1. Who we are
Ventropolis (“we”, “our”, “us”) is a Belgian company that operates the website at ventropolis.com and the product portal at portal.ventropolis.com. Our full legal identification is available in our Imprint.
We are the data controller for personal data processed via the marketing website (ventropolis.com). For data processed within the product portal, please refer to the portal's own privacy notice.
2. Data we collect
Information you provide directly
- Email address — when you join the early-access waitlist via the sign-up form on this website.
- Contact form data — name, email, and message, when you contact us via the contact page.
Data collected automatically
- Server logs — IP address, browser type, pages visited, and timestamps, retained for security and diagnostics for up to 30 days.
- Analytics and usage data — pages visited, clicks, approximate location, and device and browser information, collected via cookies only after you consent through the cookie banner. See our Cookie Policy for the full list of cookies and providers.
3. How we use your data
- Waitlist and marketing communications — to notify you when early access opens and to send you product updates and marketing emails about Ventropolis, where you have given consent. You can withdraw consent or unsubscribe at any time. Legal basis: consent (Article 6(1)(a) GDPR).
- Responding to enquiries — to reply to contact form messages. Legal basis: legitimate interest (Article 6(1)(f) GDPR).
- Security and abuse prevention — to detect and prevent fraudulent or harmful activity. Legal basis: legitimate interest (Article 6(1)(f) GDPR).
We do not sell your personal data to third parties. We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.
4. Data retention
- Waitlist emails — kept until you unsubscribe, or until the product launches and we migrate to the portal. You can request deletion at any time.
- Contact form data — kept for up to 2 years from last correspondence.
- Server logs — up to 30 days.
5. Data processors and transfers
We use the following sub-processors to operate the website. All are GDPR-compliant and process data within the EEA, or under Standard Contractual Clauses where transfers outside the EEA occur:
- Supabase — database and waitlist storage (EU region).
- Vercel — website hosting and edge delivery.
- Google Analytics (Google Ireland Ltd) — website usage analytics, loaded only with your analytics consent. See the Google Privacy Policy.
- HubSpot (HubSpot Ireland Ltd) — marketing attribution and contact management, loaded only with your marketing consent. See the HubSpot Privacy Policy.
We do not transfer personal data to countries outside the EEA without an adequate legal safeguard in place.
6. Your rights
Under GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate data.
- Erasure— ask us to delete your data (“right to be forgotten”).
- Restriction — ask us to limit how we process your data.
- Portability — receive your data in a structured, machine-readable format.
- Objection — object to processing based on legitimate interests.
- Withdraw consent — withdraw your consent at any time without penalty.
To exercise any of these rights, email privacy@ventropolis.com. We will respond within 30 days.
7. Cookies
For full details on cookies, please read our separate Cookie Policy.
8. Contact and complaints
Data protection queries: privacy@ventropolis.com
If you believe your rights have not been respected, you have the right to lodge a complaint with the Belgian supervisory authority:
Gegevensbeschermingsautoriteit (GBA) / Autorité de Protection des Données (APD)
Rue de la Presse 35, 1000 Brussels
dataprotectionauthority.be
9. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be announced on this page with an updated effective date. Continued use of the website after changes constitutes acceptance of the updated policy.