Privacy Policy
VespaTracker BV
(V1.0_26042026)
VespaTracker BV attaches great importance to the protection of your personal data.
This Privacy Policy aims to provide clear and transparent information on how we process personal data.
1. General framework
VespaTracker BV develops and distributes digital hardware and software solutions to support the detection of nests of invasive insect species, including the Asian hornet.
Certain software functionalities are provided via the Hoornaarspotter platform (mobile application and website), operated by our partner Jobtimist BV. As an independent provider, this entity is responsible for the operation, security, and data processing within its platform. The processing of personal data within that platform is governed by its own separate privacy policy.
This Privacy Policy explains how VespaTracker BV collects, uses, secures, and retains personal data in accordance with the General Data Protection Regulation (GDPR) and the Belgian Act of 30 July 2018.
This policy applies to:
- visitors of www.vespatracker.com (the “Website”);
- business (B2B) and consumer (B2C) contacts;
- customers and suppliers;
- users of our products and services;
- individuals who contact us via email or website forms.
2. Data Controller
VespaTracker BV, Geldenaaksebaan 310, 3001 Heverlee – Belgium. Company number: BE 1023.965.949. Email: info@vespatracker.com
VespaTracker BV acts as the data controller for personal data processed for its own purposes.
For any questions, complaints, or GDPR-related requests concerning the Hoornaarspotter platform, users should contact:
Jobtimist BV, Lubbeekstraat 10, 3212 Pellenberg – Belgium. Company number: BE 0891.234.16. Email: info@hoornaarspotter.be
VespaTracker BV is not responsible for:
- the operation, availability, or performance of the Hoornaarspotter platform;
- the processing or security of personal data within that platform;
- any errors, malfunctions, data loss, or damages resulting from the use of this software.
3. Personal data processed
Depending on your relationship with us, VespaTracker BV may process the following categories of personal data:
3.1 Website visitors
- name, email address, and phone number (if voluntarily provided);
- IP address, browser data, and cookie preferences.
3.2 Customers
- name, address, email address, and phone number;
- selected VespaTracker products and services;
- billing and payment data;
- delivery information (address and receiving contact person).
3.3 Professional contacts (B2B)
- name, position, business email address, and phone number;
- company details (name, legal form, address, VAT number).
3.4 Product users (where applicable)
- information related to interest in and purchase of VespaTracker products;
- support requests submitted via the “Help” function (content, timing, and user identity).
4. Purposes and legal bases
VespaTracker BV processes personal data exclusively for the following purposes and on the corresponding legal bases:
| Purpose | Legal basis |
|---|---|
| Order processing, delivery, and customer management | Contractual necessity (Art. 6(1)(b) GDPR) |
| Billing and accounting obligations | Legal obligation (Art. 6(1)(c) GDPR) |
| Customer support and technical follow-up | Contractual necessity + legitimate interest (Art. 6(1)(b) and (f) GDPR) |
| Warranty management and product follow-up | Contractual necessity + legitimate interest |
| Security of website, systems, and communications | Legitimate interest (Art. 6(1)(f) GDPR) |
| Responding to inquiries (email or contact form) | Legitimate interest (Art. 6(1)(f) GDPR) |
| Sending newsletters, event invitations, and marketing communications | Consent (Art. 6(1)(a) GDPR), unless legally permitted otherwise |
| Website interactions | Legitimate interest (Art. 6(1)(f) GDPR) |
| Use of non-essential cookies | Consent (Art. 6(1)(a) GDPR) |
5. Data retention
VespaTracker BV retains personal data only as long as necessary for the purposes for which it is processed, taking into account legal obligations.
| Data category | Retention period |
|---|---|
| Contact requests (website, email) | Maximum 2 years after last contact |
| Customer and order data | As long as necessary for contract execution, customer management, and warranty |
| Billing and accounting data | 7 years (legal obligation) |
| Warranty and support data | During the warranty period (+2 years for B2C, +1 year for B2B) |
| Marketing data | Until consent is withdrawn or opt-out |
| Technical data (cookies, website) | As specified in the cookie policy |
6. Recipients and processors
VespaTracker BV shares personal data only when necessary for its operations, including with:
- IT and hosting service providers;
- payment service providers;
- logistics partners;
- accounting and administrative service providers;
- professional advisors (legal or financial), where necessary;
- competent public authorities where legally required.
Where required, data processing agreements are concluded in accordance with Article 28 GDPR.
VespaTracker BV does not sell personal data to third parties.
7. Transfers outside the EU
Personal data is not transferred outside the European Economic Area (EEA), unless:
- the recipient country is subject to an adequacy decision, or
- appropriate safeguards are in place (such as Standard Contractual Clauses).
8. Security measures
VespaTracker BV implements appropriate technical and organisational measures to protect personal data against loss, misuse, or unauthorised access, including:
- data encryption where appropriate;
- secure connections (HTTPS);
- access control and password policies;
- restriction of access to authorised personnel;
- logging and monitoring;
- regular backups;
- security measures at the level of IT service providers.
9. Data subject rights
Within the limits of applicable law, you have the right to:
- access your personal data;
- request correction of inaccurate data;
- request deletion of your data (“right to be forgotten”);
- request restriction of processing;
- object to certain processing activities;
- receive your data in a portable format, where applicable;
- withdraw your consent at any time.
You may exercise these rights via: info@vespatracker.com
10. Complaints
You have the right to lodge a complaint with the Belgian Data Protection Authority:
Data Protection Authority, Rue de la Presse 35, 1000 Brussels. contact@apd-gba.be
11. Amendments
VespaTracker BV may amend this Privacy Policy from time to time.
The most recent version is always available at www.vespatracker.com.
12. Applicable law
This Privacy Policy is governed by Belgian law.
Any disputes fall under the jurisdiction of the courts of the district of the registered office of VespaTracker BV.