Privacy policy

Who is responsible for your data

Spiromni is the data controller for this website. You can reach us at info@spiromni.com.

• Company / VAT number: BE 0785.488.281
• Registered address: Zuidstraat 237, 8480 Ichtegem
• Email: info@spiromni.com

What we collect, and why

When you book a scoping call

Our booking page embeds Cal.com, a third party scheduling tool. If you book a call, Cal.com collects the details you enter, typically your name, your email address, your company and anything you write in the notes field, and shares them with us so we can hold the meeting. We use this only to prepare for and conduct that call and to follow up with a quote.

The legal basis is the steps taken at your request before entering a contract. Cal.com is a processor acting on our instructions, and it may process data outside the European Economic Area under the transfer safeguards set out in its own privacy notice. The meeting itself takes place in Google Meet, so Google receives the invitation details needed to set it up.

The calendar loads when you open the booking page. Cal.com uses only the cookies and browser storage that are technically necessary for booking to work, such as protecting the form and holding the time slot you pick, and most of them disappear when you close your browser. It sets no advertising or tracking cookies.

When you send us a question

If you use the contact form on the booking page, we receive your name, your email address, your question and, if you fill them in, your company and phone number, together with the language of the page and the date. We use them only to answer your question and, if you ask for it, to follow up with a scoping call or a quote.

The legal basis is the steps taken at your request before entering a contract. Your message is stored in a database at Cloudflare, our hosting provider, shown to our team in our internal system, which runs on Supabase, and forwarded to our mailbox through Resend, the service that sends our emails.

To stop the form being misused, we also store a code calculated from your IP address and the date. It changes every day and cannot be turned back into your address; it only lets us limit how many questions one visitor can send in a day, and we delete it after two days.

When you join our mailing list

If you leave your email address in the sign-up form in the footer or next to a tour, we store that address together with the language of the page, where on the site you signed up and the date. We use it only to email you news from Spiromni: a new tour going live, a new feature, what we are working on. We write only when there is something to share, never on a schedule, and we do not use the list for anything else or pass it on.

The legal basis is your consent, which you give by submitting the form. You can withdraw it at any time: reply to any of our emails or write to us, and we will remove your address. The list is kept in a database at Cloudflare, our hosting provider. Each new sign-up, with its address, is also shown to our team in our internal system, which runs on Supabase. The emails are sent from our own email account.

When you simply read the site

Serving a page works like visiting any other website: our hosting provider, Cloudflare, receives your IP address and browser details as a technical necessity of delivering it and of protecting the site against abuse.

To understand how the site is used, we use PostHog, an analytics service, on its servers in the EU. It counts visits and records which page was viewed, the site you came from, your country, your type of device and browser, and what happens on the page: which buttons and links are clicked and where, whether the tour or booking calendar is used, and how far a page is scrolled. Your country is determined by our hosting provider from your IP address; only the country is passed on to PostHog for this. PostHog sets no cookie and stores nothing in your browser. Visitors are told apart only by a code calculated from the IP address and browser that changes every day, so PostHog cannot recognise you across days or build a profile of you. It does not record your screen. We look at these figures only as totals.

The legal basis is our legitimate interest in keeping the site available and secure, and in understanding how it is used so we can improve it. Because no cookie is set and no individual is identified, this does not require your consent.

The virtual tour

The 360° tours embedded on this site are served from a separate domain of ours, hosted by Cloudflare. Loading one works like visiting any other website: the server receives your IP address and browser details as a technical necessity of delivering the images. We do not use that data for analytics or marketing. If you play a video inside a tour, it is loaded from Vimeo, which then receives the same technical details; we load it with Vimeo's do-not-track setting, so Vimeo sets no cookies and records no viewing statistics.

People who appear in our work

Our tours include footage of client sites and, where a client arranges it, interviews with named employees. That footage is filmed and published on the instruction of the client, who is the controller for it. If you appear in a tour and want to discuss its use, contact us and we will put you in touch with the right party, or act on the client's instruction to remove it.

Cookies

This site sets no cookies of its own, no advertising cookies and no tracking cookies. The only cookies are Cal.com's, on the booking page, and only those technically necessary to book a call; most of them disappear when you close your browser. You can clear them at any time through your browser settings.

How long we keep things

• Booking and enquiry details: kept for as long as we are in contact about the project, and for up to two years afterwards so we can pick up a conversation you restart.
• Client project records: kept for as long as the commercial relationship lasts, and afterwards for the period Belgian law requires business records to be retained.
• Mailing list: kept until you unsubscribe. We delete your address as soon as you ask, and within one month at the latest.

Who else sees your data

We do not sell personal data and we do not share it for advertising. We rely on a small number of service providers who process data on our behalf:

• Cloudflare, which hosts this website.
• Cal.com, which handles scheduling on the booking page.
• PostHog, which measures how the site is used, on its servers in the EU.
• Supabase, on which our internal system runs, in the EU, where your question or sign-up is shown to our team.
• Resend, which sends the emails from our internal system, including the question from the contact form.
• Zoho Mail, our mailbox, in the EU, for the correspondence that follows an enquiry.
• Google, whose Google Meet hosts the scoping call.
• Vimeo, which plays the videos inside the tours.

Some of these providers, such as Cloudflare, Cal.com, Resend, Google and Vimeo, are based in the United States or may process data there. Where personal data leaves the European Economic Area, this happens under the safeguards the GDPR requires: the EU-US Data Privacy Framework where the provider is certified under it, and otherwise the European Commission's standard contractual clauses, which are part of each provider's data processing terms.

Your rights

Under the GDPR you can ask us to give you a copy of the personal data we hold about you, correct it if it is wrong, delete it, restrict what we do with it, or provide it in a portable form. You can object to processing we base on legitimate interest, and where we rely on your consent you can withdraw it at any time without affecting what happened before.

Email info@spiromni.com and we will respond within one month. If you are not satisfied, you can complain to the Belgian Data Protection Authority, the Gegevensbeschermingsautoriteit, at gegevensbeschermingsautoriteit.be.

Changes to this policy

If we change what we collect or why, we will update this page and move the date at the top. Material changes to how we handle data you have already given us will be told to you directly.