Privacy Policy

In case of discrepancy, the Dutch version of this document prevails.

1. Data controller

The controller responsible for the processing of your personal data via the AquaTrace platform is:

NxTech (Jasper Vanhove)
Enterprise and VAT number: BE 1042.373.282
Email: info@aqua-trace.be
Website: aqua-trace.be

2. What data do we process?

We process the following categories of personal data:

• Account data — name, email address, password (securely encrypted, never stored in readable form), role within the organization, date of creation and last login.
• Measurement data — water quality measurements you enter via the platform, linked to your user account, the relevant pool and the timestamp of the measurement.
• Technical data — IP address, browser type, session information, error logs (via Sentry) and the audit log of administrative actions.
• Billing data — subscription type, billing history, payment method (managed by Stripe; card details are never stored on our servers).
• Sign-in with Google or Microsoft — if you choose to sign in with Google or Microsoft, we receive your name, email address and an account identifier from that provider. We use them only to sign you in. Google and Microsoft act as independent controllers for your account with them.

3. Purposes and legal basis

We process your data for the following purposes:

• Performance of the contract (art. 6.1.b GDPR) — providing the AquaTrace service, including authentication, measurement recording, alerting and reporting.
• Legitimate interest (art. 6.1.f GDPR) — securing the platform, fraud prevention, technical logging and troubleshooting.
• Legal obligation (art. 6.1.c GDPR) — accounting and tax obligations related to billing.
• Consent (art. 6.1.a GDPR) — analytics cookies (Google Analytics 4), only after explicit opt-in via our cookie banner.

4. Retention periods

• Account data — retained for as long as your subscription is active and for a maximum of 2 years after cancellation, after which data is anonymized or deleted upon request.
• Measurement data — retained for as long as the account is active; after cancellation, a maximum of 2 years for auditing and compliance purposes.
• Technical logs and audit log — a maximum of 1 year.
• Billing data — 7 years in accordance with Belgian accounting legislation.

5. Processors (subprocessors)

For the delivery of our services, we use the following processors:

• Stripe (US) — automated billing and payment processing. Stripe is PCI-DSS Level 1 certified.
• Mailgun (EU) — sending transactional emails (invitations, alerts).
• Sentry (US) — error tracking and performance monitoring in the application. IP addresses are anonymized.
• Google Analytics 4 (US) — visitor analytics on the marketing website, only after opt-in.

6. Transfers outside the EEA

Stripe, Sentry and Google process data partly outside the European Economic Area (EEA), notably in the United States. This transfer is based on the Standard Contractual Clauses (SCCs) approved by the European Commission. More information can be found in the respective processors' privacy policies.

7. Your rights

As a data subject, you have the following rights under the GDPR:

• Right of access — you can request an overview of the personal data we process about you.
• Right to rectification — you can have inaccurate or incomplete data corrected.
• Right to erasure — you can request that your data be deleted, unless we are legally required to retain it.
• Right to restriction of processing — you can request that processing be temporarily restricted.
• Right to data portability — you can request your data in a structured, commonly used format.
• Right to object — you can object to processing based on legitimate interest.

To submit a request, send an email to info@aqua-trace.be. We respond within 30 days. You also have the right to lodge a complaint with the Belgian Data Protection Authority (DPA): www.dataprotectionauthority.be.

8. Cookies

We use cookies and similar technologies. Please refer to our Cookie Policy for a complete overview of the cookies used, their purpose and retention period.

9. Data Protection Officer (DPO) contact details

For questions about privacy, your rights or our privacy policy, you can contact us via:

info@aqua-trace.be
AquaTrace — for the attention of: Privacy & DPO

10. Changes to this privacy policy

We may amend this privacy policy from time to time to reflect changes in our practices or legal obligations. The most recent version is always available at aqua-trace.be/en/privacy. In the event of material changes, we will inform you by email.

Last updated: 4 October 2026.