Identity of the Data Controller

The data controller responsible for processing your personal data is: Mr. Dimitri Perraudin Company:
BetterflyBox SRL
Address:
Place Georges Brugmann 33/5, 1050 Ixelles, Belgium
Email:
info@betterflybox.com
Phone:
+32 485 88 77 66

Data Collected

Through the contact and quotation request forms

Data collected:
Last name, first name, email address, telephone number, message.
Purposes: Responding to your requests for information, preparing quotations, and ensuring commercial follow-up.
Legal basis: Performance of pre-contractual measures taken at the request of the data subject (Article 6(1)(b) GDPR) and the legitimate interest of BetterflyBox SRL (Article 6(1)(f) GDPR).

Through the BetterflyBox mobile application

Data collected:
Account information (email address, username), geolocation data (if consent has been granted), recorded biodiversity observations, and usage history.
Purposes: Providing the participatory biodiversity observation service, improving the application, and producing anonymized or aggregated ESG data.
Legal basis: Performance of the service contract (Article 6(1)(b) GDPR); consent for geolocation data (Article 6(1)(a) GDPR).

Through cookies and tracking technologies

Data collected:
IP address, session identifiers, browsing data (pages visited, duration, traffic source), and language preferences.
Purposes: Ensuring the proper functioning of the website, measuring audience and traffic (Google Analytics or equivalent), and improving the user experience.
Legal basis: Consent (Article 6(1)(a) GDPR) for non-essential cookies; legitimate interest for strictly necessary cookies.

Customer and Partner Data

Data collected:
Professional contact details (name, position, email address, telephone number, company), information relating to equipped sites, and contractual communications.
Purposes: Managing customer relationships, performing contracts, invoicing, ESG reporting, and monitoring installations.
Legal basis: Performance of the contract (Article 6(1)(b) GDPR) and compliance with legal obligations (Article 6(1)(c) GDPR).

Data Retention Period

Through the contact and quotation request forms

BetterflyBox SRL only retains your data for as long as necessary to fulfil the purposes for which it was collected:

• Contact details / prospects: 3 years from the date of the last contact.
• Customer / contractual data: 10 years from the end of the contract.
• Mobile application data: For the duration of the account + 2 years after its deletion, unless otherwise required by law.
• Analytics cookies: Maximum 13 months.
• Consent cookies: 6 months (renewal of consent collection).

At the end of these periods, your data will be deleted or irreversibly anonymized.

Data Recipients

Your personal data is processed internally by authorized personnel at BetterflyBox SRL. It may also be shared with technical data processors acting on behalf of BetterflyBox SRL and bound by contractual obligations compliant with the GDPR, including:

• Website hosting provider (OVH).
• Mobile application service provider.
• Customer relationship management tool (HubSpot).
• Email delivery tool (HubSpot).
• Website analytics tool (Jetpack).

BetterflyBox SRL does not sell your personal data to third parties.
Some data processors may be located outside the European Economic Area (EEA). In such cases, BetterflyBox SRL ensures that transfers are based on appropriate safeguards (European Commission Standard Contractual Clauses, adequacy decisions, etc.).

Your Rights

In accordance with the GDPR and the Belgian Act of 30 July 2018, you have the following rights regarding your personal data:

• Right of access (Article 15 GDPR): obtain confirmation that your personal data is being processed and receive a copy of your data.
• Right to rectification (Article 16 GDPR): have inaccurate or incomplete data corrected.
• Right to erasure (Article 17 GDPR): request the deletion of your personal data in the cases provided for by law.
• Right to restriction of processing (Article 18 GDPR): request the restriction or suspension of the processing of your personal data in certain situations.
• Right to data portability (Article 20 GDPR): receive your personal data in a structured, commonly used, and machine-readable format.
• Right to object (Article 21 GDPR): object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
• Right to withdraw your consent at any time, without affecting the lawfulness of processing carried out prior to the withdrawal.
• Right not to be subject to automated decision-making (Article 22 GDPR).

To exercise your rights, please contact us:

• By email: info@betterflybox.com
• By post: BetterflyBox SRL – DPO – Place Georges Brugmann 33/5 – 1050 Ixelles – Belgium

We will respond to your request within one month (which may be extended by an additional two months in the case of complex or multiple requests, with prior notification). If you believe that your rights have not been respected, you may lodge a complaint with the Belgian Data Protection Authority (DPA):

• Website : www.autoriteprotectiondonnees.be
• Address: Rue de la Presse 35, 1000 Brussels, Belgium
• Phone number : +32 2 274 48 00

Cookie Policy

What is a Cookie?

A cookie is a small text file stored on your device (computer, smartphone, or tablet) when you browse our website. It allows us to recognize your browser during subsequent visits.

Types of Cookies Used

Strictly necessary cookies: essential for the proper functioning of the website (session management, language preferences, contact form). These cookies do not require your consent.
Analytics / audience measurement cookies: allow us to understand how visitors use our website (pages visited, time spent on the site, traffic source). They are only placed with your consent.

Managing Your Cookie Preferences

On your first visit, a consent banner allows you to accept or reject non-essential cookies. You can change your preferences at any time via the “Cookie Settings” link at the bottom of each page of the website.
You can also configure your browser to reject or delete cookies. Please consult your browser’s help section for instructions on how to do so.

Data Security

BetterflyBox SRL implements appropriate technical and organizational measures to protect your personal data against unauthorized access, disclosure, alteration, or destruction, including:

• Encryption of communications (HTTPS/TLS protocol).
• Access to data restricted to authorized personnel only.
• Regular updates to systems and software.
• Confidentiality obligations under contract with our data processors.

In the event of a personal data breach likely to result in a high risk to your rights and freedoms, we undertake to notify you without undue delay, in accordance with Article 34 of the GDPR.

Children's Data

The betterflybox.com website and the BetterflyBox mobile application are intended for a professional or adult audience. BetterflyBox SRL does not knowingly collect personal data from children under the age of 16 without the consent of their legal representatives. If you become aware of such a collection, please contact us immediately.

Changes to This Policy

BetterflyBox SRL reserves the right to modify this privacy policy at any time, particularly to comply with new regulations or changes to its services. In the event of a material change, we will notify you by email (if you are subscribed to our communications) or through a prominent notice on the website. The update date displayed at the top of the document will also be updated. We encourage you to review this page regularly to stay informed about our data protection practices.

Applicable Law

This Privacy Policy is governed by Belgian law and Regulation (EU) 2016/679 (GDPR). Any dispute relating to its interpretation or enforcement shall fall under the jurisdiction of the courts of the Brussels judicial district.