Privacy Policy

Who we are / Data controller

Data controller: FNI SRL

Registered office: 8 Rue Audrey Hepburn, 1090 Jette, Brussels, Belgium

Website: https://www.fni-solutions.be

Privacy contact: privacy@fni-solutions.be (or contact@fni-solutions.be)

What personal data we process

Depending on how you interact with us, we may process the following categories of personal data:

• Identity and contact data: name, email, phone number, company, role
• Communication data: messages via forms, email, or Tandem
• Technical data: IP address, browser, device, timestamps, security logs, request metadata
• Consent data: cookie and analytics choices
• Business relationship data: project context, requirements, preferences, communication history

Why we process data

We process personal data for the following purposes:

• Responding to contact and information requests
• Preparing discussions, proposals, and service delivery
• Operating, securing, and improving the website
• Preventing abuse, fraud, intrusion attempts, and misuse
• Managing cookie consent
• Anonymous or consent-based analytics
• Complying with legal obligations

Legal bases (GDPR Article 6)

We rely on the following legal bases, as applicable:

• Consent — optional analytics and non-essential cookies
• Contract or pre-contractual steps — when you request services, proposals, or delivery discussions
• Legitimate interests — website security, abuse prevention, business communication, and proportionate service improvement
• Legal obligation — where applicable law requires processing or retention

Contact requests

When you submit a contact form or email us, we use your details to respond, qualify your request, and maintain a proportionate record of our business communication.

Tandem assistant interactions

Messages entered into Tandem may be processed to generate a response, provide guidance, improve service quality, monitor abuse, and secure the platform.

Do not submit confidential, sensitive, financial, legal, health, or highly personal data through Tandem unless a specific written agreement applies.

Server logs and security monitoring

We process technical logs to ensure security, detect abuse, troubleshoot incidents, and protect our infrastructure. This may include IP addresses, user agents, and request metadata.

Analytics (after consent only)

Where configured, analytics cookies or similar technologies are used only after you provide consent through our cookie banner. Analytics is disabled by default.

Processors and service providers

We may use carefully selected processors (e.g. hosting, email, monitoring, analytics) who process data on our instructions and under appropriate contractual safeguards.

International transfers

FNI SRL aims to use Belgian/EU infrastructure where possible. If a processor is located outside the European Economic Area, we implement appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms where required by GDPR Chapter V.

Retention periods

We retain personal data only as long as necessary for the purposes described:

• Contact requests: up to 24 months after last interaction, unless a contractual relationship begins
• Proposal/project communications: according to contractual, accounting, or legal obligations
• Security logs: normally 6 to 12 months, unless needed for investigation
• Cookie consent records: normally 6 to 12 months
• Analytics data: according to configured analytics retention and only after consent where required

Security measures

We apply security-by-design practices including encryption in transit (HTTPS/TLS), access controls, monitoring, logging, least privilege, backup discipline, and proportionate technical and organisational measures.

Your GDPR rights

Subject to applicable law, you may have the right to access, rectify, erase, restrict, object to processing, and data portability, as well as withdraw consent where processing is consent-based.

To exercise your rights, contact privacy@fni-solutions.be. We may need to verify your identity before responding.

Complaint to the Belgian Data Protection Authority

You have the right to lodge a complaint with the Belgian supervisory authority:

Autorité de protection des données / Gegevensbeschermingsautoriteit

Rue de la Presse 35, 1000 Brussels, Belgium

https://www.autoriteprotectiondonnees.be · https://www.gegevensbeschermingsautoriteit.be

Changes to this policy

We may update this Privacy Policy to reflect legal, technical, or operational changes. Material updates will be reflected by the "Last updated" date.