropriate action.

16. Third-party websites

Our website may contain links to third-party websites, platforms, or services. Capvidia is not responsible for the privacy practices, content, or security of those third-party websites. We encourage you to review the privacy policies of any third-party websites you visit.

17. Changes to this Privacy Policy

Capvidia may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations.

When we update this Privacy Policy, we will post the updated version on our website and revise the “Last updated” date. If we make material changes, we may provide additional notice where required by law.

18. Contact us

If you have questions about this Privacy Policy, your personal data, or your privacy rights, you may contact Capvidia at:

Capvidia NV
Technologielaan 3
B-3001 Leuven
Belgium

Form Fill: Contact Us