1. Who we are
CloudCitadel is a trading name of ON DEMAND, a company registered in Belgium with registered office at Gatti de Gamondstraat 105 bus 1
1180 Ukkel, Brussels, Belgium (hereinafter "CloudCitadel", "we", "us", or "our"). Company number: 0734.482.911. VAT: BE0734.482.911.
We are the data controller for personal data collected through cloudcitadel.eu and related services. For any questions regarding this policy, contact us at: privacy@cloudcitadel.eu.
2. What data we collect
We collect personal data that you voluntarily provide when you interact with our website, including:
- Contact information: First name, last name, business email address, phone number.
- Company information: Company name, VAT number, country.
- Service preferences: Selected solution, interest type (trial, demo, quote), approximate number of users, and any message you submit.
- Technical data: IP address, browser type, pages visited, referral source, timestamps. This data is collected via server logs and, if consented to, cookies.
We do not collect sensitive personal data (health, biometric, political opinions, etc.).
3. Why we collect your data (legal basis)
We process your data for the following purposes and legal bases under GDPR Article 6:
- To respond to your inquiry (free trial, demo, quote, or general contact) — Legal basis: consent (Art. 6(1)(a)) provided via the checkbox on our form.
- To provide our services if you become a customer — Legal basis: performance of a contract (Art. 6(1)(b)).
- To send relevant follow-up communications about the solutions you expressed interest in — Legal basis: legitimate interest (Art. 6(1)(f)). You can opt out at any time.
- To improve our website and services — Legal basis: legitimate interest (Art. 6(1)(f)).
- To comply with legal obligations (tax, accounting) — Legal basis: legal obligation (Art. 6(1)(c)).
4. How we use your data
Your data is used exclusively to:
- Respond to your inquiry within one business day.
- Provide you with the requested service (trial access, demo scheduling, quote preparation).
- Send follow-up communications related to your expressed interest. We will not send unrelated marketing without your explicit consent.
- Analyze aggregate, anonymized usage patterns to improve our website.
We do not sell, rent, or trade your personal data to third parties. We do not use your data for automated decision-making or profiling.
5. Who we share your data with
We may share your data with the following categories of recipients, all bound by data processing agreements:
- Form processing service: Web3Forms (or equivalent) to deliver form submissions to us via email. They process data transiently and do not store submissions.
- Hosting provider: Cloudflare (or equivalent) to serve our website. They may process technical data (IP addresses) under their own privacy policy.
- Email service: To send you follow-up communications if applicable.
We do not transfer your data outside the European Economic Area (EEA). If any sub-processor operates outside the EEA, we ensure appropriate safeguards (Standard Contractual Clauses) are in place.
6. How long we keep your data
- Form submissions: Retained for 24 months from the date of submission, then deleted, unless you become a customer.
- Customer data: Retained for the duration of the contract plus 7 years for tax/accounting compliance under Belgian law.
- Technical logs: Retained for a maximum of 90 days.
You can request deletion at any time (see Section 7).
7. Your rights under GDPR
As an EU data subject, you have the following rights:
- Right of access: Request a copy of the data we hold about you.
- Right to rectification: Request correction of inaccurate data.
- Right to erasure ("Right to be Forgotten"): Request deletion of your data.
- Right to restrict processing: Request limitation of 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 interest.
- Right to withdraw consent: Withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
To exercise any of these rights, contact us at privacy@cloudcitadel.eu. We will respond within 30 days.
You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit): www.dataprotectionauthority.be.
8. Cookies
Our website currently uses only essential cookies required for basic functionality (e.g., form submission state). We do not use tracking cookies, analytics cookies, or advertising cookies without your explicit consent.
If we implement analytics in the future, we will update this policy and implement a cookie consent banner before activating any non-essential cookies. See our Cookie Policy for details.
9. Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- HTTPS/TLS encryption for all data in transit.
- Access controls limiting who within our organisation can access personal data.
- Regular review of our data processing activities.
10. Changes to this policy
We may update this privacy policy from time to time. Material changes will be communicated via a notice on our website. The "last updated" date at the top reflects the most recent version.
11. Contact
For any privacy-related questions or requests:
CloudCitadel
Gatti de Gamondstraat 105 bus 1
1180 Ukkel
Brussels, Belgium
Email: privacy@cloudcitadel.eu