Privacy Policy

Who We Are

Proxem AI is a specialist division of Proxem, operated by Proxem, registered in Belgium under enterprise number 0834.415.675, VAT BE 0834.415.675, with registered address at Luxemburgstraat 20, 9140 Temse, Belgium. When this policy refers to “Proxem AI”, “we”, or “us”, it means Proxem.

What Data We Collect

We collect personal data only when you voluntarily provide it through our Executive Briefing request form. This includes:

• •Your full name
• •Your job title
• •Your organisation's name
• •Your work email address
• •Your organisation's sector and headcount band
• •The mandate of interest you select
• •The context you describe about your current situation

How We Use Your Data

We use the information you provide to respond to your request, assess whether a briefing is a good fit, and communicate with you about a potential engagement. We do not use your data for marketing purposes unless you explicitly opt in.

Legal Basis for Processing

We process your personal data on the basis of legitimate interest (GDPR Article 6(1)(f)). When you submit a request through our form, you have a reasonable expectation that we will use your information to respond. Our legitimate interest is to assess fit and communicate with prospective clients.

We process anonymised, aggregated usage data via cookieless analytics on the basis of our legitimate interest (Article 6(1)(f) GDPR) in understanding and improving the Site's performance.

Third-Party Services

We use a limited number of third-party services to operate this website:

• •Vercel Inc. (hosting, content delivery, and website analytics): processes technical data and server logs to serve and secure the Site. Vercel is a US company; where personal data is transferred outside the European Economic Area, we rely on the European Commission's Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework (see International Transfers below).
• •Cloudflare, Inc.: provides content delivery and network security in front of our hosting. It processes technical connection data needed to route and secure traffic to the Site.
• •Vercel Web Analytics and Speed Insights: privacy-friendly, cookieless performance analytics used to monitor site health. They set no cookies and collect no personally identifiable information.
• •Proxem internal lead portal (PCC): when you submit the Executive Briefing form, the details are transmitted over a secured, authenticated connection to Proxem's own internal lead-management system so our team can respond and manage your request.
• •Supabase (Supabase Inc.): the EU-hosted PostgreSQL datastore (Frankfurt, eu-central-1) behind the PCC lead portal, and the system of record where your submitted form data is stored.
• •Resend, Inc. (US): the transactional email provider that delivers the lead-notification email to our team. It processes the personal data you submit (name, title, organisation, email, sector, headcount and context) to compose and send that email.

International Transfers

Where personal data is transferred outside the European Economic Area, we rely on appropriate safeguards recognised under the GDPR, principally the European Commission's Standard Contractual Clauses. Our providers are handled as follows:

• •Vercel Inc. (US): our hosting and cookieless analytics provider processes data in the United States, safeguarded by Standard Contractual Clauses and its active certification under the EU-US Data Privacy Framework.
• •Resend, Inc. (US): the content of the lead-notification email is processed on US infrastructure, which is a genuine transfer to the United States, safeguarded by Standard Contractual Clauses.
• •Supabase: your submitted form data is stored in the European Union (Frankfurt, eu-central-1), so this is not a transfer of the stored data to the United States. Supabase Inc. is US-incorporated and may have administrative or support access to the EU-resident data under Standard Contractual Clauses.

You can request more information using the contact details below.

Cookies

This website sets one cookie, NEXT_LOCALE, which remembers your language preference and is strictly necessary to operate the Site. It carries no tracking payload. Beyond this, the Site uses only privacy-friendly, cookieless analytics (Vercel Web Analytics and Speed Insights). It sets no tracking or advertising cookies, and it uses no Google Analytics and no Google Tag Manager. Because no non-essential cookies are set, no cookie-consent banner is required. Any strictly necessary cookie used to operate the Site is exempt from the consent requirement under the ePrivacy rules (as transposed into Belgian law).

Data Retention

Enquiry data submitted through our Executive Briefing form is retained for a maximum of two years from the date of submission. After this period, your data is permanently deleted unless an active client relationship exists, in which case retention is governed by our contractual obligations.

For clients, this means we keep account, project and contract records, including invoices, signed agreements and the evidence of your acceptance of them, for 10 years after the client relationship ends. This matches the standard Belgian limitation period for contractual claims and covers the shorter accounting and VAT retention periods that also apply. After this period, the data is permanently deleted.

Your Rights

Under the General Data Protection Regulation, you have the right to:

• •Access the personal data we hold about you
• •Request rectification of inaccurate data
• •Request erasure of your data
• •Request restriction of processing (GDPR Article 18)
• •Request data portability
• •Object to processing based on legitimate interest
• •Withdraw consent at any time (where consent is the legal basis)

Updates to This Policy

This privacy policy may be updated from time to time to reflect changes in our practices or legal requirements. The last-modified date is shown at the top of this page. We encourage you to review this policy periodically.

Contact

To exercise any of these rights, or for any question about this privacy policy or your personal data, contact us at [email protected]. We will respond within 30 days.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit) at www.gegevensbeschermingsautoriteit.be.