Privacy Policy

ePRObuilders B.V. (jointly "ePRObuilders", "we", "our", "us", "company"), registered with the Crossroads Bank of Enterprises under number 1027.384.903 and having its registered office at Andreas Vesaliuslaan 2 – 2650 Edegem, Belgium, respects your privacy and is committed to protecting any personally identifiable information you may provide to us through this website and/or our Services.

This Privacy Policy describes how and why we might collect, store, use, and/or share ("process") your information when you use our website, dashboard and app.

1. General

ePRObuilders recognizes and understands the importance of the privacy of its users and wants to respect their desire to store and access personal information in a private and secure manner. This Privacy Policy applies to our Website, Application and Dashboard Platform and describes how ePRObuilders manages, stores and utilizes your Personal Data.

ePRObuilders is committed to protecting the privacy of all of its users' Personal Data and providing a secure, user-controlled environment for the use of the Products. Being a Belgian company, we process personal data in accordance with the General Data Protection Regulation (GDPR). In addition to our commitment to comply with the GDPR, we apply all ISO 27001 principles which demonstrates our commitment to managing and protecting sensitive information, ensuring confidentiality, integrity, and availability.

2. Definitions

  • "Agreement" means an agreement between ePRObuilders and the customer.
  • "Client" means our customer, the person or institution through which the end-user was provided with our Products.
  • "Data Controller" means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
  • "Data Processor" means a person or organization who deals with personal data as instructed by a controller for specific purposes on behalf of the controller.
  • "PO" means Privacy Officer.
  • "Personal Data" means any information relating to a person ('data subject') on the basis of which that person can be identified.
  • "Products" means the complete ePRObuilders Platform, including the ePRObuilders App and the Web-based ePRObuilders Dashboard: ePROkit.
  • "PRRC" means Person Responsible for Regulatory Compliance.
  • "Special Category of Personal Data" means a more sensitive type of personal data, like information about your health.
  • "Supplier" means a contracted Service Provider who helps us to provide, understand and improve our Products.
  • "Third Parties" means any natural or legal person contracted by the Client to process data.
  • "User" means the end-user of the Products.

3. Personal Data

We collect several types of Personal Data from the user and store it on the users' mobile device and our servers located in the European Union. This personal data may include:

  • Contact information (name, postal address, e-mail address, and mobile or other telephone number)
  • Profile data provided on the user's account (e.g. patient number, date of operation, employee number, start date)
  • Information provided when addressing a question to our support team
  • Information provided by the user while using the Application, in particular in answering the questionnaire of the Client; this information may include Special Category of Personal Data, like information about health conditions
  • Device identifier and operating system version
  • Web behaviour information such as information related to how users engage with the Application collected through cookies and other automated technology

4. Purpose and Legal Grounds for Processing Personal Data

We process your information only when we have a valid legal reason to do so. In most cases, the legal basis for processing data is the consent provided by the data subject, however, we may rely on the following legal bases:

  1. Consent
  2. Performance of a contract
  3. A legal obligation to which the controller is subject
  4. To protect the vital interests of the data subject or of another natural person
  5. When necessary for the performance of a task carried out in the public interest
  6. When necessary for the purposes of the legitimate interests pursued by the controller or by a third party

The purposes for which we process users' data are as follows:

  1. Create and manage your Account to use the Application
  2. Allow the users and the Client access to the Application, their Account and the User Content
  3. User management
  4. To enforce the ePRObuilders Terms of Use or Privacy Policy
  5. Diagnose technical problems
  6. To respond to user inquiries/offer support to users
  7. The operation, evaluation and improvement of the Products
  8. Market research and statistical research

5. Children

Our Products are sometimes used by children, if this is recommended by our Client or a Third Party. The age at which children can give consent depends on national law. In case children are below the age at which they can give consent, their legal guardian must consent to the processing.

6. Data Sources

Personal Data is collected when users use our Products and Services, browse the application and/or contact customer support.

  1. ePRObuilders Mobile Application: The data required for creating an account within the mobile app is collected.
  2. ePRObuilders Dashboard: Strictly necessary cookies that are essential for the functioning of the Dashboard.
  3. Customer Support: When you reach out to customer support, specific personal data associated with your ePRObuilders app account may be temporarily accessible to our teams.

7. Data Sharing

1. Subcontractors

ePRObuilders might share data with subcontractors in order to provide our Products and Services. The subcontractors we engage with are obligated to adhere to both the GDPR and the contractual agreement we have in place.

2. Legal Requests

We may disclose your personal data when required by law, in response to a court request, during legal proceedings, or if we believe in good faith that such disclosure is necessary to: (a) investigate, prevent, or take action regarding suspected or actual illegal activities; (b) investigate and defend against any claims or accusations from third parties; or (c) safeguard the security or integrity of our Services.

8. Your Data Protection Rights

Under the General Data Protection Regulation (GDPR) your rights are as follows:

  1. The right to be informed: You reserve the right to be informed about how we collect and use your personal data.
  2. The right of access: You have the right to request from us copies of your personal data.
  3. The right to rectification: You have the right to request the correction of any inaccurate information.
  4. The right to be forgotten (right to erasure): You have the right to request that we erase your personal data.
  5. The right to restrict processing: You have a right to request to restrict the processing of your personal data.
  6. The right to Object to Processing: You have the right to object to us processing your personal data.
  7. The right to Data Portability: You have the right to request that we transfer your personal data that we have collected to another organization, or directly to you.

9. Data Retention

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

10. Privacy Policy Updates

This Privacy Policy will be reviewed yearly. We encourage you to review this policy frequently to be informed of how we are protecting your information.

11. Contact

The easiest way to exercise your rights is by contacting our PO or PRRC at support@eprobuilders.com.

We will consider and act upon any request in accordance with applicable data protection laws.

Last revision: September 2025