Privacy Policy

Last updated on 11 June 2026·Version 1.0

VICAR Agency BV, with registered office at Langestraat 61, 8000 Bruges, Belgium and company number BE1007.535.040, attaches great importance to protecting your privacy and personal data.

In this privacy policy we explain which personal data we collect, why we process it, how long we keep it, with whom we share it and what rights you have.

This privacy policy applies to the use of our website, our services, our communications, our commercial activities and any other interactions with VICAR Agency BV.

1. Who are we?

VICAR Agency BV
Registered office: Langestraat 61, 8000 Bruges, Belgium
Commercial address: Legeweg 163M, 8020 Oostkamp, Belgium
Company number: BE1007.535.040
Email: info@vicaragency.com
Website: www.vicaragency.com

For processing activities where VICAR Agency BV determines the purpose and means itself, we act as the controller within the meaning of the General Data Protection Regulation (GDPR).

When we process personal data on behalf of our clients — for example for advertising campaigns, email marketing, CRM management, tracking, analytics, lead generation or website management — we generally act as a processor. In that case the client determines the purpose and means of processing, and we enter into a data processing agreement with that client.

2. Which personal data do we process?

Depending on your relationship with VICAR Agency BV, we may process the following personal data:

first and last name;
company name;
function or role;
email address;
phone number;
address details;
VAT or company number;
communication preferences;
quotation and project information;
invoicing details;
information you provide to us via forms, email, phone, meetings or other communication channels.

When you visit our website, we may also process technical and analytical data, such as:

IP address;
browser type;
device type;
operating system;
pages visited;
click behaviour;
date and time of visit;
referring website;
cookie IDs;
analytics and tracking data.

When we provide services to clients, we may also process personal data on behalf of those clients about their customers, leads, website visitors or target audiences.

3. Why do we process personal data?

We process personal data for the following purposes:

to provide our services;
to draw up and follow up on quotations;
to execute contracts;
to manage projects;
to communicate with clients, prospects, suppliers and partners;
to issue invoices and follow up on payments;
to handle our administration and accounting;
to answer questions or contact requests;
to send newsletters or commercial communications;
to secure, analyse and improve our website;
to run marketing campaigns, advertising campaigns and analytics correctly;
to measure conversions, performance and reporting;
to handle job applications;
to comply with legal obligations;
to safeguard our rights and prevent abuse or fraud.

4. On which legal grounds do we process personal data?

We only process personal data when there is a valid legal ground. Depending on the situation we rely on:

Performance of a contract. For example when we deliver services, run project communications, prepare quotations or execute contracts.

Legal obligation. For example for accounting, tax or administrative obligations.

Legitimate interest. For example for customer management, limited commercial follow-up, security, internal administration, fraud prevention and improving our services.

Consent. For example for newsletters, certain cookies, tracking technologies or specific marketing activities where consent is required.

Pre-contractual measures. For example when you request information or a quote.

5. Marketing and communications

We may use your personal data to inform you about our services, insights, cases, events, news or updates from VICAR Agency BV.

You can unsubscribe from marketing communications at any time via the unsubscribe link in our emails or by contacting info@vicaragency.com.

We may keep statistics on our emails, such as open rates and click behaviour, to improve our communications.

6. Cookies and tracking technologies

Our website may use cookies, pixels, tags, scripts, local storage and similar technologies.

We use these technologies, among other things, for:

technical operation of the website;
security;
preference settings;
statistics and analytics;
marketing and remarketing;
conversion measurement;
personalisation.

Strictly necessary cookies are required for the website to function correctly. For non-essential cookies, such as analytical or marketing cookies, we ask for your consent where legally required.

When you first visit our website you can set your cookie preferences. You can change or withdraw your consent at any time via the cookie settings on our website. You can also manage or delete cookies through your browser settings.

7. Processing on behalf of clients

As a digital marketing agency we may process personal data on behalf of our clients. This may apply to:

advertising campaigns;
email marketing;
CRM management;
marketing automation;
lead generation;
tracking and analytics;
website management;
conversion optimisation;
reporting;
audience building;
remarketing.

In these situations the client is generally the controller and VICAR Agency BV is the processor. We process this data solely according to the client’s instructions, within the limits of the agreement and with appropriate security measures.

8. With whom do we share personal data?

We do not sell personal data.

We may share personal data with parties that help us run our business and deliver our services, such as:

hosting providers;
cloud providers;
CRM systems;
email marketing platforms;
advertising platforms;
analytics providers;
project management tools;
accounting software;
payment providers;
IT service providers;
freelancers or subcontractors;
legal, tax or accounting advisors;
government authorities when legally required.

When these parties process personal data on our behalf, we enter into a data processing agreement where necessary.

9. International transfers

Some of the tools or service providers we use may process personal data outside the European Economic Area.

When personal data is transferred outside the EEA we ensure that appropriate safeguards are in place, such as an adequacy decision by the European Commission, standard contractual clauses or other valid transfer mechanisms under the GDPR.

10. How long do we keep personal data?

We do not keep personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is legally required or justified.

Guidelines:

contact requests: up to 2 years after the last contact, unless a client relationship arises;
client and project data: as long as needed to perform the contract and afterwards according to legal or contractual retention periods;
invoicing and accounting data: generally 7 years;
newsletter data: as long as you remain subscribed or until you unsubscribe;
application data: up to 12 months after the recruitment process ends, unless you consent to longer retention;
cookie and analytics data: depending on the type of cookie or tool;
data we process on behalf of clients: according to the client’s instructions and the data processing agreement.

11. How do we secure personal data?

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include:

access management;
strong passwords;
two-factor authentication where possible;
secure cloud environments;
encryption where appropriate;
regular updates;
back-ups;
logging and monitoring;
confidentiality obligations;
restriction of access to authorised persons;
agreements with processors and subcontractors.

Although we take appropriate measures, no system can guarantee absolute security.

12. Your rights

You have several rights regarding your personal data. Among other things, you can request:

access to your personal data;
a copy of your personal data;
correction of inaccurate or incomplete data;
erasure of your data;
restriction of processing;
portability of your data;
objection to certain processing activities;
objection to direct marketing;
withdrawal of your consent.

You can exercise your rights by contacting info@vicaragency.com.

To verify your identity we may ask for additional information. We respond in principle within one month of receiving your request, unless the request is complex or we receive multiple requests.

13. Automated decision-making and profiling

We may use segmentation, analytics, advertising algorithms and marketing automation to make communications and campaigns more relevant.

However, we do not take fully automated decisions that have legal effects or similarly significantly affect you, unless this is clearly communicated and legally permitted.

Advertising platforms may use their own algorithms for targeting, optimisation and reporting. For those processing activities we refer to the privacy documentation of the platforms involved.

15. Links to third-party websites

Our website may contain links to third-party websites, tools or platforms. We are not responsible for the privacy practices or content of these external sites. We recommend reading the privacy policies of these parties.

16. Right to lodge a complaint

If you believe that we are not processing your personal data correctly, you can contact us at info@vicaragency.com so that we can look for a solution together.

You also have the right to lodge a complaint with the Belgian Data Protection Authority:

Data Protection Authority
Drukpersstraat 35
1000 Brussels
Website: www.gegevensbeschermingsautoriteit.be

17. Changes to this privacy policy

We may update this privacy policy from time to time, for example when our services, tools, legal obligations or processing activities change.

The most recent version is always available on our website. For important changes we may actively inform you via our website, email or other communication channels.

18. Contact

For questions about this privacy policy or about the processing of your personal data, please contact: