Privacy
notice.

1. Who is responsible?

VYNDIS, operated by Michael Deleu and located at Aimé Liebaertstraat 2/201, 8400 Ostend, is responsible for the personal data that VYNDIS processes for its own administration, sales, services, website and security.

For privacy questions or the exercise of rights, you can contact info@vyndis.be or +32 468 41 51 72. For certain drone assignments, the customer partly or mainly determines why and how images are taken. The precise role of VYNDIS and the customer is then assessed according to the specific assignment and, if necessary, additionally recorded.

2. What personal data do we process?

In the event of a request or direct contact, we may process name, email address, telephone number, organization, position, project location, selected service, message content and correspondence. A quotation or order may include identification, address, contract, invoicing, payment, planning and delivery data.

In the customer portal we process account and invitation data, project access, comments, files, reports, quotes and invoices. For security and proper functioning, technical data may be recorded, such as IP address, time, browser and device data, session data, error messages and security logs.

Drone photos and videos may contain people, vehicles, license plates, homes, terrain or other recognizable elements. VYNDIS tries to limit the recording to what is necessary for the assignment. We do not knowingly request sensitive personal data or data from minors, unless this is exceptionally necessary and lawful.

3. For what purpose and on what legal basis?

We process data to answer questions, assess feasibility, prepare a quotation and take steps towards an agreement upon request. After acceptance, we process data to plan the assignment, execute it safely, deliver results, provide support and track payments. This processing is based on pre-contractual measures and the execution of the agreement.

We rely on a legal obligation for accounting, tax, aviation safety and other legal obligations. For security, abuse prevention, quality control, business administration and the establishment or defense of rights, we may rely on a legitimate interest, after weighing your interests and rights.

When permission is required, for example for optional publication of recognizable images or separate marketing, we request it in advance. Consent can be withdrawn at any time with future effect. VYNDIS does not use request data for unsolicited newsletters and does not make exclusively automated decisions with legal consequences.

4. What information is required?

Fields marked as mandatory are required to process a request or execute a command. Other information is optional. Without necessary contact, location or project information, VYNDIS may not be able to provide a correct feasibility assessment, quotation or implementation. Do not share personal data that is not relevant to your question.

5. Who do we share data with?

Access remains limited to VYNDIS and parties that require data for their task. We may use FormSubmit for website form submissions, OVHcloud for email and server infrastructure, Cloudflare for domain security and private R2 file storage, and other carefully chosen IT, accounting or professional service providers.

Data may also be shared with a specialized subcontractor when necessary for the agreed assignment, with consultants for the defense of rights, or with competent authorities when required by law. VYNDIS does not sell or rent personal data.

When a service provider processes data outside the European Economic Area, this will only be done with a legal transfer mechanism, such as an adequacy decision, appropriate contractual safeguards or an applicable legal exception. More information about the relevant guarantees can be requested via info@vyndis.be.

6. Drone footage and customer responsibility

VYNDIS schedules recordings as targeted as possible, avoids irrelevant private areas where reasonably feasible and limits distribution and access. The customer informs VYNDIS in advance about sensitive locations, confidentiality, persons present and the intended use of images. The customer provides a valid basis and the necessary information to those involved when the customer determines the purpose and use of the recordings.

Recognizable images will not be published or reused for any other purpose without an appropriate legal basis. Upon request, VYNDIS can, where reasonable and technically possible, cooperate in selection, shielding or removal. Such a request is weighed against contractual obligations, evidentiary interests and legal retention obligations.

7. How long do we keep data?

We normally do not store a request that does not lead to an assignment for longer than 24 months after the last substantive contact, unless longer storage is necessary for a dispute or legal obligation. We store contract, invoicing and payment data for the applicable legal periods.

We keep project files, images and reports for as long as necessary for implementation, delivery, agreed aftercare and any comments. We then delete or anonymize them when there is no valid reason for further retention. The customer can request deletion earlier; we assess that request in accordance with the GDPR and the agreements made.

Customer portal invitation links are temporary and expire according to the set validity period. Download links to private storage are temporary. According to the current technical design, database backups for recovery are kept for a maximum of 30 days and then overwritten or deleted. Security logs are kept no longer than necessary for security, investigation and continuity.

8. Security, cookies and external links

VYNDIS uses appropriate technical and organizational measures, including access restriction, encrypted connections, private file storage, backups and security logging. No system is completely risk-free; In the event of an incident, we act in accordance with the applicable reporting and information obligations.

The public website does not currently use ad or analytics tracking. The customer portal uses strictly necessary session and security techniques to enable login and access. Hosting and security providers can process necessary network data to deliver traffic and prevent abuse. External websites have their own privacy policies.

9. Your rights

Within the conditions of the GDPR you can request access, correction, deletion, restriction or transfer of personal data. You can object to processing based on legitimate interest and withdraw consent with effect for the future. You also have the right not to be subject to certain solely automated decisions; VYNDIS currently does not use such decision making.

Send a clear request to info@vyndis.be. We may request proportionate information to verify your identity. In principle we will respond within one month; In the case of a complex or extensive request, this period may be extended in accordance with the GDPR, about which we will inform you in a timely manner. You can also file a complaint with the Belgian Data Protection Authority.

10. Changes and current version

We will adjust this statement when our services, systems or legal obligations change. The current version is on this page. In the event of an important change, we inform affected customers through an appropriate channel when necessary. Version of September 6, 2026.