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Privacy Policy

Last updated: 9 October 2026

HVG Solutions respects your privacy and processes personal data in line with the EU General Data Protection Regulation (GDPR). This policy explains what we collect, why, and your rights.

Who is responsible

The data controller is HVG Solutions, 204 Chaussée de Lille, 7500 Tournai, Belgium, company number BE 1043.480.270. You can reach us via our contact page.

What we collect and why

  • Contact form & email: name, email, message and any details you provide, used solely to answer your request and follow up on a possible collaboration (legal basis: your consent / pre-contractual steps).
  • Job applications: the data in your application and CV, used only for recruitment (legal basis: pre-contractual steps).
  • Technical data: anonymized usage and security logs to keep the site running and safe (legal basis: legitimate interest).

Customers and billing

When you buy a service or a subscription from us, directly or through one of our products, HVG Solutions issues the invoices and collects the payments itself. To do so it processes the following data about your organisation and the people acting for it:

  • Identity and billing details: name or company name, enterprise or VAT number, billing address, e-mail address and the name of your contact person.
  • Direct debit mandate: account holder, IBAN and BIC, mandate reference, name and capacity of the signatory, the signature and the date it was given.
  • Payments and invoices: invoices and credit notes, their amounts and due dates, and the status of each payment and each direct debit, including rejections and refunds.

Purposes and legal bases. We use this data to invoice and collect what is due under your agreement and to handle a disputed payment (legal basis: performance of the contract), and to keep our accounts and meet our VAT and electronic invoicing obligations (legal basis: legal obligation).

Recipients. Only the following service providers receive it, each for its own part:

  • Mollie B.V. and Stichting Mollie Payments (Netherlands): online payments and SEPA direct debits, which Stichting Mollie Payments collects on our behalf. Your bank details are passed to them and, if a debit is disputed, to your bank, and to no one else.
  • Odoo S.A. (Belgium): the Peppol access point through which our electronic invoices reach yours on the Peppol network.
  • OVHcloud (France): hosting of the servers and of the database that hold this data, in the European Union.
  • Cloudflare (United States, under the EU-U.S. Data Privacy Framework): protection of this website and of our servers against attacks and routing of the traffic to them; the data only passes through it and is not kept.

Our accountant, bound by professional secrecy, and the tax authorities, where the law requires it, may also have access to it.

Retention. Invoices and the other accounting documents are kept for ten years, the period set by Belgian accounting and VAT law. A direct debit mandate and its data are kept for the whole life of the mandate and for fourteen months after the due date of the last collection made under it, so that it can be produced to your bank if a debit is disputed.

Safety records of Solaryx salons

In the tanning salons that use Solaryx, each salon is the controller of its customers' data and HVG processes it on the salon's behalf. By exception, HVG is itself the controller of the records of the safety checks: the enabling of the option that turns a check into a warning, and each operation carried out despite a warning, with its date, the justification entered and the user who carried it out.

Purpose, legal basis and retention. These records allow HVG to establish, exercise or defend legal claims about the safety of a session (legal basis: legitimate interest and, where health-related data is unavoidably concerned, the establishment, exercise or defence of legal claims). They are kept apart, with restricted access, for at most twenty years, and are used for nothing else. The rights described below apply to them.

Help assistant of Solaryx

In the back office of Solaryx, the salon's staff can ask questions to a help assistant that answers from the user manual. HVG is the controller of the history of that assistant: each question typed, its answer, the user who asked it and the rating given.

Purpose, legal basis and retention. This history allows HVG to answer support requests and to correct the user manual and the assistant (legal basis: legitimate interest). The questions are sent to the provider of the language model, which does not use them to train its models. The history is read only by HVG's support staff, kept for at most twelve months and deleted when the salon leaves Solaryx. The rights described below apply to it.

How long we keep it

We keep personal data only as long as necessary for the purpose above, or as required by law, after which it is deleted or anonymized.

Sharing

We do not sell your data. We only share it with service providers strictly necessary to operate (e.g. hosting, email), all bound by confidentiality and located in the EU or covered by appropriate safeguards.

Your rights

You have the right to access, rectify, erase, restrict or object to the processing of your data, and the right to data portability. To exercise them, contact us. You may also lodge a complaint with the Belgian Data Protection Authority (dataprotectionauthority.be).

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