Privacy notice

Last updated: 22 October 2026

1. Who is responsible

The controller for the personal data described here is CaptureTech Belgium BV, Nijverheidsstraat 72, bus Unit 1A, 2160 Wommelgem, Belgium, enterprise number 0688.736.622 (VAT BE0688736622), referred to below as "CaptureTech" or "we".

For questions about privacy, write to info.be@capturetech.com [TO CONFIRM: a dedicated privacy address, e.g. privacy@capturetech.com, and whether a DPO is appointed] or by post to the address above.

2. Controller and processor

For the website, the contact form and the accounts of the people who sign in, CaptureTech is the controller. The data a customer puts into its own PrinterVision environment - its printers, sites, users and their activity - belongs to that customer: there CaptureTech processes personal data on the customer's behalf, as its processor, under the agreement with the customer [TO CONFIRM: data processing agreement (DPA) offered to customers]. If you use PrinterVision through your employer, your employer is the controller for that data and the first point of contact for your rights.

3. What we process, why, and on what basis

The contact form

When you send the form on our contact page, we receive your name, company, work e-mail address, optionally your phone number, the topic, the number of printers and your message. They are sent by e-mail to our sales team (sales.be@capturetech.com) and are not stored in a database of PrinterVision. We use them only to answer your request, for example to plan a demo or make an offer.

Legal basis: taking steps at your request before entering into a contract (GDPR art. 6(1)(b)) and, where you write on behalf of a company, our legitimate interest in answering business enquiries (art. 6(1)(f)).

Accounts and sign-in

People sign in to PrinterVision with their Microsoft work account. For each user we store the name, e-mail address and the identifiers of the Microsoft account and directory (tenant) they sign in with, the role and sites they are given, when the account was created and when it last signed in. PrinterVision does not receive or store Microsoft passwords. When an administrator of a customer accepts the terms of use, we record who accepted which version and when.

Legal basis: performance of the contract with the customer (art. 6(1)(b)), and our legitimate interest in giving only authorised people access (art. 6(1)(f)).

Operation log and security logs

Every change in a customer's environment is written to its operation log with the time, the action, the printer and the name of the user who made it. Sign-ins and refused sign-ins are logged with the IP address they came from. When CaptureTech support works in a customer's environment, that is written in the same operation log, under the support person's own name. The application also keeps technical logs for operating and securing the service; the details typed into the contact form are deliberately kept out of them.

Legal basis: our legitimate interest and the customer's in security, accountability and fault finding (art. 6(1)(f)).

4. Who receives the data

We use these processors, under a data processing agreement with each:

Alerts and reports that PrinterVision e-mails are sent through the mail server set up in the customer's environment [TO CONFIRM: which mail service the cloud environments use for alerts and reports, and add it here if it is a processor of CaptureTech].

Within CaptureTech, only the people who need it see the data: sales for contact requests, support and operations for the service. We do not sell personal data and do not share it for advertising.

5. Transfers outside the EU

Twilio SendGrid processes e-mail in the United States. Twilio is certified under the EU-U.S. Data Privacy Framework, and the transfer is also covered by the European Commission's standard contractual clauses. Where Microsoft processes data outside the EU, it does so under the Data Privacy Framework and standard contractual clauses as well. [TO CONFIRM: the SendGrid and Microsoft agreements CaptureTech has accepted]

6. How long we keep it

• Contact requests: as long as needed to handle the request and any follow-up [TO CONFIRM: retention period of contact mails, e.g. 2 years after the last contact].
• User accounts: as long as the customer's contract runs and the account exists; deleted with the customer's environment after the contract ends [TO CONFIRM: period after contract end].
• Operation log: set by each customer; by default entries are removed after 4 weeks.
• Technical logs of the service: [TO CONFIRM: retention of application and hosting logs].

7. Your rights

You have the right to access your personal data, to have it corrected or erased, to restrict its processing, to receive it in a portable format, and to object to processing based on legitimate interest. Where processing is based on consent, you can withdraw it at any time. To use these rights, write to info.be@capturetech.com; we answer within one month. For data in your employer's PrinterVision environment, we pass your request on to your employer.

You can also lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, www.dataprotectionauthority.be, or with the authority of the country where you live or work.

We do not take decisions about you based solely on automated processing, and we do not profile visitors.

8. Cookies

printer.vision and PrinterVision use only cookies that are strictly necessary for the service to work: to keep you signed in and to protect forms and the sign-in against forgery. There are no analytics, advertising or tracking cookies, and no third-party cookies on the public site. Strictly necessary cookies need no consent, which is why you do not see a cookie banner.

When you switch between English and Dutch, the site keeps your scroll position in your browser's session storage for that one page load; it never leaves your browser and is removed as soon as it is read.

9. Changes

We update this notice when what we do with personal data changes. The date at the top shows the current version. More about how we protect the service is on the security page; our company details are on the legal page.