Last updated: 24 July 2026

1. Introduction

OTmatic BV respects your privacy and is committed to protecting your personal data.

This privacy policy explains what personal data we collect when you visit our website or contact us, how and why we process that data, with whom it may be shared, and what rights you have under applicable data protection legislation, including the General Data Protection Regulation (GDPR).

2. Who We Are

OTmatic BV is the controller responsible for the processing of your personal data.

Contact details

OTmatic BV
Industrieweg 3
3190 Boortmeerbeek
Belgium

Email: info@otmatic.com
Company number / VAT number: BE 1026.115.884

If you have any questions about this privacy policy or the way we process your personal data, you can contact us using the details above.

3. Personal Data We Collect

Personal data means any information relating to an identified or identifiable individual.

Depending on how you interact with us, we may collect and process the following categories of personal data:

Identity Data, such as your first name, last name, job title and the company you work for.
Contact Data, such as your email address, telephone number and business address.
Communication Data, including messages, questions, requests and other information you provide when contacting us.
Technical Data, such as your IP address, browser type and version, device type, operating system, time zone, approximate location and other technical information relating to the device you use to access our website.
Usage Data, including information about how you use and navigate our website.
Marketing and Communication Data, including your preferences regarding communications from us.

We do not knowingly collect special categories of personal data through our website, such as information about your health, ethnicity, religious beliefs or political opinions.

4. How We Collect Your Personal Data

We may collect personal data:

directly from you when you contact us, complete a form, request information, book a demonstration or communicate with us;
automatically when you visit and use our website, for example through cookies and similar technologies;
through publicly available sources or professional platforms when this is relevant to our business activities;
through business partners, service providers or other third parties, where permitted by law.
5. How and Why We Use Your Personal Data

We only process your personal data when we have a valid legal basis for doing so.

We may process your personal data for the following purposes:

Purpose Personal data Legal basis
Responding to questions, requests or enquiries Identity, Contact and Communication Data Our legitimate interest in responding to enquiries and developing business relationships
Arranging a demonstration or discussing our services Identity, Contact and Communication Data Taking steps before entering into a contract and our legitimate interests
Providing our products or services and managing client relationships Identity, Contact and Communication Data Performance of a contract
Operating, maintaining and securing our website Technical and Usage Data Our legitimate interest in providing a secure and properly functioning website
Understanding and improving the use and performance of our website Technical and Usage Data Your consent where required, or our legitimate interests where permitted by law
Sending relevant company, product or marketing communications Identity, Contact and Marketing Data Your consent or our legitimate interests, where permitted by law
Complying with legal, regulatory, accounting or reporting obligations Relevant personal data Compliance with a legal obligation
Establishing, exercising or defending legal claims Relevant personal data Our legitimate interests and compliance with legal obligations

Where we rely on legitimate interests, we consider whether our interests are proportionate and whether your fundamental rights and freedoms outweigh those interests.

You can withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

6. Marketing Communications

We may use your contact details to send you relevant information about OTmatic, our platform, services, projects or events when you have consented to receive these communications or when we are otherwise permitted to do so by law.

You can unsubscribe from marketing communications at any time by using the unsubscribe link included in the communication or by contacting us at info@otmatic.com.

We do not sell your personal data to third parties.

7. Cookies and Similar Technologies

Our website may use cookies and similar technologies to ensure that it functions correctly, remember your preferences, understand how visitors use the website and, where applicable, support marketing activities.

Where required by law, non-essential cookies will only be used after you have given your consent. You can manage or withdraw your cookie preferences through the cookie settings available on our website.

More information about the cookies used on this website can be found in our cookie policy or cookie settings.

8. Sharing Your Personal Data

We may share your personal data with trusted third parties where this is necessary for the purposes described in this privacy policy. These may include:

website hosting and IT service providers;
software, cloud storage and communication providers;
analytics and website support providers;
marketing and professional service providers;
accountants, legal advisers, insurers and other professional advisers;
public authorities or regulators when required by law.

These parties may only process personal data for the agreed purposes and must provide an appropriate level of data protection.

We may also disclose personal data as part of a merger, acquisition, restructuring or transfer of all or part of our business, subject to appropriate safeguards.

9. International Data Transfers

Some of our service providers may process personal data outside the European Economic Area.

When personal data is transferred outside the European Economic Area, we take appropriate measures to protect it. These may include transferring data to a country that the European Commission has recognised as providing an adequate level of protection or using approved Standard Contractual Clauses and additional safeguards where necessary.

You can contact us if you would like more information about the safeguards used for international data transfers.

10. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, tax, accounting or reporting obligations.

The applicable retention period depends on the nature of the information, the purpose for which it is processed and any relevant legal requirements. When personal data is no longer required, we will delete or anonymise it securely.

11. Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful loss, misuse, alteration, unauthorised access or disclosure.

Access to personal data is limited to employees, contractors, service providers and other parties who need it for legitimate business purposes. They are required to handle the information confidentially and securely.

While we take reasonable measures to protect your personal data, no online system or transmission method can be guaranteed to be completely secure.

12. Your Rights

Subject to the conditions set out in applicable data protection legislation, you may have the right to:

request access to your personal data;
request the correction of inaccurate or incomplete personal data;
request the deletion of your personal data;
request that the processing of your personal data be restricted;
object to the processing of your personal data;
receive certain personal data in a structured, commonly used and machine-readable format;
request the transfer of certain personal data to another organisation;
withdraw your consent at any time where processing is based on consent;
object at any time to the use of your personal data for direct marketing.

You also have rights regarding decisions based solely on automated processing that produce legal or similarly significant effects. OTmatic does not currently use personal data collected through its website for this type of automated decision-making.

To exercise any of these rights, contact us at info@otmatic.com. We may ask you to provide information that allows us to verify your identity before processing your request.

13. Third-Party Links

Our website may contain links to third-party websites, plug-ins or applications. These third parties may collect or process personal data according to their own privacy policies.

OTmatic does not control these third-party websites and is not responsible for their privacy practices. We recommend reviewing the privacy policy of every external website you visit.

14. Complaints

If you have questions or concerns about the way we process your personal data, we encourage you to contact us first at info@otmatic.com.

You also have the right to lodge a complaint with the Belgian Data Protection Authority:

Gegevensbeschermingsautoriteit / Autorité de protection des données
Drukpersstraat 35
1000 Brussels
Belgium

www.dataprotectionauthority.be

15. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our activities, website, services or legal obligations.

The latest version will always be available on this page. Where appropriate, we will inform you of significant changes through our website or other communication channels.