Privacy Policy

1 Introduction

HubNex ("we", "us", or "our") is committed to protecting the privacy of everyone who visits our website. This Privacy Policy explains how we collect, use, disclose and safeguard your information when you visit hubnex.net.

This policy tells you what we do with personal data and on which legal basis. Where we rely on your consent (Section 4), we ask for it separately, for example through the cookie banner.

2 Data We Collect

Information You Provide

• What you enter in our contact form: your name, organisation, email address and message
• Communication records when you correspond with us via email

Information Collected Automatically

• Browser type and version, operating system, and device information
• IP address, referring URLs and pages requested, as recorded in our web server's logs
• Only if you accept analytics cookies: usage patterns, including time spent on pages and interaction data, collected by Google Analytics 4
• Cookie identifiers and similar tracking technologies (see Section 9)

Information We Do Not Collect

We do not collect medical imaging data, patient health records or Protected Health Information (PHI) through our website. Please do not include patient information in the contact form.

3 How We Use Your Data

We use the information we collect for the following purposes:

• Service Communication: To respond to your inquiries, schedule demos, and provide support
• Platform Improvement: To analyze usage patterns and improve our website experience
• Marketing: To send relevant updates about HubNex (only with your explicit consent)
• Legal Compliance: To fulfill our legal obligations and enforce our terms
• Security: To detect and prevent fraud, abuse, and unauthorized access

4 Legal Basis for Processing (GDPR)

Under the EU General Data Protection Regulation (GDPR), we process your personal data based on the following lawful grounds:

• Consent: When you submit a contact form, subscribe to communications, or accept analytics cookies
• Legitimate Interest: For security monitoring and keeping the website running, which includes our web server's logs
• Contractual Necessity: When processing is required to fulfill a service agreement
• Legal Obligation: When we are required by law to process or retain data

5 Data Sharing & Third Parties

We may share your information only in the following limited circumstances:

• Service Providers: Web3Forms, which delivers contact form submissions to us by email, and Google (Google Analytics 4), but only if you accept analytics cookies
• Legal Requirements: When required by law, regulation, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with prior notification)

We are putting data processing agreements in place with these providers. Until then, their own terms govern how they handle the data. We will update this section when the agreements are signed.

6 Data Security

We implement industry-standard security measures to protect your personal information:

• TLS 1.2 or 1.3 encryption for all data in transit
• Encrypted storage for data at rest
• Automated dependency and container scanning in our build process
• Role-based access controls limiting data access to authorized personnel
• Multi-factor authentication for platform administrators

While we strive to use commercially acceptable means to protect your personal data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7 Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:

• Contact form data: Retained for up to 24 months after last interaction
• Website analytics data: Retained for up to 14 months, the maximum Google Analytics 4 allows. The data is pseudonymous: it is linked to a random identifier, not to your name.
• Communication records: Retained for the duration of the business relationship plus 12 months

When data is no longer needed, it will be securely deleted or anonymized.

8 Your Rights

Under GDPR and applicable data protection laws, you have the following rights:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for marketing
• Right to Withdraw Consent: Withdraw consent at any time without affecting prior processing

To exercise any of these rights, contact us at privacy@hubnex.net. We will respond within 30 days.

9 Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience:

Essential Cookies

These remember your cookie choice (hubnex_cookie_consent, hubnex_consent_analytics, hubnex_consent_marketing, kept for 12 months). Your light or dark theme choice is stored in your browser's local storage and never sent to us. These cannot be disabled.

Analytics Cookies

Google Analytics 4 cookies (_ga, _ga_*) help us understand how visitors use the website. They hold a random identifier, so the usage data is pseudonymous, not anonymous. They are only set with your consent.

Managing Cookies

You can manage your cookie preferences at any time through the cookie banner or your browser settings. Disabling non-essential cookies will not affect the core functionality of our website.

10 International Data Transfers

HubNex is based in Belgium (European Union). If you access our website from outside the EU, your information may be transferred to and processed in EU member states where our servers are located.

If you accept analytics cookies, Google may process the analytics data in the United States. Google LLC takes part in the EU-US Data Privacy Framework, which the European Commission recognised as adequate in 2023. We are confirming where Web3Forms processes contact form submissions and will state it here.

11 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of significant changes by posting the updated policy on this page and updating the "Last updated" date.

We encourage you to review this policy periodically to stay informed about how we are protecting your data.

12 Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us:

• Email: privacy@hubnex.net
• General Contact: contact@hubnex.net
• Location: Gent, Belgium

If you believe your data protection rights have been violated, you have the right to file a complaint with the Belgian Data Protection Authority (GBA/APD) or your local supervisory authority.