Privacy Policy – Privacy Notice

Introduction and Scope of Application

The Controller within the meaning of the legislation in force on data protection is SRL CRMS SOLUTIONS, whose registered office is located at Rue Lairesse 38, 4020 LIEGE, registered with the B.C.E. under number 1013.444.617 (hereinafter referred to as the “Controller”).

We, as Controller, undertake in that capacity to respect the confidentiality of the personal data that we process and to process them in accordance with the legislation in force. More specifically, the processing operations are carried out in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation) of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, as currently in force and as may be amended from time to time (hereinafter the “GDPR”), as well as the Belgian Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data and all applicable rules relating to the protection of personal data (together, the “Applicable Data Protection Laws”).

The main purpose of this Privacy Notice (the “Notice”) is to inform you about our practices regarding the processing of personal data. More specifically, this Notice describes why, how and for how long we may collect, use, disclose and otherwise process personal data concerning you and of which we have become aware in the context of the provision of our services (hereinafter, the “Services”), as well as your rights in this respect.

In general, this Notice concerns any person who uses or wishes to use our Services, or whose personal data relating to the Services we receive, or who interacts or communicates in any way with us regarding our Services.

It applies in particular to our users, our customers and prospects, our current and potential suppliers, our current or potential partners with whom we maintain commercial relationships, as well as their staff members and visitors to our website.

Overview of Our Collection and Use of Personal Data

In most cases, we collect personal data concerning you directly from you, in particular when they are related to the use and/or provision of the Services.

The information we collect and our use of such personal data vary depending on the nature of our relationship and our interactions with you.

We collect the following types of personal information:

Identification data: such as name and contact details.
Data relating to customer files and contact data: such as electronic files containing personal data that you provide to us in order to access or use our Services, which may in particular contain your name, email address and other contact information.
Commercial data: this includes the history of and any relevant information relating to our contractual relationship with you, as well as to your requests, including our correspondence with you, payment and billing data, data relating to any disputes, and your responses to satisfaction surveys to improve our product and service offering.
Website and application usage data: in particular information concerning your activity on our website / application through cookies for system access, security, authorisation management, operational monitoring and operational traceability purposes.
Third-party information: we may obtain your information from third-party partner sources, for example suppliers, business partners or other search engines, business intelligence agencies or public authorities.
Data relating to contact forms and commercial requests: such as the information you provide to us when you complete a contact form, request information about our Services, request a demonstration, a quote or a commercial offer, or communicate with us in the context of a pre-contractual or commercial request. Such data may in particular include your surname, first name, email address, telephone number, company, position, the content of your request and any information that you choose to provide to us.
Prospecting and marketing data: such as your professional contact details, your communication preferences, your subscription to a newsletter, your interest in our products or Services, the history of our commercial communications with you, as well as your choices regarding the receipt or refusal of marketing communications.
Analytical data relating to the use of the website: such as information concerning your browsing on our website, the pages viewed, the duration of viewing, interactions with the site, data relating to the device and browser, as well as identifiers associated with analytical cookies, in particular where you have consented to the use of audience measurement tools such as Google Analytics.

Legal Bases for Our Processing of Personal Data

In accordance with the Applicable Data Protection Laws, we collect, use and otherwise process personal data on the basis of the following lawful grounds:

Performance of the contract
Performance of legal obligations
Our legitimate interests
With your consent

In addition, we may process your personal data, where necessary, to protect the vital interests of any person.

Use of Personal Data (Purposes)

Based on the legal bases referred to above, we will process your personal data for the purposes set out below.

Providing support and Services. (Legal bases: performance of our contract with you; legitimate interests).
Analysing and improving our activities: in particular, to better understand how users access and use our Services, to evaluate and improve our Services and our business operations, and to develop new features, offerings and Services, as well as to evaluate and improve the operation and use of our website. (Legal basis: our legitimate interests).
Securing and protecting our activities: including to protect and secure our business operations, assets, services, network and IT and technological resources; to investigate, prevent, detect and take measures in the event of fraud, unauthorised access, situations involving potential threats to the rights or safety of any person or third parties, or other unauthorised activities or misconduct. (Legal bases: our legitimate interests or compliance with legal obligations).
Defending our interests: including to manage and respond to actual and potential legal disputes and claims, and to establish, defend or otherwise protect our rights or interests, including in the context of potential or actual disputes with third parties. (Legal basis: our legitimate interests).
Audit, reporting, corporate governance and internal operations: including financial, tax and accounting audits; audits and assessments of our operations, confidentiality, security and financial controls, risks and compliance with legal obligations. (Legal basis: our legitimate interests or compliance with our legal obligations).
Complying with our legal obligations: to comply with the legal and regulatory requirements imposed on us. (Legal basis: compliance with our legal obligations).
Responding to your requests and ensuring commercial follow-up thereof: in particular to process requests that you send to us via our website, our contact forms or by any other means of communication, to understand your needs, provide you with the requested information, organise a demonstration, prepare an offer, a quote or a commercial proposal, and ensure reasonable pre-contractual or commercial follow-up. (Legal bases: the performance of pre-contractual measures taken at your request; our legitimate interests in developing and managing our commercial relationships).
Sending you commercial communications, newsletters and information relating to our products and Services: in particular to inform you about our Services, our offers, our news, our content or our events, where you have consented to receiving such communications or where the applicable regulations allow us to contact you in the context of an existing commercial relationship for similar products or services, subject to your right to object. (Legal bases: your consent where this is required; our legitimate interests in promoting our products and Services to our customers and prospects, within the limits provided for by the applicable regulations).
Measuring audience and improving our website: in particular to understand how visitors use our website, measure page performance, establish usage statistics, improve the content, ergonomics and relevance of our website, by means of audience measurement tools such as Google Analytics, subject to your consent where this is required. (Legal basis: your consent for the use of non-strictly necessary analytical cookies or technologies, such as Google Analytics. Where the improvement of our website is based on aggregated, anonymised data or on processing operations that do not require the storage or reading of non-strictly necessary cookies, we may also rely on our legitimate interests in improving our website and our Services).

Aggregated and anonymised information. We may anonymise personal data and create anonymous and aggregated datasets and reports. Aggregated or anonymised data will not personally identify you and will therefore no longer constitute personal data for the purposes of the Data Protection Laws.

Transfer of Personal Data

We may disclose the personal data that we collect about you as indicated below or in any other manner described at the time of collection or sharing.

Service providers: we may transmit personal data to third-party service providers that use such information to provide services to us, such as hosting providers, auditors, advisers, consultants, customer service and support providers, email service providers, newsletter management providers, customer relationship management providers, commercial prospecting providers, as well as providers of audience measurement and website usage analysis tools, such as Google Analytics.
Business transfers: We may disclose or transfer personal data in connection with any transfer of assets, financing or restructuring of all or part of our business, bankruptcy or similar event, including in connection with an audit.
Legally required: We may transfer personal data if we are required to do so by law (for example, to law enforcement authorities, courts, the tax administration, etc.).
Protecting our rights: we may disclose personal data where we deem it necessary to respond to claims made against us or to comply with legal proceedings (for example, subpoenas or warrants), to enforce or administer our agreements and terms, for fraud prevention, risk assessment, investigation, and to protect the rights, property or safety of us, our customers and clients or other persons. We may also transmit your data to third parties such as debt collection companies and Bailiffs.

Cookies and Similar Technologies

We use cookies and similar technologies on our website / application.

Certain cookies are strictly necessary for the functioning of our website and our Services. They may in particular have the following purposes:

management of the user session;
secure execution of the authentication process;
maintenance of the user’s logged-in status;
performance of security checks;
temporary memorisation of certain user preferences or interface settings;
management of authorisations and access.

These strictly necessary cookies do not require your consent where they are essential to the provision of the service that you request.

We may also use, subject to your prior consent where required, analytical cookies and similar technologies in order to measure the audience of our website, understand how visitors interact with it, establish usage statistics and improve our content, features and Services.

In this respect, we may in particular use Google Analytics. Google Analytics allows the collection and processing of certain information relating to your use of the website, such as pages viewed, interactions with the site, data relating to the device and browser, analytical cookies and certain technical information relating to the connection, in order to produce audience statistics and reports.

Analytical cookies and non-strictly necessary technologies are stored or activated only after your consent has been obtained, where this is required by the applicable regulations. You may accept, refuse or configure these cookies via the cookie banner made available to you on our website. You may also change your choices at any time.

The refusal or withdrawal of your consent to analytical cookies does not affect access to the essential functionalities of our website or our Services.

You can change your cookie preferences at any time by using the cookie banner and selecting “Manage choices”.

International Transfers of Personal Data

We may, in certain cases, transfer certain information to third parties established outside the EU and/or the EEA, in particular in the context of the transfers listed in Article 5 of this Notice. Where the third party to whom we transfer your data is established in a country that does not provide the same level of data protection as that in force in the European Union under local data protection laws, we rely on appropriate safeguards for the transfer of personal data. In the context of the use of certain technical providers, audience analysis services or tools provided by international groups, such as Google Analytics, your data may be processed by entities or processors located outside the European Union and/or the European Economic Area. In such case, we ensure that such transfers are governed by appropriate safeguards in accordance with the Applicable Data Protection Laws, such as adequacy decisions, standard contractual clauses or any other transfer mechanism recognised by the applicable regulations.

Data Security

We attach great importance to the security of the personal data that we process. We contractually ensure that third parties processing personal data on our behalf will comply with similar security measures. If an incident and, more particularly, a data breach relating to your personal data were to occur, we will act promptly and diligently, in compliance with the legal provisions in force. In particular, we will take the necessary steps to notify the breach in question to the Data Protection Authority within the statutory time limits, and we will inform you if the breach presents a high risk to the rights and freedoms of the Individual, in accordance with the applicable legislation.

Data Retention

We will retain your personal data for the period necessary to achieve the purposes described in this Notice, unless a longer retention period is required or authorised by law, and in particular where we believe this is necessary to establish, defend or protect our rights and interests or those of others.

The retention period for personal data will therefore vary depending on the information concerned and the specified purposes, and in particular on our commercial requirements, our legitimate interests and legal requirements (including accounting and tax requirements).

Data processed for commercial prospecting, newsletters or marketing communications purposes are retained for the period necessary to manage our commercial relationship or until the withdrawal of your consent or the exercise of your right to object, as the case may be. Where you object to receiving marketing communications, we may retain certain limited information concerning you in an exclusion list, solely in order to respect your choice and no longer send you such communications.

Data collected by means of analytical cookies or audience measurement tools, such as Google Analytics, are retained in accordance with the retention settings applicable to such tools and for a period not exceeding that necessary for the purposes of audience measurement, establishment of statistics and improvement of our website.

Your Rights

In accordance with the applicable regulations, you have the following various rights, which may be exercised at any time and free of charge, except in cases of abuse:

The right to request access to your data (A)
The right to rectification (B)
The right to erasure of data (C)
The right to object to processing (D)
The right to request restriction of processing (E)
The right to data portability (F)
The right to lodge a complaint with the Supervisory Authority (G)

Your rights may be exercised easily by sending an email to gdpr@crmssolutions.com.

A. Right of Access

You have the right to ask us to confirm whether or not data concerning you are being processed and, where they are, you may request access to such data.

B. Right to Rectification

You have the right at any time to have inaccurate or incomplete data concerning you rectified or, at the very least, to provide us with a statement indicating that the data are incomplete and specifying the additional elements to be taken into account.

C. Right to Erasure

You have the right to ask us to erase data concerning you in the following cases:

a) the data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
b) you have withdrawn the consent on which the processing is based and there is no other legal basis for the processing;
c) you have exercised your right to object as explained under point D. below;
d) your data have been unlawfully processed;
e) your data must be erased in order to comply with a legal obligation;
f) your data were collected in the context of an offer of information society services addressed to a child.

We draw your attention to the fact that the withdrawal of your consent does not affect the lawfulness of data processed with your consent before its withdrawal.

D. Right to Object to Processing

Where your data are processed for commercial prospecting, newsletters or direct marketing communications purposes, you have the right to object at any time and free of charge to such processing, including profiling to the extent that it is related to such prospecting. In that case, we will cease processing your data for such purposes.

You may exercise this right by using the unsubscribe link included in our marketing communications, where such a link is available, or by contacting us at gdpr@crmssolutions.com.

E. Right to Restriction of Processing

Where processing is restricted, with the exception of storage, the data subject to the restriction may no longer be processed except within the limits determined with your consent or for the establishment, exercise or defence of legal claims, or for the protection of the rights of another person.

You have the right to ask us to restrict processing where one of the following applies:

a) you contest the accuracy of the data;
b) the processing is unlawful, but you do not want the data to be erased;
c) we no longer need the data for the purposes of the processing, but the data are still necessary for you for the establishment, exercise or defence of legal claims;
d) you have objected to the processing and verification is being carried out as to whether the legitimate grounds pursued by us override yours.

F. Right to Data Portability

You have the right to obtain that the data concerning you which you have provided to us to enable the performance of the contract or with your consent and which are processed by automated means be transmitted to you or transmitted to another controller, if this is technically possible.

G. Questions and Right to Lodge a Complaint with the Supervisory Authority

For any question relating to the processing of your personal data and/or to the exercise of your rights, you may contact us:

by email: gdpr@crmssolutions.com
by post: SRL CRMS SOLUTIONS, Rue Lairesse 38, 4020 LIEGE
by telephone: +32455141913

The Regulations also allow you to lodge a complaint with the Data Protection Authority if you consider that we have not acted in accordance with the legislation relating to data protection, using the contact details below:

Data Protection Authority
Rue de la Presse, 35, 1000 Brussels
Tel.: +32 (0)2 274 48 00
Email: contact@apd-gba.be
Or on its website at: https://www.autoriteprotectiondonnees.be/contact

Changes to This Policy

This policy is, by its nature, evolving and may therefore be amended at any time, in particular in order to reflect the evolution of our activities and to comply with any legislative changes.

Where applicable, any amendment would be made in compliance with the various applicable laws/regulations relating to privacy and data protection.

We invite you to consult this Policy regularly in order to remain informed of the latest version.

This policy was last updated in May 2026.

This English version is a translation of the original French version of this Privacy Policy. In case of any discrepancy, ambiguity or inconsistency, the French version shall prevail to the extent permitted by applicable law. The French version is available here.

CRMS Blog

Customs clearance operations, workflow structure and IDMS-focused insights

Latest articles