Privacy policy
Last update: September 16, 2026
1. Introduction and scope
This Privacy Policy applies to the website www.itineris.net (including any modules available on the website) (the “Website”), owned, operated and/or used by:
Itineris NV
Westrem Building
Kortrijksesteenweg 1144 A
9051 Sint-Denijs-Westrem (Ghent)
Belgium
Enterprise number: 0474.964.260
hereinafter “Itineris”, “we” or “us”
Itineris deems the protection of privacy of the utmost importance. Itineris wishes to inform you about the Processing of Personal Data that takes place via the Website, in accordance with the applicable data protection legislation and more specifically with the General Data Protection Regulation (the “GDPR”) and its relevant national implementing legislation. All capitalized terms that are not defined in this Privacy Policy shall have the meanings as ascribed to them in the GDPR.
This Privacy Policy describes your rights for you to make informed decisions when using the Website and to exercise your rights when necessary. Please read this Privacy Policy very carefully. This Privacy Policy must be read together with our cookie policy, which can be found here.
By using our Website, disclosing your Personal Data, or accepting this Privacy Policy, you expressly consent to the manner in which Itineris collects and processes your Personal Data as described in this Privacy Policy.
Itineris may amend this Privacy Policy from time to time. The date of the most recent version is shown above. Any significant changes to this Privacy Policy will be clearly indicated on the Website. Please review this Privacy Policy periodically to stay informed of changes that may affect you.
2. Who processes your Personal Data and how can you contact us?
Itineris is responsible for the Processing of your Personal Data that you can provide through the Website and shall act as a Controller.
Itineris has appointed a Data Protection Officer, whom you can always contact for questions about your privacy and the Processing of your Personal Data. The Data Protection Officer can be reached via privacy@itineris.net.
3. What Personal Data are collected and processed, for which Purposes, and for how long?
Itineris processes different types of Personal Data for different purposes via its Website, depending on the services you use, the actions you perform on our Website, and the type of relationship you have with Itineris (e.g. visitor, (prospective) client, contractor, or employee, etc.).
Please note that our systems (including our Website) and services may evolve and that more features may be added from time to time. In that case, this list may also evolve and will be updated as necessary in accordance with Article 13, seeking your additional consent if required.
| Purpose | Operation and use of our Website. |
|---|---|
| Personal Data | Technical data (such as information about your computer, mobile and other devices (such as your IP address, user ID, operating system, browser type)). Usage data (such as information about your use of our Website, including history, log files, date, time, location, frequency, duration of pages viewed, consent preferences, information about consent(s) you have given (such as the date and time of your consent). |
| Retention Period | The retention period varies from the duration of a session/Website visit to as long as necessary to perform the agreement between you and Itineris.
Technical information is deleted or pseudonymized as soon as possible after collection. |
| Legal Basis | Performance of a contract or legitimate interest (as applicable). |
| Purpose | Provision of our services. |
|---|---|
| Personal Data | Identification and contact details. Professional data (such as the company you work at). Any other information you share with us in the performance of our services. |
| Retention Period | As long as necessary for the performance of our services and (customer) relationship.
In any case, your personal data will be deleted [ten (10)] years after the end or termination of our customer relationship, unless a longer retention period applies in accordance with applicable laws. |
| Legal Basis | Performance of a contract or legitimate interest (as applicable). |
| Purpose | To manage and schedule appointments and to follow up on them (by sending related (background) information such as quotes). |
|---|---|
| Personal Data | Identification and contact details
Professional data (such as company you work at) Technical data (such as information about your computer, Any other information you share with us in the performance of our services. |
| Retention Period | For as long as necessary to contact you and manage our appointments.
In any case, your personal data will be deleted [ten (10)] years after our last contact, unless a longer retention period applies cf. this privacy policy. |
| Legal Basis | Performance of a contract or legitimate interest (as applicable) |
| Purpose | To send direct marketing communications, such as sector-related blog posts, information about webinars, promotions, products, offers, etc. when you subscribe to the newsletter. |
|---|---|
| Personal Data | First name, last name, and email address.
Professional data (such as company you work at) Technical data (such as information about your computer, |
| Retention Period | For as long as your consent has not been withdrawn or for as long as we have a legitimate interest to contact you.
In any case, your personal data will be deleted as soon as we become aware that your contact details are no longer in use. For information on the retention period of personal data processed via cookies, please refer to our cookie policy on our Website. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
| Purpose | To answer and respond to your requests (e.g. submitted through the contact form on the Website or or after we had contact at a fair or (networking) event. |
|---|---|
| Personal Data | First name, last name, email address, region, market in which you are operating, professional data (such as company you work at) and the possible personal data that you provide in the message/comment box. |
| Retention Period | One (1) year after receipt of your message or request, unless a longer term is necessary to contact you (regarding a submitted contact request or question). |
| Legal Basis | Legitimate interest or performance of a contract (as applicable). |
| Purpose | To keep former employees informed about life at Itineris, and to invite them to exclusive alumni events. |
|---|---|
| Personal Data | First name, last name, and email address. |
| Retention Period | Until the former employee opts out. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
| Purpose | To answer requests submitted through the contact form on the Website. |
|---|---|
| Personal Data | First name, last name, email address, region, market in which you are operating, and the possible personal data that you provide in the message/comment box. |
| Retention Period | One (1) year after receipt of your message or request. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
| Purpose | To carry out recruitment and selection activities (including (without limitation) the creation of a talent pool and assessment of eligibility when you applied for a job position at Itineris through the Website). |
|---|---|
| Personal Data | First name, last name, email address, phone number, the information in respect of your profession and education as provided through your Curriculum Vitae (“CV”), your motivation letter, the personal data available on your social media profiles – only if you voluntarily insert your social media profile in your CV) including any content and personal data that you provide through the foregoing. |
| Retention Period | Five (5) years after the job application. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
| Purpose | To ensure the proper functioning and improvement of the Website, (including (without limitation) to tailor our Website to your use, for statistical and diagnostical purposes, for availability and accessibility of the Website, to monitor the effectiveness of the Website, etc.). |
|---|---|
| Personal Data | Technical data (such as information about your computer, mobile and other devices (such as your IP address, user ID, operating system, browser type)).Usage data (such as information about your use of our Website, including history, log files, date, time, location, frequency, duration of pages viewed, consent preferences, information about consent(s) you have given (such as the date and time of your consent). Any additional information you share with us while providing feedback on our website, systems and services. |
| Retention Period | The retention period ranges from the duration of a session or Website visit, to as long as your consent is not withdrawn. Technical information will in any case be deleted or pseudonymized as soon as possible after the data has been collected. In principle, we only use this data in an aggregated, anonymous, or pseudonymized manner. For more information, consult our cookie policy. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
| Purpose | Performance of Itineris’ accounting and (business) administration (including the follow-up of payments and outstanding balances) and for managing our (customer) relationship and handling any complaints. |
|---|---|
| Personal Data | Identification and contact details
Professional data (such as company you work for) Any additional information you share with us (in connection with a query, complaint or dispute). |
| Retention Period | Up to 10 years after the end or termination of our (customer relationship. For as long as necessary to pursue the legitimate interests of Itineris. |
| Legal Basis | Performance of a contract or legitimate interest (as applicable). |
| Purpose | To comply with our legal obligations (including responding to requests from data subjects, respecting your (consent) preferences, complying with our anti-money laundering and know-your-customer obligations and protecting the rights of others). |
|---|---|
| Personal Data | Identification and contact details
Professional data (such as company you work for) Technical data (such as information about your computer, Usage data (such as information about your use of our Website, including history, log files, date, time, location, frequency, duration of pages viewed, consent preferences, information about consent(s) you have given (such as the date and time of your consent). Any additional information you share with us (in connection with a query, complaint or dispute) Other personal data (this depends on the relevant legal obligation). |
| Retention Period | Up to 10 years after the end or termination of our (customer) relationship.For as long as required under applicable laws. |
| Legal Basis | Legal obligation. Performance of a contract or legitimate interest (as applicable). |
| Purpose | The processing of personal data for strategic and organizational decision-making (such as mergers, acquisitions, reorganizations, restructurings, and optimization of business processes). |
|---|---|
| Personal Data | Identification and contact details
Professional data (such as company you work for) Technical data (such as information about your computer, Usage data (such as information about your use of our Website, including history, log files, date, time, location, frequency, duration of pages viewed, consent preferences, information about consent(s) you have given (such as the date and time of your consent). Other personal data (depending on the strategic context), always in accordance with minimum data processing. |
| Retention Period | Up to 5 years after collection or as long as necessary to pursue Itineris’ legitimate interests. |
| Legal Basis | Legitimate interest. |
| Purpose | To share your customer experience, testimonials and references on our Website and other social media (including LinkedIn) to promote our services to potential customers and Website visitors. |
|---|---|
| Personal Data | Identification and contact details
Professional data (such as company you work for) Photos and videos (as applicable) All information shared during your review. |
| Retention Period | As long as your consent is not withdrawn. |
| Legal Basis | Consent
The consent you provide is always free, and you have the right to withdraw this consent at any time. Withdrawal of consent does not affect the Processing of Personal Data prior to such withdrawal. |
For more information about the retention periods, you can send an email to: privacy@itineris.net.
In principle, the personal data we process are obtained directly from you or are automatically collected by us (in the case of technical or usage data). Where Personal Data of a third party is disclosed via the Website or with a view to visiting the Website, the person communicating the Personal Data guarantees that he or she has informed that third party and that he or she has received all necessary consents to communicate the third party’s Personal Data via the Website to Itineris.
We kindly request that you do not share any special categories of personal data (such as, but not limited to, data about your health, your sexual orientation, trade union membership, religious beliefs, etc.) unless this is strictly necessary under applicable law. If you do provide us with such personal data, we will understand this as your intention to clearly disclose this personal data (in accordance with Article 9.2(e) of the GDPR) and we may process this personal data to achieve the purpose of the processing for which you are sharing this personal data, as set out below.
4. Who do we share your Personal Data with?
To fulfil the purposes described above in section 3, it is sometimes necessary for us to share your personal data with the following third parties:
Service providers (who are responsible for hosting our Website and systems, our IT infrastructure and IT security, payment service providers, communication providers, etc.);
Our professional advisers (such as lawyers, accountants, insurers, and auditors);
Consultants, freelancers, independent service providers and other subcontractors hired by Itineris to provide services to Itineris (in the context of our (client) relationship);
Supervisory authorities (upon request of the relevant entity);
Affiliated entities; and/or
Third parties to whom we wish to sell, transfer or merge (parts of) our shares, business or assets.
Upon request, we will inform you as soon as possible about the third parties with whom your personal data have been shared by providing you with a more detailed list.
This listing may evolve and shall be updated from time to time.
In addition, we may disclose your personal data if required by law, or if we determine in good faith that such disclosure is necessary during a legal dispute or to protect our rights.
Processors and Subprocessors of ltineris always act under the responsibility of ltineris. If ltineris engages Processors or Subprocessors, this will always be done in accordance with a data processing agreement that meets the requirements of the GDPR, and that protects your Personal Data as well as possible.
If you are directed to another application, platform, or website through the Website, other terms and conditions, and other privacy and cookie policies may apply. You should take into account any such terms and conditions and privacy and cookie policies of such applications, platforms and websites. We encourage you to read these terms and conditions and privacy and cookie policies of the other applications, platforms, and websites you visit.
5. Transfer of Personal Data outside the European Economic Area (EEA)
In principle, we do not transfer your personal data to third countries outside the European Economic Area (“EEA”), unless you are located outside the EEA and visit our Website outside the EEA. We may also transfer your personal data to countries outside the EEA via our processors or subprocessors.
In that case, Itineris shall transfer your Personal Data in accordance with applicable law (such as chapter V of the GDPR) (e.g. adequacy decisions, model contract clauses, binding corporate rules, codes of conduct, etc.). Please contact us if you would like more information about the specific mechanisms we use for transferring personal data to countries outside the EEA.
6. Direct marketing
Itineris will use your Personal Data for direct marketing purposes. It is possible that your Personal Data will be subject to profiling for marketing purposes. This enables Itineris to keep you informed about its products, updates, events, etc. You give your explicit consent for this, but you may at any time withdraw this consent and object to the Processing of your Personal Data for direct marketing purposes, including profiling, to the extent that it is related to such direct marketing (free of charge).
You shall have the right at any time to object to the Processing of your Personal Data for direct marketing purposes, including profiling to the extent that it is related to such direct marketing, free of charge, by sending an email to privacy@itineris.net.
7. Cookies
Our Website uses cookies and similar technologies. For more information, please refer to our cookie statement on our Website.
8. How are my Personal Data safeguarded?
Itineris has developed appropriate technical and organizational measures, safeguards and assurances to process your Personal Data in accordance with applicable Belgian and European regulations, in particular to protect your Personal Data against loss, misuse or unauthorized alteration.
Itineris maintains a team of technicians, automated systems and advanced technologies following industry best practices and other security measures in accordance with the best security practices to ensure that only authorized people can access the Personal Data.
Itineris makes all reasonable and appropriate efforts to protect the confidentiality of your Personal Data. Within Itineris, access to your Personal Data will only be granted on a need-to-know basis.
Despite the above measures taken by Itineris, you should be aware that there are always risks associated with sending Personal Data over the internet. The security and protection of your Personal Data can never be fully guaranteed.
9. What rights do I enjoy?
If and to the extent provided by the applicable Belgian and European regulations, you have the right:
a) to receive confirmation as to whether Itineris Processes your Personal Data and, where this is the case, to access the Personal Data that Itineris Processes;
b) to have inaccurate or incomplete Personal Data corrected by Itineris, without undue delay;
c) to have your Personal Data deleted by Itineris;
d) to obtain your Personal Data and to transfer it to another Controller or Processor;
e) to obtain a limitation of the Processing of your Personal Data from Itineris, to the extent possible subject to applicable Belgian and European regulations;
f) to receive your Personal Data in a structured, common and machine-readable format; and
g) to prevent the Processing of your Personal Data and the use of your Personal Data for direct marketing purposes.
You may exercise these rights by contacting the Data Protection Officer by sending an email to privacy@itineris.net. Itineris reserves the right to request a copy of the front side of your identity card (e.g. no identification number may be visible) if Itineris is unable to identify you or if Itineris has reason to doubt your identity. Moreover, you may blackline any information which is not necessary for identification or verification purposes.
Exercising your rights is in principle free of charge. Only in case of unreasonable or repeated requests, we reserve the right to charge a reasonable administrative fee. We will always inform you of the amount before we charge it.
To help you as efficiently as possible, we always ask you to specify which right you wish to exercise and to describe your request as clearly as possible. Please note that in some cases we will request additional information to make sure we deliver the information to the right person.
If you contact us to exercise your rights, we will reply within one (1) month. Exceptionally, this period may be extended (up to a maximum of three (3) months), but we will inform you of the reasons why within one month.
If and to the extent provided for in the applicable Belgian and European regulations, you have the right to file a complaint with the competent supervisory authority should the Processing of your Personal Data violate the applicable regulations. In Belgium, this is the Data Protection Authority (“Gegevensbeschermingsautoriteit”):
Drukpersstraat 35
1000 Brussel
+32 (0)2 274 48 00
contact@apd-gba.be
https://www.dataprotectionauthority.be
However, we would appreciate the opportunity to resolve your concerns before you contact the Data Protection Authority. We therefore kindly ask that you contact us at privacy@itineris.net first.
10. Consent for disclosure
You acknowledge, confirm, and expressly consent that we may disclose your Personal Data if this is required by law, or if Itineris determines in good faith that such disclosure is required in order:
a) to comply with any pending judicial inquiry, judicial order or litigation pertaining to the Website;
b) to respond to claims against Itineris regarding Personal Data that violate any rights of third parties;
c) to safeguard the rights, property and safety of Itineris, its employees, users, and the general public.
ltineris may disclose your Personal Data to competent police or judicial authorities or other official government authorities if Itineris deems this useful or necessary, in its sole discretion, for the investigation of fraud, intellectual property infringement or any other harmful activity, or if Itineris reasonably suspects that such activity may expose Itineris or you to any liability.
11. Retention
We retain your personal data only for as long as reasonably necessary to fulfil the purposes and in accordance with the retention periods set out in Article 3 of this privacy policy, including to comply with legal, regulatory, tax, accounting or reporting obligations. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe that a legal dispute is likely to arise regarding our relationship.
After that, your personal data may still be present in our backups or archives but will no longer be actively processed in a file. Such backups or archives are automatically deleted in accordance with our backup and archiving policy.
The applicable retention periods are listed in the table under Article 3.
12. Liability
If ltineris has legitimately transmitted your Personal Data to a third party (not being a Processor or Subprocessor), ltineris shall not be liable for any unlawful Processing or unlawful use by that third party.
Under no circumstances does ltineris accept responsibility for any direct or indirect damage resulting from faulty or unlawful use of the Personal Data by a third party (not being a Processor or Subprocessor).
ltineris is also not liable when third parties Process or use your Personal Data illegitimately and ltineris has taken the appropriate technical and organizational measures to go against such illegitimate Processing or use.
Itineris is in any case only liable for the damage caused by Processing of Personal Data if it did not comply with its specific obligations of GDPR. Itineris shall in no event be liable for any special, incidental, indirect or consequential losses or damages.
To the maximum extent permitted under applicable law, you agree not to hold Itineris’ employees, directors, contractors, representatives, and consultants personally liable for or in connection with this privacy statement and the processing of your personal data. Any claim (including any non-contractual liability claim) for or in connection with the processing of your personal data shall be brought exclusively against Itineris.
13. Amendments
We may update this statement at any time. Any amendments we make to this statement will be announced on our Website. The date of the most recent version is visible at the top of this policy. Please review this statement regularly to be aware of any changes that may affect you.
Amended versions of this statement will enter into force fourteen (14) days after publication on the Website and will always be submitted for approval, if necessary. If amendments are required to comply with a legal obligation, such amendments will take effect immediately.
14. Applicable law and competence clause
This Privacy Policy shall be governed, interpreted, and implemented in accordance with Belgian law, which applies exclusively in the event of any dispute.
The Belgian Courts and more specifically, the Ghent division within the jurisdiction of Ghent are exclusively competent to decide on any dispute that may arise from the interpretation or implementation of this Privacy Policy, without prejudice to the consumer’s right to present a dispute before the competent court on the basis of a mandatory statutory provision.
