Sortscoutroms
Atelier Inquiry
Legal Documentation & Governance

Privacy Policy

Effective Date: January 1, 2026. This policy describes how Sortscoutroms Atelier BV collects, processes, and protects your personal information under the General Data Protection Regulation (GDPR) and international privacy frameworks.

1. Data Controller Identification

The data controller responsible for the processing of your personal data on this website is:

Sortscoutroms Atelier BV
Company Registration Number (CBE): BE 0849.392.814
Registered Address: Avenue Louise 240, 1050 Brussels, Belgium
Contact Email: [email protected]
Designated Data Protection Officer (DPO): [email protected]

2. Categories of Personal Data Collected

We collect personal information that you voluntarily furnish when interacting with our lighting atelier monographs, submitting technical inquiries, or configuring cookie choices. This data includes:

  • Contact Identification Data: Full name, professional title, architectural firm or studio name, business email address, phone number, and physical mailing address when requesting sample finishes.
  • Communication Records: Specific lighting inquiries, project dimensions, photometric specifications, and correspondence logs exchanged with our technical team.
  • Technical Navigation Telemetry: Anonymized or pseudonymized IP addresses, browser vendor and version, operating system, referring URL, time stamps, and pages accessed.
  • Cookie Consent Choices: Your recorded preferences regarding optional analytics and performance cookies.

3. Legal Bases and Purposes of Processing

In compliance with Article 6 of the General Data Protection Regulation (Regulation (EU) 2016/679), we process personal data under the following legitimate legal grounds:

  • Performance of a Contract or Pre-Contractual Steps (Art. 6(1)(b)): To respond directly to your technical inquiries, supply product catalogues, formulate photometric calculations, and provide quotes.
  • Legitimate Interests (Art. 6(1)(f)): To maintain web server security, diagnose infrastructure faults, prevent fraudulent activity, and optimize site accessibility.
  • Consent (Art. 6(1)(a)): To activate optional analytical telemetry and custom cookie preferences. You may withdraw consent at any time via our Cookie Policy controls.
  • Legal Compliance (Art. 6(1)(c)): To preserve accounting records, respond to lawful regulatory requests, and adhere to Belgian fiscal requirements.

4. Third-Party Service Processors and Data Transfers

We do not sell, rent, or trade your personal data to commercial data brokers. We engage selected third-party service providers bound by strict Data Processing Agreements (DPAs) compliant with Article 28 GDPR:

  • Web Hosting Infrastructure: Cloud hosting facilities located inside the European Economic Area (EEA), implementing ISO 27001 security standards and AES-256 encryption at rest.
  • Technical Email Dispatch: Authenticated SMTP relays operating within the EEA to deliver consultation notifications and administrative confirmations.
  • Web Analytics: Privacy-centric, anonymized telemetry platforms configured to redact the final octet of IP addresses before logging.

Where data is processed outside the EEA, transfers rely strictly upon European Commission Standard Contractual Clauses (SCCs) and appropriate supplementary technical safeguards.

5. Your Rights Under European and International Law

Under Chapter III of the GDPR (and equivalent provisions under the California Consumer Privacy Act (CCPA) for California residents), you hold the following fundamental rights:

  • Right of Access (Art. 15): Obtain confirmation of whether we process your personal data and receive a clear copy of stored records.
  • Right to Rectification (Art. 16): Require the correction of inaccurate or incomplete personal information.
  • Right to Erasure / "Right to be Forgotten" (Art. 17): Request deletion of personal records where processing is no longer required.
  • Right to Restriction of Processing (Art. 18): Restrict the scope of data processing during verification or disputes.
  • Right to Data Portability (Art. 20): Receive your personal data in a structured, commonly used, and machine-readable format (e.g., JSON or CSV).
  • Right to Object (Art. 21): Object to processing justified under legitimate interests or direct informational correspondence.
  • Right to Lodge a Complaint: You have the right to file a formal complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels (dataprotectionauthority.be).

6. Data Retention Periods

We retain personal information only for the duration necessary to fulfill the specific operational purpose for which it was obtained:

  • General studio inquiries and sample requests: Retained for 24 months following the last recorded communication, then securely expunged.
  • Contractual and project billing records: Maintained for 7 to 10 years in compliance with Belgian statutory commercial accounting obligations.
  • Server access logs: Automatically overwritten on a rolling 30-day security cycle.

7. Security Measures and Technical Architecture

Sortscoutroms maintains rigorous physical, electronic, and procedural safeguards. All network communications are secured using Transport Layer Security (TLS 1.3) with HSTS enforcement. Access to internal technical files and customer communications is restricted to authorized personnel via multi-factor authentication (MFA) on a strict need-to-know basis.

8. Updates to This Policy

We reserve the right to revise this Privacy Policy periodically to reflect evolving regulatory standards or modifications to our studio operations. Any substantial updates will be highlighted on this page along with an updated revision date.

If you have questions or wish to exercise your data rights, please contact our Data Protection Officer at [email protected].