Privacy Policy

Xedis bv (“Xedis”, “we”, “our”) is a Belgian boutique IT management consulting firm with its registered office at Diestsevest 14, 3000 Leuven, Belgium.

For any privacy-related question you can reach us at sales@xedis.be or +32 (0)16 44 07 80. We act as data controller for the processing described below.

Depending on your relationship with us, we may process:

• Website visitors, IP address, browser and device info, pages viewed, referrer, and cookie identifiers (only when you accept analytics cookies).
• Contact & discovery-call requests, name, company, role, email, phone and the content of your message.
• Clients & prospects, business contact details, project correspondence, contract and invoicing data.
• Candidates, CV, motivation, work history, contact details and any data you share during the interview process.

• To answer your questions and run a discovery call , based on your request (pre-contractual measures).
• To deliver our consulting services, based on the contract with our client.
• To run our recruitment process, based on pre-contractual measures and your consent.
• To improve this website and our marketing - based on your consent (analytics cookies) and our legitimate interest in running our business.
• To comply with legal obligations, accounting, tax, professional secrecy and other applicable laws.

• Contact and discovery-call data: up to 24 months after our last interaction, unless a project starts.
• Client contract and project data: for the duration of the engagement plus the legally required retention periods (typically 7 years for invoicing).
• Candidate data: up to 24 months after the end of the application process, unless you ask us to remove it sooner.
• Website analytics: maximum 14 months in aggregated form.

We never sell your data. We only share it with carefully selected processors that help us run our business:

• Hosting & website infrastructure providers.
• Email, calendar and CRM tooling.
• Analytics tooling (when you accept analytics cookies).
• Our accountant and, where legally required, public authorities.

Where a processor is located outside the European Economic Area, we rely on Standard Contractual Clauses or another transfer mechanism allowed under the GDPR.

This website uses strictly necessary cookies to function, and - only with your consent, analytics cookies (Google Analytics 4) to understand how the site is used. You can change your choice at any time via the cookie banner.

Under the GDPR you have the right to:

• Access the personal data we hold about you.
• Have inaccurate data corrected.
• Have your data erased, where applicable.
• Restrict or object to certain processing.
• Receive your data in a portable format.
• Withdraw your consent at any time.

You can exercise these rights by emailing sales@xedis.be. If you feel we have not handled your request correctly, you can lodge a complaint with the Belgian Data Protection Authority (gegevensbeschermingsautoriteit.be).

We apply appropriate technical and organisational measures to protect your personal data, including access control, encryption in transit, awareness training and a strict need-to-know principle within our team.

If you apply to join Xedis, whether spontaneously, via LinkedIn or in response to a vacancy, we process your application data (CV, motivation, work history, contact details and any correspondence) for the sole purpose of evaluating your candidacy.

The legal basis is your consent and the pre-contractual measures taken at your request. Your data is accessed only by the partners and senior consultants involved in the recruitment process. We do not run automated decision-making, and we never share your application with third parties without your explicit consent.

We keep candidate data for up to 24 months after the end of the application process so we can contact you if a more suitable role opens. You can ask us to delete it sooner at any time by emailing sales@xedis.be.

We may update this policy from time to time. The version date at the top of this page always reflects the most recent version.