Privacy statement

Privacy policy

BV Domein Voorschoten, known under the brand name Opti-Scan Consult, with its registered office at Zagerijstraat 10, Bus 08, 2240 Zandhoven, registered in the companies register under enterprise number 0800.060.651, aims to support other companies and entrepreneurs in complying with the applicable legislation on food safety and allergen management. It does so by guiding businesses towards a sound self-check system (own-check system).
Domein Voorschoten BV will hereinafter be referred to by its brand name, Opti-Scan Consult.

This document outlines the privacy policy of Opti-Scan Consult that applies to the services offered by Opti-Scan Consult and to the use of the website.
We offer the option of using a contact form via the website and/or contacting us by email. It is also possible to contact us via our Facebook page. This list of options is not exhaustive, and any new web applications introduced in the future will therefore automatically fall under this privacy statement.

Opti-Scan Consult takes privacy very seriously. With this document, we therefore wish to inform you as clearly as possible about how Opti-Scan Consult collects and uses personal data.

As a company, Opti-Scan Consult does everything in its power, and provides all possible means, to comply with Belgian and European legislation on the protection of privacy. Opti-Scan Consult does everything in its power to be GDPR-compliant as a company (i.e. to comply with the General Data Protection Regulation).

This privacy statement is the first version to be published and was last updated on 07/10/2026

Purposes of processing

When you visit our website, no personal data is stored. We do, however, use cookies. You will find more information about our cookie policy later in this privacy statement.

Personal data is processed for various purposes. We attach great importance to collecting and processing data only for purposes that are relevant and useful, and limited to what is genuinely necessary for the purposes for which it is processed.

Opti-Scan Consult collects and processes clients' personal data for client and order management - client administration, tracking orders/deliveries, invoicing and sending a newsletter, where applicable.

Legal basis for processing and collecting data

By using our website, contact details, Facebook page and services, a number of items of personal data may be collected. “Personal data” means any information relating to an identified or identifiable natural person. This data is therefore collected in various ways, including, among others:

• Using our services
• Applying for an existing vacancy or submitting a speculative application
• Contacting Opti-Scan Consult via the online contact form and/or email
• Subscribing to our newsletter
• Being connected with our social media
• This list is not exhaustive…

Opti-Scan Consult may collect data directly or obtain it through third parties, provided that you have given your consent to this.

When the contact form on our website is completed, we process the contact details (surname, first name, email address, telephone number, company name) solely for the purpose of being able to handle your message.

When someone subscribes to our newsletter, we store your email address. We need this in order to be able to send you the newsletter. Your email address is stored securely in our database.

If you are a client of Opti-Scan Consult, we also store your contact and invoicing details in our database.
For the optimal performance of your assignment for Opti-Scan Consult, or in the run-up to a possible collaboration, we also need to keep and process a number of personal details. When creating a contact person in our database, we therefore always record first name, surname, mobile and/or telephone number, email address, language and gender. We also provide each contact with a number of informative tags (e.g. former client, current client, prospect,…) and a capacity (e.g. partner company, freelancer,…).
This data will be used, on the one hand, for data storage for the purposes of efficient communication, analysis and reporting and, on the other hand, for data processing that falls within the performance of the assignment entrusted to Opti-Scan Consult.
All data collected by Opti-Scan Consult will ultimately serve to ensure that the collaboration runs smoothly.
Additional data such as address, website and bank details may also be provided voluntarily with a view to a more precise collaboration.

All personal data requested is essential for the optimal performance of the assignment outsourced to Opti-Scan Consult. Should a problem arise, all this data serves to enable us to contact the client quickly.

Security

Opti-Scan Consult takes all reasonable security measures to protect your data against unexpected destruction, accidental loss, deliberate alteration or unauthorised access.

Opti-Scan Consult uses Microsoft products; Microsoft presents itself as a GDPR-compliant service provider. You can find out how Microsoft's products comply with GDPR legislation in the Microsoft Trust Center.

The data collected by Opti-Scan Consult is processed in Buildbase. Buildbase also presents itself as a GDPR-compliant partner. You can find out how Buildbase's products comply with GDPR legislation on the Buildbase website.

Furthermore, use is made of, among other things, firewalls, antivirus systems and an internal password policy. The number of staff members with access to your personal data is limited to what is necessary for carrying out their tasks for the client. Processing will take place in compliance with the Act on the protection of privacy (Privacy Act of 08/12/1992) and the General Data Protection Regulation (GDPR, EU 2016/679).

Your data is also physically protected in our offices by an alarm system with camera surveillance.

Disclosure to third parties and retention periods

Opti-Scan Consult will under no circumstances disclose the personal data collected to third parties, unless this is necessary for the performance of our services.
In exceptional cases, we are also under a legal obligation to retain certain personal data and/or disclose it to public authorities and/or judicial authorities (social secretariat, tax obligations, requests relating to a police or judicial investigation)

Opti-Scan Consult may also call on freelancers and outsource part of our services to them, in order to serve our clients even better and help them more quickly.

Personal data is not retained for longer than is necessary for the purposes for which it is processed. The retention period will therefore vary and will not be the same for every client.

Cookies

Cookies are used on the website of Opti-Scan Consult (https://www.opti-scan.be). These make it possible to remember information about you and enable a website to recognise your browser and to browse a website quickly and easily. These cookies therefore contain information to remember certain preferences, so that these do not have to be entered again each time you revisit a website.
They can also be used to make the graphic content of a website appear correctly and neatly and to make it work properly.
If you do not want a website to place cookies on your computer, you can set this in your browser.
If you wish, you can block cookies via your browser settings. To do so, go to the help page of the browser you use.

Opti-Scan Consult uses First Party Cookies, which are placed only on the website and serve to ensure that it works properly.
In addition, Opti-Scan Consult also uses Third Party Cookies, which are placed on the website by another party with a different domain name and serve to improve your user experience and enable us to measure the use of the website.
All partners with whom we work comply with current GDPR regulations, and you can find more information about exactly which data is collected and how long it is retained via the links below:
https://support.google.com/analytics/answer/6318039?hl=nl
https://www.hotjar.com/privacy/gdpr-compliance/
https://help.hotjar.com/hc/en-us/articles/115011789248-Hotjar-Cookies

Opti-Scan Consult does everything necessary to make its website work properly, which naturally means that some parts of the website require the use of cookies. Certain cookies are used to ensure that the website can function optimally. For the use of these cookies, Opti-Scan Consult relies on a legitimate interest.

Which rights do you have?

In accordance with the General Data Protection Regulation (GDPR), you have specific rights in relation to the processing of your personal data.

Right of access, rectification, portability and restriction of personal data
Clients have the right to inspect all personal data we collect about them (access).
You can have any inaccuracies or incompleteness corrected (rectification), or have the data not processed on account of its inaccuracy (restriction of personal data). You can also ask for your digital personal data to be transferred to another organisation providing similar services (portability).

Right to be forgotten
A visitor/client always has the right to have his/her data deleted from our databases.

Right to lodge a complaint
If the client believes that we have processed his or her data unlawfully, the client has the right to lodge a complaint.
In the first instance, this can be done with us via steven@opti-scan.be. We will take your complaint, question or request for restriction seriously, answer and inform you as well as we can, and endeavour to find a solution.
If this is unsuccessful and you consider it necessary, a complaint can always be lodged with the Belgian Data Protection Authority.
Drukpersstraat 35, 1000 Brussels, Tel: 02/274 48 00, email: contact@apd-gba.be, website: www.gegevensbeschermingsautoriteit.be.

Amendments

Opti-Scan Consult has the right to amend this privacy statement. Any amendments will be published on the website. By visiting our website, you are automatically bound by the terms of the (amended) privacy policy. In the event of an amendment, the new version of the privacy policy takes effect after the date of publication. All notifications of any amendments and the publication of the amended privacy policy will be made via www.opti-scan.be or our newsletter.

Questions?

If you have any questions, complaints or comments about our privacy statement or the way in which we process your personal data, including the exercise of your rights, you can get in touch via steven@opti-scan.com