Privacy Policy

1. Introduction

Salary Xperts SRL ("Salary Xperts", "we", "us") respects your privacy and processes personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian data-protection law.

This Privacy Policy explains how we handle personal data when you visit the Salary Xperts public website or contact us through the channels described below.

It does not replace contractual privacy terms that apply to payroll and HR services provided to clients under separate agreements.

2. Who is the controller

The data controller for personal data processed through this website is:

Salary Xperts SRL

Private limited company

Enterprise number: 0667.858.064

VAT number: BE 0667.858.064

Registered office: Boulevard Edmond Machtens 79/23, 1080 Molenbeek-Saint-Jean, Belgium

Established: 2016-12-19

Director: Anila Naeem

Email: info@salaryxperts.com

Telephone: +32 2 787 44 14

This website was developed by BITJUMP AS (organisation number 928 126 064, Sandnes, Norway). BITJUMP AS acts as a technical service provider and is not the controller of personal data collected through the website unless otherwise stated.

3. Scope of this policy

This policy covers personal data processed in connection with the public Salary Xperts website, including contact requests and technical information generated when you browse the site.

Payroll and HR administration services for employers involve separate categories of personal data — including employee and employer records — that are processed under dedicated client proposals, engagement letters, service agreements or contractual data-processing terms.

If you are an employee whose data is processed by Salary Xperts on behalf of an employer client, your primary contact is usually that employer. The relevant client agreement governs that processing.

4. What data we collect via the website

Depending on how you use the website, we may process the following categories of personal data:

• Contact form: name, email address, message content, and optionally company name and telephone number.
• Contact form acknowledgement: confirmation that you have read this Privacy Policy before submitting the form.
• Basic technical data: when you visit the site, limited technical information may be recorded automatically to keep the website secure and working properly (for example browser type and visit time).
• Google Maps on the Contact page: the Contact page includes an embedded Google Maps view of our office location. When the map loads, Google may process technical data in accordance with its own privacy policy. You can also open our office location in Google Maps via an external link without using the embedded map.

We do not currently use analytics, advertising or social-media tracking tools on this website.

5. Purposes of processing

• Respond to enquiries submitted through the contact form or by email or telephone.
• Provide information about Salary Xperts services and manage pre-contractual communication.
• Operate, maintain and secure the website, including diagnosing technical issues and protecting against misuse.
• Comply with legal, regulatory or administrative obligations where applicable.
• Keep appropriate records of business correspondence where necessary.

6. Legal bases

We process personal data only where a valid legal basis applies under Article 6 GDPR:

• Consent — when you submit the contact form and confirm that you have read this Privacy Policy, to the extent consent is required for that submission.
• Legitimate interests — to respond to business enquiries, operate and secure the website, and manage ordinary business communication, where those interests are not overridden by your rights.
• Pre-contractual steps — where processing is necessary at your request before entering into a service agreement.
• Legal obligation — where processing is required to comply with applicable law.

7. Mandatory and optional fields

On the contact form, the following fields are required: name, email address, message and confirmation that you have read this Privacy Policy.

Company name and telephone number are optional. If you do not provide optional fields, we simply have less context when responding to your enquiry.

You are not required to use the contact form. You may also contact us by email or telephone using the details in section 17.

8. Recipients and processors

We do not sell personal data. Personal data may be disclosed only where necessary and proportionate:

• Website hosting: our site is hosted by Vercel Inc., which may process limited technical data needed to operate and secure the website on our behalf.
• Email communication: if you contact us by email, messages are handled through our business email infrastructure.
• Contact form delivery: when you submit the contact form, your enquiry is transmitted through a secure server-side route on this website and delivered by email to Salary Xperts using Resend, an email delivery provider acting on our instructions. The public website does not operate a separate database of contact-form user accounts; submitted enquiries are handled as business correspondence by email.
• Professional advisers or authorities: where required by law or to establish, exercise or defend legal claims.

We require service providers that process personal data on our behalf to do so under appropriate contractual safeguards, where applicable under GDPR.

9. International transfers

Some technical website data may be processed outside the European Economic Area where our hosting provider operates. Where required, we rely on appropriate safeguards such as standard contractual clauses.

Contact-form email delivery via Resend may also involve processing outside the European Economic Area. Where required, appropriate safeguards are applied.

You may contact us using the details in section 17 if you would like more information about transfer safeguards.

10. Retention

Personal data is retained only for as long as necessary for the purposes for which it was collected, taking into account the nature of the enquiry, any resulting business relationship, follow-up requirements and applicable legal or accounting obligations. Retention periods are reviewed regularly to avoid keeping personal data longer than necessary.

Contact-form enquiries delivered by email are kept in our business email systems only for as long as needed to respond and manage the related communication, unless a longer retention period is required by law.

Basic technical logs are kept only for as long as needed to maintain website security and reliability.

11. Your rights

Under GDPR, you may have the following rights in relation to your personal data, subject to applicable conditions and exceptions:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to data portability, where applicable
• Right to object to processing based on legitimate interests
• Right to withdraw consent at any time, without affecting the lawfulness of processing before withdrawal

To exercise your rights, contact us at info@salaryxperts.com. We may need to verify your identity before responding.

If you believe that our processing infringes data-protection law, you have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit) or with the supervisory authority in your country of habitual residence or place of work.

12. Withdraw consent and object

Where processing is based on consent, you may withdraw consent at any time by contacting us at the details in section 17.

Where processing is based on legitimate interests, you may object on grounds relating to your particular situation. We will assess your objection and stop processing unless we demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or processing is needed for legal claims.

13. Automated decision-making

We do not use automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you in connection with this website.

14. Data protection officer

Salary Xperts has not appointed a Data Protection Officer (DPO). For privacy-related questions or requests, please contact us directly:

Email: info@salaryxperts.com

Telephone: +32 2 787 44 14

Salary Xperts SRL, Boulevard Edmond Machtens 79/23, 1080 Molenbeek-Saint-Jean, Belgium

15. Payroll and client service data

Personal data processed in the course of payroll, HR administration and related client services is governed by the relevant client contract, proposal, engagement letter and any applicable data-processing terms.

That processing may involve employee, contractor and employer data supplied by clients and is handled separately from the limited website data described in this policy.

Clients and, where appropriate, their employees should refer to the contractual documentation provided by Salary Xperts or contact their employer for service-related privacy information.

16. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our website, legal requirements or processing practices.

The latest version will always be published on this page with an updated date. We encourage you to review this page periodically.

17. Contact

For privacy-related questions, requests or complaints:

Salary Xperts SRL

Boulevard Edmond Machtens 79/23

1080 Molenbeek-Saint-Jean

Belgium

Email: info@salaryxperts.com

Telephone: +32 2 787 44 14