Privacy Statement Website

Version 2nd June 2026

Thank you for visiting our website!

The protection of your privacy and personal data is of utmost importance to us. We make every effort to protect your privacy and to ensure that you can safely entrust us with your personal data. We aim to be transparent regarding how we process your personal data and what we do with your personal data. We provide you with more detail on those processes in this privacy policy.

Furthermore, appropriate security measures have been taken to avoid loss, alteration, access by unauthorised persons and/or any other unlawful processing of your personal data.

Who are we?

We are CHILI publish NV, a limited company located at 9320 Erembodegem, Korte Keppestraat 9, box 11 (Belgium) (hereinafter referred to as “CHILI publish” or “we”). CHILI publish is a software company, building its flagship product CHILI GraFx. CHILI GraFx is a creative automation platform, also able to process your (dynamic) assets in an automated way.

CHILI publish processes your personal data in accordance with the obligations imposed by Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (“GDPR”).

Some definitions

The term “personal data” refers to: all information about an identified or identifiable natural person (the “data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular through an identifier, such as a name, identification number, location data, online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. In other words, all the information which can be used to identify a person. These elements include, for instance, your surname, first name, date of birth, telephone number and email address, as well as your IP address.

The term "processing" is very broad and covers, among other things, collecting, recording, organising, storing, updating, modifying, retrieving, consulting, using, disseminating, combining, archiving and deleting data.

The “controller” is the entity responsible for the processing of your personal data. CHILI publish is responsible for the processing of your personal data. We are what the GDPR refers to as the “data controller” of your personal data. This means that we, sometimes jointly with other entities, determine the purpose and means for the processing of your personal data.

What categories of personal data do we process? Why? On what grounds? For how long?

In the table below, you will find an overview of:

  • Column 1: what categories of personal data we process (the “Categories of personal data”);
  • Column 2: why we process your personal data (the “Purposes”);
  • Column 3: on what legal grounds the processing is based (the “Legal basis”); and
  • Column 4: for how long we process your personal data (the “Retention period”).

All processing activities involving your personal data occur for one or more specific purposes. In addition, we only process your personal data when we can rely on a valid legal basis.

The applicable legal basis, which you will find in the column “Legal basis”, means the following:

  • “Consent”: which means that you have given consent for the processing of personal data for one or more specific purposes;
  • “Agreement”: which means that the processing of personal data is necessary to provide the services agreed on in accordance with the agreement;
  • “Legal obligations”: which means that the processing is required by law for a particular purpose;
  • “Legitimate interest”: which means the processing is necessary to protect our legitimate interests or those of a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
Categories of personal data Purposes Legal ground Retention period
Personal identification information, IP-address To allow you to access our website Consent Until the end of your visit to our website
Account information, personal identification information, contact information To register you as a user in our database or as a customer Consent As long as your account is registered on our website
Contact information To register you for our newsletter and keep you informed of our promotions and product updates Consent Until two years after you registered for our newsletters or until you withdraw your consent if this occurs earlier
Personal identification information and contact information To communicate with you when you requested a demo or when you contacted us through the website Consent Until the communication is terminated
Personal identification and contact information credentials, resumé, picture, proof of residence, labor information To assess your job application and contact you for an interview Consent Until the end of the hiring process
Personal identification information, IP-address, location data For statistical purposes and to optimize our services by gaining insights Consent During your browser session and as long as your consent is given
Personal identification information, account information, payment details To provide our services to you Agreement During the term of the agreement
Personal identification and contact information, your communication or request through the website To treat your request and generate a reply Legitimate interest As long as necessary for the treatment of your request
Personal identification information and payment information To comply with legal and administrative obligations Legal obligation As long as required by law or until the end of legal proceedings in the event these are ongoing
Personal identification information, invoicing details, financial information To defend our rights and interests Legitimate interest Applicable statute of limitation
Personal identification information To contact you and communicate with you in light of legal proceedings or for negotiations Legitimate interest As long as the legal proceedings are ongoing or as long as required for purposes of proof

The use of cookies

CHILI publish uses cookies to permanently monitor and improve our services, performance and your customer experience on our website. For more information on the cookies we use, please consult our cookie policy which can be found at: cookie policy.

Retention of your personal data

We shall only retain your personal data for as long as necessary to achieve the intended purpose. You should take into account that numerous (legal) retention periods result in the fact that personal data (must) remain stored. Where there is no obligation to retain the data, it shall be routinely deleted once the purpose for which it was collected has been fulfilled.

In addition, we may store your personal data if you have given us your consent to do so or if we may need this data in the context of a legal claim. In the latter case, we would need to use certain personal data as evidence. To this end, we store certain personal data, in accordance with the applicable statute of limitations, which may be up to thirty years; however, the usual statute of limitations in relation to personal claims is ten years.

Sources of your personal data

We process personal data that you spontaneously provide to us. If additional personal data are required, we will inform you whether or not you are obliged to communicate them to us and what the consequences are if you do not communicate them. Failure to communicate personal data may result in our inability to provide our products and services to you.

Categories of recipients

Within our organisation, we ensure that your personal data is only accessible to those who need it to fulfil contractual and legal obligations for or on behalf of CHILI publish.

We will only disclose your personal data to third parties in accordance with statutory provisions or if you have given your consent. In certain cases, our employees are supported by external service providers in performing their tasks.

Furthermore, we do not transfer personal data to third parties unless we are obliged to do so on the basis of legal provisions (e.g. transfer to government bodies such as supervisory or law enforcement authorities).

In particular, we identify the following categories of recipients:

  • Governmental or regulatory authorities when requested in the context of complying with a judgment or decree, legislation, regulation, standard or legal process;
  • External service providers that enable us to provide the website functionalities to you or that are involved in the sales process of our products;
  • External service providers for supporting services;
  • Partners of CHILI publish when an integration is possible with the partner’s products to ensure that you can benefit from its services.

Security of your personal data

The security of your personal data is an important concern for us. We have taken all reasonable and adequate technical and organisational security measures to protect your personal data as best as possible against accidental or intentional manipulation, loss, destruction or access by unauthorised persons.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to us via the internet. Any transmission of personal data is at your own risk.

Transfer to third countries outside of the European Economic Area (“EEA”)

Insofar as such transfers are necessary, we take the necessary measures to ensure that your personal data are highly protected and that all transfers of personal data outside the EEA take place lawfully.

Your privacy rights

To give you more control over the processing of your personal data, you have various rights at your disposal. These rights are laid down, amongst others, in articles 15-22 of the GDPR.

You have the following rights:

The right to access the personal data we process about you (art. 15 GDPR)

You have the right to be informed by us at any time whether or not we are processing your personal data. If we are processing them, you have the right to access these personal data and to receive additional information about:

  • the purposes of the processing;
  • the categories of personal data concerned;
  • the recipients or categories of recipients (in particular, recipients in third countries);
  • the retention period or, if that is not possible, the criteria for determining that period;
  • the existence of your privacy rights;
  • the right to lodge a complaint with the supervisory authority;
  • the source of the personal data if we obtain personal data from a third party;
  • whether we are using automated decision-making in respect of you.

If we cannot give you access to your personal data (e.g. due to legal obligations), we shall inform you as to why this is not possible.

You can also obtain a free copy, in an understandable format, of the processed personal data in an understandable format. Please note that we may charge a reasonable fee to cover our administrative costs for any additional copy you may request.

The right to be forgotten (the right to request us to delete your personal data) (art. 17 GDPR):

In certain cases, you can request that we delete your personal data. Please also note that your right to be forgotten is not absolute. We are entitled to continue to store your personal data if this is necessary for, among other things, the execution of the agreement, compliance with a legal obligation, or the establishment, execution or substantiation of a legal claim. We shall inform you of this in a more detailed manner in our response to your request.

The right to rectification (art. 16 GDPR):

If your personal data is incorrect, out of date or incomplete, you can ask us to correct these inaccuracies or incomplete information.

The right to data portability (art. 20 GDPR):

Subject to certain conditions, you also have the right to have the personal data that you have provided to us for the performance of the agreement or for which you have given your consent, transferred by us to another controller. Insofar as technically possible, we shall provide your personal data directly to the new controller.

The right to restriction of processing (art. 18 GDPR):

If any of the following elements apply, you may request us to restrict the processing of your personal data:

  • you dispute the accuracy of those personal data (in this case, its use shall be limited for a period that allows us to verify the accuracy of the personal data);
  • the processing of your personal data is unlawful;
  • we no longer need your personal data for the intended purposes, but you need them in establishing, exercising or substantiating a legal claim;
  • as long as no decision has been taken on exercising your right to object to the processing, you may request that the use of your personal data be restricted.
The right to object (art. 21 GDPR):

You can object to the processing of your personal data on the basis of your particular situation, if we process your personal data on the basis of legitimate interests or on the basis of a task of general interest. In this event, we shall cease the processing of your personal data, unless we can demonstrate compelling and legitimate grounds for processing which outweigh your own, or if the processing of the personal data is related to establishing, exercising or substantiating a legal claim.

The right not to be subject to automated decision-making (art. 22 GDPR):

You have the right not to be subject to a decision made exclusively on the basis of automated data processing that significantly affects you or has legal consequences and that is made without substantial human involvement.

You cannot exercise this right in following three situations:

  • when automated decision-making is legally permitted (e.g. to prevent tax fraud);
  • when automated decision-making is based on your explicit consent; or
  • when automated decision-making is necessary for entering into, or performance of a contract (please note: we always endeavour to use less privacy-intrusive methods for entering into a contract or performing the services).
The right to withdraw your consent (Art. 7 GDPR):

If your personal data are processed on the basis of your consent, you may withdraw this consent at any time upon simple request vie email or by using the indicated “unsubscribe”-button in the communication you received.

Exercising your rights

To exercise these rights, you can contact us by using the contact details set out in Section – “Who are we?”.

In order to verify your identity when you wish to exercise these rights, we may ask you to send us a copy of the front side of your identity card. The image on your electronic identity card shall not be retained by us. We strongly advise you to “blackline” the image before transmitting a copy of your electronic identity card to us.

You can exercise the abovementioned rights free of charge, unless your request is manifestly unfounded or excessive (for instance due to its repetitive nature). In such cases, we shall be entitled to charge you a reasonable fee or to refuse to respond to your request.

Complaints?

We make every effort to securely protect your privacy and personal data. If you have a complaint about the way in which we process your personal data, you can notify us thereof via our contact details, as mentioned at the beginning of this privacy policy, so that we can deal with it as quickly as possible.

You can also lodge a complaint with the competent supervisory authority. In Belgium, the competent supervisory authority is the Data Protection Authority, with the following contact details:

Website:

https://www.dataprotectionauthority.be

Contact details:

Data Protection Authority

Drukpersstraat 35, 1000 Brussels, Belgium

+32 (0)2 274 48 00

contact@apd-gba.be

Do you have any questions?

You can always contact us via security@chili-publish.com for any questions related to your privacy rights, our processing activities on the website or this privacy policy.

Amendments

In response to feedback, or to reflect changes in our processing activities, we may amend this privacy policy from time to time. We therefore invite you to always consult the latest version of this privacy policy on our website.