Privacy Policy | Viroteq BV

Viroteq BV (“Viroteq”, “we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data in an open and transparent manner. This Privacy Policy describes how we collect, use, share, and protect personal data obtained through our website (viroteq.ai), our software products, and our business communications.

Viroteq BV is a company registered in the Netherlands and acts as the data controller for the personal data described in this policy. We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Dutch data protection legislation.

By using our website, products, or services, or by submitting your personal data to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, please do not use our website or services.

We may collect and process the following categories of personal data depending on how you interact with us:

Contact and Identity Data

This includes your first name, last name, job title, company name, email address, phone number, and postal address. We collect this data when you fill out a contact form, request a demo, sign up for a newsletter, or communicate with us via email or telephone.

Technical and Usage Data

When you visit our website, we may automatically collect your IP address, browser type and version, operating system, referring URL, pages visited, time and date of your visit, and time spent on each page. This data is collected through cookies and similar technologies as described in the Cookies section below.

Product Usage Data

If you use our cloud-hosted software products, we may collect anonymised operational data such as system performance metrics, feature usage patterns, error logs, and configuration settings. This data is used exclusively to improve product quality and support troubleshooting.

Business Relationship Data

For existing customers and partners, we maintain records of contractual details, communication history, invoicing information, and support tickets. This data is necessary for the performance of our contract with you and for providing ongoing customer support.

We use your personal data for the following purposes:

• Service Delivery: To provide you with our software products, technical support, integration engineering, and training services as agreed in your licence or service contract.
• Communication: To respond to your enquiries, provide product information, send demo follow-ups, and share relevant technical documentation you have requested.
• Product Improvement: To analyse anonymised usage patterns and system performance data to improve the quality, reliability, and feature set of our software products.
• Marketing: To send you newsletters, product updates, event invitations, and case studies, but only where you have given explicit consent or where we have a legitimate interest in maintaining an existing business relationship.
• Legal and Compliance: To comply with applicable laws, regulations, and legal processes, and to protect our rights, privacy, safety, or property.
• Website Analytics: To understand how visitors use our website so we can improve navigation, content, and user experience.

We will never sell your personal data to third parties. We do not use your data for automated decision-making or profiling that produces legal effects concerning you.

Under the GDPR, we must have a valid legal basis for processing your personal data. Depending on the context, we rely on the following legal bases:

Consent (Article 6(1)(a) GDPR)

Where you have given us explicit consent to process your data for a specific purpose, such as subscribing to our newsletter or opting in to marketing communications. You may withdraw your consent at any time by contacting us or using the unsubscribe mechanism in our emails.

Performance of a Contract (Article 6(1)(b) GDPR)

Where processing is necessary to perform our contractual obligations to you, such as delivering licensed software, providing technical support, processing invoices, and managing your customer account.

Legitimate Interest (Article 6(1)(f) GDPR)

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights. This includes improving our products through anonymised usage data analysis, maintaining the security and integrity of our systems, and communicating with existing business contacts about relevant products and services.

Legal Obligation (Article 6(1)(c) GDPR)

Where processing is necessary to comply with a legal obligation to which we are subject, such as tax reporting, anti-fraud measures, or responding to lawful requests from regulatory authorities.

We do not sell, rent, or trade your personal data to third parties. We may share your data with the following categories of recipients only where necessary and under appropriate safeguards:

• Service Providers: Third-party companies that assist us in operating our business, such as cloud hosting providers, email delivery services, CRM platforms, and analytics tools. These providers process data only on our behalf and under contractual data processing agreements.
• Integration Partners: Where you have engaged a system integrator or reseller to implement Viroteq software, we may share relevant project and technical data with that partner to facilitate the deployment.
• Legal and Regulatory: Where required by law, we may disclose personal data to government authorities, regulatory bodies, or law enforcement agencies in response to a valid legal request.
• Business Transfers: In the event of a merger, acquisition, or sale of all or part of our business, personal data may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

Where data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, or transfers to countries with an adequacy decision.

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse website traffic, and understand where our visitors come from. Cookies are small text files stored on your device when you visit our website.

Essential Cookies

These cookies are strictly necessary for the website to function properly. They enable core features such as page navigation, form submissions, and session management. You cannot opt out of essential cookies as the website cannot function without them.

Analytics Cookies

We use analytics cookies to understand how visitors interact with our website. These cookies collect information about page views, session duration, and traffic sources. The data collected is aggregated and anonymous. We use this information to improve our website and content.

Marketing Cookies

Marketing cookies may be used to deliver relevant advertisements and to measure the effectiveness of our advertising campaigns. These cookies are only placed with your explicit consent via our cookie consent banner.

You can manage your cookie preferences at any time through the cookie settings link in the footer of our website or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

Under the GDPR, you have the following rights regarding your personal data. You can exercise any of these rights by contacting us at the details provided in the Contact section below.

• Right of Access: You have the right to request a copy of the personal data we hold about you and to receive information about how it is processed.
• Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
• Right to Erasure: You have the right to request deletion of your personal data where there is no compelling reason for its continued processing, subject to legal retention obligations.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.
• Right to Object: You have the right to object to the processing of your personal data where we are relying on legitimate interest as the legal basis, and there is something about your particular situation that makes you want to object.
• Right to Withdraw Consent: Where we process your data based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

We will respond to your request within one month of receipt. In complex cases, this period may be extended by a further two months, in which case we will inform you of the extension and the reasons for it. If you are not satisfied with our response, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable laws and regulations. The specific retention periods depend on the nature of the data and the purpose of processing:

• Contact form submissions: Retained for up to 24 months from the date of submission, unless a business relationship is established.
• Customer account data: Retained for the duration of the contractual relationship and for up to 7 years thereafter for tax and legal compliance purposes.
• Marketing consent records: Retained for as long as the consent is valid, and for 12 months after withdrawal to maintain a record of the consent lifecycle.
• Website analytics data: Aggregated and anonymised analytics data may be retained indefinitely. Identifiable analytics data is retained for up to 26 months.
• Support ticket data: Retained for up to 36 months after the ticket is resolved to support ongoing product improvement and reference.

When personal data is no longer needed, we securely delete or anonymise it in accordance with our data retention schedule.

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS 1.2 or higher for all website and API communications.
• Encryption of data at rest for stored personal data in our cloud infrastructure.
• Access controls that restrict data access to authorised personnel on a need-to-know basis.
• Regular security assessments, vulnerability scanning, and penetration testing of our systems.
• Employee training on data protection and information security best practices.
• Incident response procedures for detecting, reporting, and investigating data breaches.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but commit to maintaining industry-standard protections and promptly addressing any security incidents.

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact us using the details below:

Viroteq BV

The Netherlands

Email:

Website: viroteq.ai/contact

If you are not satisfied with our response, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.

We may update this Privacy Policy from time to time to reflect changes in our data practices, legal requirements, or business operations. When we make material changes, we will update the “Last Updated” date at the top of this page and, where appropriate, notify you via email or a prominent notice on our website.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data. Your continued use of our website and services after any changes to this policy constitutes your acknowledgement of the updated terms.

This Privacy Policy was last updated in April 2026.