1. Who we are and what this Policy covers
EMASPHERE SA ("EMASPHERE", "we"), Rue du Bosquet 9, 1348 Louvain‑la‑Neuve, Belgium, company number (BCE) 0538.597.349, is the controller of the personal data described in this Privacy Policy.
This Policy explains how we collect and use the personal data of people who visit our website www.emasphere.com, contact us, download our content, attend our webinars and events, listen to our podcast, receive our emails, are in business contact with us as prospects, customers or partners, or apply for a job with us.
We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.
This Policy does not cover the data our customers enter into the EMASPHERE platform. For that data, EMASPHERE acts as a processor on behalf of the customer, under our terms and conditions. How we use cookies is explained in our Cookie Policy.
2. What personal data we collect
Depending on how you interact with us, we may process:
- Identity and contact details: first and last name, job title, company, business email address, phone number, country and language.
- Information you send us: the content of forms you fill in (demo or contact requests, content downloads, webinar and event registrations, meeting requests made through a partner page) and of the messages you send us.
- Relationship data: the history of our exchanges, meetings and calls, the emails we send you and whether you opened or clicked them, your subscription preferences.
- Call recordings: recordings and transcripts of our sales calls.
- Website usage data: pages visited, the source of your visit and technical data (browser, device, IP address), collected through cookies and similar technologies when you accept them. See our Cookie Policy.
- Company identification data: the name of the company you visit our website from, deduced from your IP address.
- Data from other sources: your role, company and professional contact details, obtained from public professional profiles (such as LinkedIn), business information databases and contact enrichment services.
- Application data: your CV, cover letter and the information you share during the recruitment process.
- Customer and billing data: for customers, the contact details of users and billing contacts, contracts and invoices.
We do not ask for special categories of personal data (such as health data) and we ask you not to send us any.
3. Why we use your data and on what legal basis
- Answering your requests (demo, contact, quote, partner meeting): steps taken at your request before entering into a contract, or our legitimate interest in responding to you.
- Sending you the content you asked for (ebook, guide, webinar replay) and following up on it: your consent, given when you fill in the form, and our legitimate interest in following up on your request.
- Newsletters and marketing emails: your consent. For existing customers, our legitimate interest in informing you about similar products and services. You can unsubscribe at any time using the link in every email.
- Business-to-business prospecting (email, phone, LinkedIn) towards professionals whose role is relevant to our solution, including completing or checking their professional contact details: our legitimate interest in developing our business. You can object at any time.
- Recording sales calls, to prepare follow-ups and improve our sales approach: our legitimate interest. When a call is recorded, the recording assistant (Leexi) is visible in the call. If you do not want the call to be recorded, tell us at the start of or during the call, or object afterwards (see section 7).
- Organizing webinars, events and our podcast: performance of your registration, and our legitimate interest in following up with participants.
- Website analytics, company identification and advertising: your consent, given through our cookie banner.
- Managing the customer and partner relationship (contracts, onboarding, support, billing, partner workspace): performance of the contract.
- Recruitment: steps taken at your request before entering into an employment contract. If we keep your application for future openings, we ask for your consent.
- Meeting our legal obligations (accounting, tax, responding to authorities): legal obligation.
- Improving our services and securing our website and systems: our legitimate interest.
Where we rely on legitimate interest, we have checked that it is not overridden by your interests and rights. Where we rely on consent, you can withdraw it at any time, without affecting processing carried out before.
4. How long we keep your data
We keep personal data only as long as necessary for the purposes described in this Policy, then delete or anonymize it. To decide how long, we take into account:
- the nature of our relationship with you (for example, whether you are a customer, a prospect, a partner or a job applicant);
- how recently you have interacted with us;
- any legal obligation to keep certain data, such as accounting and tax rules;
- whether you have withdrawn your consent, objected to the processing or asked us to delete your data.
We stop sending you marketing emails as soon as you unsubscribe. The durations of cookies are listed in our Cookie Policy.
5. Who receives your data
Your data is accessible to the EMASPHERE teams that need it (marketing, sales, customer success, finance, HR).
We use service providers who process data on our behalf and under our instructions, under a data processing agreement: HubSpot (CRM, website, forms and marketing emails), Paperform (forms), Livestorm (webinars), Ausha (podcast), Leexi (call recording and transcription), Lemlist (email outreach), FullEnrich (contact data enrichment), Phantombuster (automated collection of public professional data), Leadinfo (company identification), Google Analytics, Google Tag Manager and Google Search Console (website analytics), Introw (partner workspace) and TrendsTop (business information database).
Some platforms process data as independent or joint controllers, under their own privacy policies: Google (Google Ads), Meta (Facebook), LinkedIn (including LinkedIn Sales Navigator) and YouTube.
When you request a meeting through a partner page (for example a page co-branded with a bank), we share your request with that partner so it can be handled. Partners such as our resellers may also receive your details when you are referred to them or by them.
We may disclose data to authorities when the law requires it. We never sell your personal data.
6. Transfers outside the European Economic Area
Some of our service providers, or their sub-processors, are located outside the European Economic Area, in particular in the United States. In that case, the transfer relies on an adequacy decision of the European Commission (such as the EU-U.S. Data Privacy Framework, for certified companies) or on the European Commission's Standard Contractual Clauses, with additional measures where needed.
The EMASPHERE platform itself is hosted on Amazon Web Services in the European Union (Frankfurt region).
7. Your rights
Under the GDPR, you have the following rights:
Right of access (Article 15 GDPR): you can obtain confirmation of whether we process personal data about you and, if so, a copy of that data.
Right to rectification (Article 16 GDPR): you can ask us to correct inaccurate data or complete incomplete data.
Right to erasure (Article 17 GDPR): you can ask us to delete your data, in particular when it is no longer needed for the purpose it was collected for, or when you object to its processing.
Right to restriction of processing (Article 18 GDPR): you can ask us to limit the use of your data in the situations listed in that article.
Right to data portability (Article 20 GDPR): you can receive the data you provided to us in a structured, commonly used and machine-readable format, and have it sent to another controller.
Right to object (Article 21 GDPR): you can object at any time to processing based on our legitimate interest, for reasons relating to your situation, and to direct marketing without having to give a reason.
Right to withdraw your consent at any time, for processing based on consent. For cookies, use Cookie settings at the bottom of every page.
Right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be, or with the authority of the EU country where you live or work.
To exercise your rights, see section 11.
8. Cookies
We use cookies and similar technologies on our website. Non-essential cookies are only placed with your consent. Our Cookie Policy lists them and explains how to change your choice.
9. Security
We take appropriate technical and organizational measures to protect your personal data against loss, misuse and unauthorized access, such as access restricted to the people who need it, and contractual security commitments from our service providers.
10. Changes to this Policy
We update this Policy from time to time to reflect legal, technical or business developments. When we make significant changes, we take appropriate steps to inform you. You can see when this Policy was last updated by referring to the date displayed at the top.
11. Contact us and exercise your rights
For any question about this Policy or to exercise your rights, contact us at marketing@emasphere.com or by post at EMASPHERE SA, Rue du Bosquet 9, 1348 Ottignies‑Louvain‑la‑Neuve, Belgium. We may ask you to prove your identity.
We will respond as soon as possible and in any case within one month of receiving your request. If we do not act on your request, we will explain why and inform you of your right to lodge a complaint with a supervisory authority.
Exercising your rights is free of charge. However, in the event of a manifestly unfounded or excessive request, EMASPHERE may charge a reasonable fee or refuse to act on it.
