Privacy policy

Last updated: 27 July 2026.

2.1 Data controller

The controller responsible for personal data processed through the Website is:

  • Sire Estates BV, trading as Presencia Benelux (PBNX).
  • Company number: 0735.900.297.
  • VAT number: BE0735900297.
  • Registered office: Ottergemsesteenweg-Zuid 808 bus 157, 9000 Ghent, Belgium.
  • Privacy and general contact email: info@presenciabenelux.com.
  • Telephone: +32 465 86 35 59.

Presencia Benelux has not appointed a Data Protection Officer because no legal obligation to do so has currently been identified. Privacy requests may be sent to the email address above.

2.2 Scope and intended audience

This Privacy Policy applies to personal data processed through presenciabenelux.com, its forms and communications connected with business enquiries. The Website is aimed at company representatives, employees, self-employed professionals and other business contacts, mainly from Spain. It is not intended for children or for consumers entering into contracts directly online.

2.3 Personal data we may process

Depending on how a person interacts with us, we may process:

  • Identification and contact details, including name, surname, email address, telephone number and country of origin.
  • Professional information, including company name, role, sector, market of interest and requested service.
  • Enquiry content, including project details, objectives, needs, messages, documents and other information provided voluntarily.
  • Business relationship information, including contact history, meetings, proposals, lead status, preferences and follow-up notes.
  • Marketing preferences, including consent records, withdrawal requests and related evidence.
  • Technical information, including IP address, browser or device identifiers, security logs, pages visited and analytics events, but only where appropriate and subject to any required consent.
  • Information generated during a client relationship, including contact persons, communications, deliverables, invoicing records and documentation required to provide services or comply with legal obligations.

Please avoid sending unnecessary sensitive information
The contact form is not intended for health information, political or religious beliefs, sexual orientation, biometric data, criminal records, complete identity documents, passwords or full banking details. Do not include such information unless it is strictly necessary and a suitable channel has been agreed in advance.

 

2.4 Purposes and legal bases

Purpose

Typical data

Legal basis

Indicative retention

Responding to enquiries and meeting requests

Form data and correspondence

Steps taken at the data subject’s request before entering into a contract and, where applicable, legitimate interests in responding to B2B enquiries

Up to 3 years after the last meaningful contact where no engagement follows

Commercial follow-up connected with an enquiry

Professional details, needs and contact history

Legitimate interests in managing B2B opportunities, subject to the right to object

Up to 3 years after the last meaningful contact

Managing a professional or contractual relationship

Contact details, agreements, communications and deliverables

Performance of a contract, pre-contractual steps and legal obligations

For the duration of the relationship and then for applicable legal, tax and claims periods

Sending future news or promotional communications

Name, email address and preferences

Express consent through a separate opt-in

Until consent is withdrawn or the person unsubscribes, with periodic review

Website security, abuse prevention and technical operation

IP addresses, logs and technical events

Legitimate interests in protecting the Website, systems and users

Only for as long as reasonably necessary for the relevant log or incident

Website analytics through Google Analytics

Identifiers, truncated IP or technical data, pages and events

Consent where the technology is not strictly necessary

According to the active Google Analytics settings and consented cookies

Legal compliance and claims management

Information required for the obligation or dispute

Legal obligation and legitimate interests in establishing, exercising or defending legal claims

For the applicable statutory periods

2.5 Required and optional information

Fields marked as required are needed to process the enquiry. If they are not completed, or the information is materially inaccurate, we may be unable to respond properly. The marketing opt-in is optional, separate from the enquiry and must remain unticked by default.

2.6 Automated decision-making

Presencia Benelux does not make decisions based solely on automated processing that produce legal effects or similarly significant effects for individuals using the contact form. HubSpot may use automation to organise contacts, assign statuses or support follow-up, but material commercial decisions involve human review.

2.7 Recipients and service providers

We do not sell personal data. Access may be provided to service providers acting on our instructions and subject to appropriate contractual safeguards, including:

  • Combell, as the Belgian website hosting and email provider.
  • HubSpot, as the CRM platform used to manage contacts, forms and related integrations.
  • Google, in connection with Google Tag Manager, Google Analytics and any other Google services activated in a consent-compatible manner.
  • Web developers, designers, security providers and other technical specialists who require limited access to maintain or protect the Website.
  • Other communication, productivity or storage providers introduced lawfully and recorded in our internal supplier documentation.

Personal data may also be disclosed to public authorities, courts, professional advisers or other parties where required by law, necessary to establish or defend rights, or needed to prevent or investigate unlawful conduct.

2.8 International data transfers

Some providers, particularly HubSpot and Google, operate internationally and may process data or permit access from countries outside the European Economic Area.

Where an international transfer takes place, we rely on a valid transfer mechanism, such as an adequacy decision of the European Commission, relevant participation in the EU–US Data Privacy Framework, Standard Contractual Clauses or another safeguard recognised under the GDPR. The applicable mechanism depends on the receiving entity and the specific service used.

2.9 Retention

Personal data is kept only for as long as necessary for the purpose for which it was collected and then, where relevant, for the period required by law or needed to establish, exercise or defend legal claims.

  • Enquiries and leads that do not become clients: up to 3 years after the last meaningful business contact.
  • News and marketing subscribers: until consent is withdrawn or an unsubscribe request is received, with periodic review of relevance.
  • Client and contractual records: throughout the relationship and afterwards for applicable legal, tax and liability periods.
  • Technical and security logs: for the minimum period reasonably necessary to secure systems and manage incidents.
  • Consent records: for as long as required to demonstrate that consent was obtained and to address potential legal claims.

Once the relevant period has ended, data will be deleted, anonymised or restricted where appropriate. The storage capacity of a platform is not, by itself, a valid reason to keep personal data indefinitely.

2.10 Your rights

Subject to the conditions set out in the GDPR, individuals may have the right to:

  • Request access to their personal data.
  • Correct inaccurate or incomplete data.
  • Request deletion of personal data.
  • Request restriction of processing.
  • Object to processing based on legitimate interests, including direct marketing.
  • Receive or transfer certain data in a portable format.
  • Withdraw consent at any time, without affecting earlier lawful processing.
  • Not be subject to qualifying decisions based solely on automated processing.

To exercise a right, email info@presenciabenelux.com and explain the request. We may ask for information reasonably necessary to verify identity, but will not request more information than needed.

Individuals may also lodge a complaint with the Belgian Data Protection Authority. We nevertheless welcome the opportunity to address any concern directly first.

2.11 Direct marketing

General newsletters or promotional campaigns will only be sent where a valid consent has been given or another specific legal basis applies. Each marketing message will provide a simple way to unsubscribe.

Consent to marketing is separate from the contact request. Refusing marketing does not prevent a person from asking for information or arranging a meeting.

2.12 Security

Sire Estates BV uses reasonable technical and organisational measures to protect personal data against loss, unauthorised access, alteration or disclosure. No Internet-connected system can guarantee absolute security. Technical and supplier access should be limited to individual accounts, minimum necessary permissions and the shortest appropriate period.

2.13 Information about other people

A person who provides details about colleagues, representatives or other third parties confirms that they are authorised to do so and, where required, have informed those individuals about the processing.

2.14 Children

The services are intended for businesses and professionals. We do not knowingly seek personal data from children. If we become aware that such data has been provided without a valid basis, we will take reasonable steps to delete it.

2.15 Changes to this Privacy Policy

We may update this policy to reflect changes in law, technology or our services. The current version and date will be published on this page.