Privacy and cookies policy

1. Who is responsible for your data ?

Le responsable du traitement est YourVisualHere SRL, Avenue de l'Optimisme 15, 1140 Evere (Bruxelles), TVA BE 0598 884 532 (ci-après « YourVisualHere », « nous »).

For any questions about your data or to exercise your rights: info@yourvisualhere.be · +32 2 430 24 63 · or by post to the above address. We are not required to appoint a data protection officer; Guillaume Fain, manager, is your contact person.

2. The essentials in brief

• You can consult the entire site without creating an account and without accepting cookies.
• We only collect your contact details when you send them to us (request for a quote, advice, logo proof), in order to reply.
• We do not sell or rent your data. Our newsletter is sent only to people who have ticked the box in the quote request; you can unsubscribe at any time.
• Statistics and advertising cookies (Google) are only set with your consent, which you can withdraw at any time.
• Realistic logo mock-ups are created by an artificial intelligence (OpenAI, United States): your logo is transmitted to it for this sole purpose.
• Your files and requests are automatically deleted after the periods indicated in section 7.

3. Which data, for what purpose, on what basis

a) Request for a quote, advice, signage, bespoke item

Data: name, first name, e-mail, phone, company or organisation, VAT number, delivery address if you request it, language, your message, the products, quantities, sizes and colours chosen, the files you attach (logo, visuals) and the proofs you create online.

Why: to prepare your quote, advise you, prepare the final proof and execute the order if you accept it; to keep a history of your requests so we can reply faster next time.

Legal basis: pre-contractual measures taken at your request and performance of the contract (art. 6.1.b GDPR); accounting and tax obligations for invoiced orders (art. 6.1.c).

Where they go: your request is sent to us by e-mail and recorded in the site's administration; the files are stored on our hosting, accessible only via signed links. The quality of the images you send (size, sharpness) is assessed to warn you of a blurry result, without retaining anything else. To prepare printing, our workshop may have a logo cleaned or redrawn by an artificial intelligence (OpenAI or Anthropic — see points 5 and 6): only the logo file is transmitted to them, and nothing is retained by us apart from the final file. The "name" field and the e-mail are mandatory, the rest is optional: without them, we simply cannot reply to you.

a bis) Newsletter (news and offers by e-mail)

Data: e-mail address, first name, last name, company, language, date of your subscription.

Why: to send you our news and offers by e-mail a few times a year.

Legal basis: your consent (art. 6.1.a GDPR): the quote request checkbox is never pre-ticked and refusal does not affect the processing of your request. You may withdraw this consent at any time via the unsubscribe link in any e-mail or by writing to us; you will then receive nothing further.

Where they go: your registration is recorded on your customer file on our site; for mailings, this data is imported into Mailchimp (Intuit Inc., United States, see points 5 and 6).

b) “Try your logo” (mockups and renders by artificial intelligence)

Your logo is placed on our product photos directly in your browser: as long as you do nothing, nothing is sent. If you request a photorealistic render, we ask for your e-mail (to send you your mockups and to limit abuse), then the mockup and your logo are transmitted to OpenAI (see points 5 and 6), which generates the image. The produced images, your mockups and your e-mail are kept on our server for the period indicated at point 7; the number of renders per day is limited using a digest of your IP address (hashed and salted, not re-identifiable).

Legal basis: your request (pre-contractual measures, art. 6.1.b); your e-mail is not used for any other purpose without your agreement.

c) Site search

The terms you type into the search are recorded without any identifier (no IP, no cookie, no e-mail) to improve the engine (synonyms, missing products). Searches that return few results may be analysed by an AI (OpenAI or Anthropic) to understand their intent: only the searched words are transmitted. Avoid entering personal information there. Legal basis: legitimate interest (art. 6.1.f) in providing a useful search engine.

d) Site security and abuse prevention

On each form submission, your IP address is recorded with the date, in order to limit the number of submissions (anti-spam) and to block intrusion attempts. Technical errors on the site are noted in a log (page address, error message). These data are used for no other purpose. Legal basis: legitimate interest (art. 6.1.f) in securing the site.

e) Visit statistics and advertising (only with your consent)

If you accept cookies, Google Tag Manager loads Google Analytics 4 (traffic, page views, source of visits) and Google Ads conversion tracking, as well as the shown.io measurement tool. Without consent, none of these scripts are loaded. See item 4. Legal basis: your consent (art. 6.1.a GDPR and art. 129 of the law of 13 June 2005).

e bis) Anonymous site audience measurement (without cookie)

To know which pages and products interest our visitors, the site counts page views itself, without cookies and without recording your IP address: only the page, date, language, device type (computer, tablet, mobile) and the referring site (for example Google) are recorded. To count visitors over the same day, a fingerprint is calculated from your IP address and your browser with a key that changes daily and is not retained: it is therefore impossible to identify you or to track you from one day to the next. If your browser requests not to be tracked (Do Not Track, Global Privacy Control), no fingerprint is calculated. These statistics are kept for at most 25 months. Legal basis: our legitimate interest in improving the site.

f) Emails and telephone

When you write to or call us, we keep the exchange for as long as it takes to process your request and, if there is an order, for the period provided in item 7.

g) Commercial prospecting between companies

We look for companies that might be interested in our products from public sources (company websites, directories and online maps such as OpenStreetMap or Google Maps, annual accounts published by the National Bank of Belgium). We keep company data: name, address, website, general contact details (published contact e-mail and phone), company number, sector and published key figures. Legal basis: our legitimate interest in presenting our services to professionals. Our prospecting e-mails are sent only to legal persons (companies, ASBL…), to the generic address they publish (info@, contact@…): never to a self-employed natural person nor to a named individual’s address without their consent. From Google Maps we only keep the listing identifier; the contact details come from the company’s website. Each e-mail states who we are, why the company is receiving it and where the address came from, and contains a one-click unsubscribe link. They may show an image of our products with the company’s public logo (created by an artificial intelligence, OpenAI or Anthropic, from that logo) and contain a personalised link to “Essayez votre logo”, valid for one year, which opens the page with that logo: we record only the date and the number of visits to that link (neither cookie nor IP address). These data are retained for at most 24 months if no contact results. You can object at any time, with one click using the unsubscribe link in the e-mail or by replying “stop”, or request deletion at the address given at point 1: we do so without delay, we confirm it by e-mail, and the listing, our e-mails, the personalised link and the images are erased; only the company name is kept in our opt-out list so we never contact you again.

4. Cookies and trackers

A banner offers you to accept or reject non-essential cookies, with the same ease. Your choice is stored for 6 months in the cookie yvh_consent and you can change it at any time: Manage my cookies

We use Google's consent mode ("Consent Mode v2"): until you accept, Google Tag Manager is not loaded at all. You can also block cookies in your browser settings.

5. Who receives your data (subcontractors)

Your data are processed by our team in Evere and, for the purposes described above, by the following providers, who act on our instructions (processors within the meaning of art. 28 GDPR) or as separate controllers:

• Infomaniak Network SA (Genève, Suisse) : hébergement du site, de la base de données et des e-mails. La Suisse bénéficie d'une décision d'adéquation de la Commission européenne.
• OpenAI (États-Unis) : génération des rendus réalistes de l'essai de logo (votre logo, la maquette et un identifiant technique haché lui sont transmis), compréhension des recherches rares, traduction anglaise des textes du site, nettoyage des logos reçus pour préparer l'impression (à la demande de notre atelier) et images de prospection avec le logo public d'une entreprise (point g). Nous utilisons l'API professionnelle, dont les données ne servent pas à entraîner les modèles.
• Odoo S.A. (Belgique) : notre logiciel de gestion commerciale : vos coordonnées et votre demande de devis y sont enregistrées pour établir et suivre votre devis.
• Intuit Inc. (Mailchimp) (États-Unis) : envoi de notre newsletter aux personnes inscrites (e-mail, prénom, nom, entreprise, langue, date d'inscription), importées manuellement depuis notre site. Mailchimp mesure les ouvertures et les clics de ses e-mails.
• Google Ireland Ltd : Google Tag Manager, Google Analytics 4, Google Ads (avec votre accord) et Google Maps (au clic). Google peut transférer ces données aux États-Unis.
• shown.io : Audience measurement, with your consent.
• Anthropic PBC (États-Unis) : assistant IA (Claude) qui, selon nos réglages, remplace ou relit OpenAI pour rédiger et traduire les textes du site, comprendre les recherches rares, analyser les statistiques de visite (sans donnée personnelle) rechercher des entreprises pour la prospection entre entreprises (point g) et, à la demande de notre atelier, analyser ou redessiner un logo reçu pour préparer l'impression : seuls des mots recherchés, des textes du site, des données d'entreprise publiques et, dans ce dernier cas, le fichier du logo lui sont transmis. Nous utilisons l'API professionnelle, dont les données ne servent pas à entraîner les modèles.
• Our product suppliers and the Cloudflare distribution network (cdnjs): some product photos and page components are loaded from their servers, which then see your IP address, as with any image on the web. No form data is sent to them.
• Our production partners: if an order requires it (direct delivery), we transmit only the delivery details that are necessary.
• Authorities or advisors (accountant, lawyer) when the law requires it.

6. Transfers outside the European Union

Data sent to OpenAI, to Anthropic, to Mailchimp (Intuit, newsletter with your consent) and, with your agreement, to Google, may be processed in the United States. These transfers rely on the ‘‘EU-US Data Privacy Framework’’ adequacy decision when the provider is certified and, failing that, on the European Commission’s standard contractual clauses (art. 46.2.c GDPR). You can obtain a copy of these safeguards by writing to us. You can avoid these transfers by not using the photorealistic rendering and by refusing cookies; the newsletter is sent only to people who requested it.

7. How long do we keep your data

8. Your rights and how to exercise them

You have the following rights, free of charge:

• Access: know what data we have about you and receive a copy (art. 15).
• Rectification: correct an inaccurate or incomplete piece of data (art. 16).
• Erasure: request deletion of your data and files, except where there is a legal retention requirement (art. 17).
• Restriction: freeze the use of your data pending verification (art. 18).
• Portability: receive the data you provided to us in a machine-readable format (art. 20).
• Objection: object to processing based on our legitimate interest and, at any time, to any prospecting (art. 21).
• Withdrawal of consent: for cookies, via the "Manage my cookies" button; withdrawal does not affect prior processing (art. 7.3).

To exercise a right, write to info@yourvisualhere.be or send a letter. To ensure the request really comes from you, we may ask you to send it from the e-mail address used on the site or to provide proof of identity. We respond within one month (extendable by two months for complex requests, in which case we will inform you).

9. Security

The site is served over HTTPS (encryption). Administration is protected by password, with lockout after several failed attempts. Files you upload are not publicly accessible: only a signed link, sent in the request e-mail, allows them to be opened. IP addresses are never stored in plain text in our logs (salted hash). Requests are rate-limited to prevent automated submissions. The host's backups are encrypted and overwritten according to its own rotation.

10. Minors, automated decisions, external links

Minors. The site is intended for businesses, associations and adults. We do not knowingly collect data from children under 13 years; if that were the case, write to us and we will delete it.

Automated decisions. No decision producing legal effects for you is made in an automated manner. AI-generated images are simple previews; your quote is always prepared by a person.

External links. Sites we link to (suppliers, Google Maps, social networks) have their own privacy policies.

11. Complaint to the Data Protection Authority

If you believe your rights are not being respected, we invite you to contact us first. You may also, at any time, file a complaint with the Belgian authority:

Autorité de protection des données (APD)
Rue de la Presse 35, 1000 Bruxelles
+32 2 274 48 00 · contact@apd-gba.be
www.autoriteprotectiondonnees.be

12. Updates to this policy

We adapt this policy when the site or the law changes (new tool, new provider). The date at the top of the page indicates the latest version; significant changes are highlighted on the site.

Version of 27/10/2026.