AREMIS Privacy Policy

Last updated: [JUNE 2026]
Version: [0.2]

1. Who is responsible for your personal data?

AREMIS Management SA, referred to in this Privacy Policy as “AREMIS”, “we”, “us” or “our”, is responsible for the processing of personal data described in this policy.

AREMIS Management SA
Avenue Charles Schaller 54
1160 Brussels
Belgium

Company number: BE 0641 657 869

AREMIS has appointed a Data Protection Officer. Questions concerning this Privacy Policy or the processing of your personal data may be sent to:

Email: gdpr@aremis.com
Postal address: DPO, c/o AREMIS Management SA, Avenue Charles Schaller 54, 1160 Brussels, Belgium

2. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed through:

aremis.com;
AREMIS subdomains, including go.aremis.com, info.aremis.com and blog.aremis.com;
online forms, landing pages and campaign pages operated by AREMIS;
AREMIS newsletters, events, surveys, webinars and downloadable content;
recruitment activities conducted through the website;
interactions with AREMIS by email, telephone, videoconference, social media or other communication channels.

The website is directed primarily at professional audiences in Belgium, France, Luxembourg and Switzerland.

This policy is intended to comply with applicable data-protection legislation, including the General Data Protection Regulation, applicable Belgian legislation and, where relevant, the Swiss Federal Act on Data Protection.

3. What personal data do we collect?

Depending on how you interact with AREMIS, we may process the following categories of personal data:

Identification and contact information

This may include your:

first name and surname;
professional email address;
telephone number;
job title;
employer or organisation;
country and preferred language;
postal address where relevant.

Information you submit to AREMIS

This may include:

messages and questions submitted through forms;
meeting and demonstration requests;
newsletter preferences;
event and webinar registrations;
survey answers;
report, study or document download requests;
information included in correspondence;
application documents, including CVs and cover letters;
information submitted through live chat or chatbot functions.

Professional and commercial information

This may include:

your role, organisation, sector and professional interests;
AREMIS services or subjects in which you have shown an interest;
meetings, opportunities and commercial exchanges;
your participation in events;
previous interactions with AREMIS;
sales status, contact lifecycle stage and lead-scoring information.

Website and technical information

This may include:

IP address;
browser and device type;
operating system;
approximate location derived from your IP address;
referring website;
pages viewed;
links and buttons clicked;
downloads;
date, time and duration of visits;
cookie identifiers and similar online identifiers;
campaign and attribution information;
consent preferences;
security and server logs.

Marketing engagement information

Where permitted, we may record whether you:

received, opened or clicked an email;
visited a page after receiving a communication;
completed a form;
registered for or attended an event;
downloaded a publication;
interacted with an AREMIS advertisement or social-media publication;
unsubscribed from communications.

Photographs and audiovisual recordings

At AREMIS events, we may take photographs or make audiovisual recordings for internal or external communication purposes. Where appropriate, attendees will be informed in advance or at the event.

4. How do we collect your personal data?

We may collect personal data:

directly from you;
through website forms and landing pages;
through HubSpot forms, live chat, meetings, pop-ups and other functions;
through cookies and similar technologies;
through your interactions with our emails, advertisements and social-media content;
during meetings, events, webinars and professional exchanges;
from your employer or colleagues;
from publicly accessible professional sources, such as corporate websites or professional social networks;
from event organisers, commercial partners or other sources, where the sharing of the information is permitted by law;
from existing AREMIS records where you have previously interacted with us.

5. Why do we process your personal data?

Responding to enquiries

We process your contact details and the content of your request to:

answer questions;
process contact requests;
arrange meetings;
prepare demonstrations;
provide requested documents;
follow up on a professional enquiry.

Depending on the nature of the request, this processing is based on steps taken at your request before entering into a contract or on our legitimate interest in responding to professional enquiries and developing our business.

Submitting a contact form does not automatically mean that you consent to all marketing activities.

Managing professional and commercial relationships

We process personal data to:

identify and manage prospects;
maintain client and partner relationships;
prepare proposals;
manage opportunities and projects;
maintain a history of professional interactions;
provide relevant commercial follow-up;
administer contracts and related communications.

This processing is based on the performance of a contract, pre-contractual measures, legal obligations or AREMIS’s legitimate interest in managing and developing its professional activities.

Marketing communications

We may use your professional contact details to send:

newsletters;
invitations;
surveys;
information about reports and publications;
information concerning AREMIS services;
event and webinar communications;
relevant professional content.

We send these communications on the basis of consent where consent is required by law. In certain professional or existing-client contexts, we may rely on our legitimate interest in communicating about services and content that are relevant to the recipient, where permitted by applicable law.

You may unsubscribe at any time by using the link included in the communication or by contacting gdpr@aremis.com.

Website analytics and improvement

Subject to your cookie preferences, we use analytics and experience-measurement tools to:

measure website traffic;
understand how pages and content are used;
identify technical or usability problems;
improve navigation and website performance;
evaluate the effectiveness of campaigns;
produce aggregated statistics.

Where these tools use non-essential cookies or similar technologies, the processing is based on your consent.

Advertising and campaign measurement

Subject to your consent, we may use advertising technologies to:

measure advertising performance;
understand whether an advertisement led to a website interaction;
create or measure professional audiences;
display more relevant advertisements on third-party platforms;
exclude existing contacts from certain campaigns;
attribute enquiries or conversions to a campaign.

These activities may involve Google, LinkedIn, Meta, HubSpot and other advertising or marketing platforms.

HubSpot CRM, tracking and automation

AREMIS uses HubSpot to support its customer-relationship management, marketing and sales activities.

Depending on the services activated and your consent preferences, HubSpot may be used to:

collect and store form submissions;
manage contact and company records;
associate website activity with an identified contact;
record email and content engagement;
operate meeting-booking functions;
provide live chat or chatbot functions;
display forms and pop-ups;
segment contacts;
assign lifecycle stages;
calculate lead scores;
trigger workflows and automated communications;
notify authorised AREMIS employees of relevant activity;
measure marketing attribution and campaign performance;
manage subscriptions and unsubscribe requests.

Where HubSpot tracking relies on non-essential cookies, it will only be activated after the required consent has been obtained.

Commercial segmentation and lead scoring help AREMIS prioritise and adapt its professional communications. They are not intended to produce legal or similarly significant effects concerning individuals.

Events, webinars and surveys

We process registration and participation information to:

administer registrations;
communicate practical information;
manage attendance;
conduct satisfaction surveys;
share relevant follow-up material;
evaluate and improve events.

Where an event is organised with a partner, we will inform you if registration information is to be shared with that partner.

Recruitment

When you apply for a position or collaboration opportunity, we may process:

identification and contact details;
CV and cover letter;
employment and education history;
qualifications and skills;
interview notes;
references;
any other information you choose to provide.

This processing is necessary to take steps at your request before potentially entering into an employment or collaboration agreement and for AREMIS’s legitimate interest in managing recruitment.

Where AREMIS wishes to retain your application for future opportunities beyond the initial recruitment process, the applicable legal basis and retention period will be communicated to you.

Please do not provide sensitive personal data unless it is necessary and legally appropriate for the recruitment process.

Website and information security

We process technical information and security logs to:

protect the website and infrastructure;
prevent fraud, misuse and cyberattacks;
identify malicious activity;
manage backups;
diagnose errors;
maintain business continuity;
establish, exercise or defend legal claims.

This processing is based on AREMIS’s legitimate interest in maintaining secure and reliable systems and, where applicable, compliance with legal obligations.

Compliance with legal obligations

We may process personal data to comply with:

accounting and tax requirements;
data-protection obligations;
regulatory or judicial requests;
audit and compliance requirements;
applicable record-keeping obligations.

6. Cookies and similar technologies

AREMIS uses cookies, pixels, tags, local storage and similar technologies.

Strictly necessary technologies may be used without consent where they are required to provide a service requested by the visitor, ensure security or remember privacy choices.

Analytics, advertising, behavioural tracking and optional third-party content will only be activated where the required consent has been obtained.

More information is available in the AREMIS Cookie Policy. You may change or withdraw your preferences at any time through the cookie settings link available on the website.

Withdrawal of consent does not affect processing that occurred before the withdrawal.

7. Service providers and recipients

Access to personal data is restricted to persons who need it for their work.

Personal data may be shared with:

authorised AREMIS employees and contractors;
other AREMIS entities where necessary to respond to a request or provide services;
website, hosting and infrastructure providers;
CRM, marketing, emailing and automation providers;
analytics and advertising providers;
security, firewall, anti-spam and backup providers;
event, survey and webinar platforms;
recruitment providers;
professional advisers, auditors and insurers;
public authorities, regulators or courts where required by law;
potential purchasers or advisers in connection with a restructuring, merger or transfer of business.

Relevant service providers may include:

HubSpot;
Google;
LinkedIn;
Meta;
Microsoft;
Hotjar;
Typeform;
YouTube;
Cloudflare;
Kinsta;
Wordfence;
reCAPTCHA providers;
website maintenance and technical-support providers.

The exact providers used may change over time. The Cookie Policy and cookie-preference tool provide more information about technologies active on the website.

AREMIS does not sell personal data.

8. International data transfers

Some service providers may process personal data outside the European Economic Area, Switzerland or the country in which you are located.

Where personal data is transferred internationally, AREMIS uses an appropriate transfer mechanism where required, such as:

an adequacy decision;
Standard Contractual Clauses approved by the European Commission;
an approved Swiss transfer mechanism;
additional contractual, organisational or technical safeguards.

Information about the safeguards relevant to a particular processing activity may be requested from gdpr@aremis.com, subject to the protection of confidential information.

9. How long do we retain personal data?

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including compliance with legal, accounting, contractual and reporting obligations.

Unless a different period is required or justified, the following indicative periods may apply:

General enquiries: up to two years after the request has been resolved or the last meaningful interaction;
Active prospects: up to three years after the last meaningful commercial interaction, subject to periodic review;
Clients, suppliers and contractual contacts: for the duration of the relationship and afterwards for the period required by applicable contractual, accounting, tax and limitation rules;
Marketing contacts: until the person unsubscribes, objects or the information is no longer considered relevant, subject to periodic review;
Unsubscribe records: limited information may be retained to ensure that the opt-out continues to be respected;
Event registrations: normally up to three years after the event, unless the information becomes part of an ongoing professional relationship;
Analytics information: according to the retention period configured in the relevant analytics platform;
Cookie preferences and consent records: for the duration necessary to demonstrate and manage the visitor’s choices;
Security and technical logs: for a limited period proportionate to the security purpose, unless an incident requires longer retention;
Unsuccessful applications: for the period communicated during the recruitment process and subject to applicable law;
Successful applications: transferred to the relevant employee or contractor record and retained under the applicable HR policy.

These periods may be shortened or extended where required by law, necessary for legal proceedings, or justified by an ongoing dispute or investigation.

At the end of the applicable retention period, personal data is deleted, anonymised or securely archived with restricted access.

10. Your data-protection rights

Subject to applicable legal conditions, you may have the right to:

obtain confirmation that we process your personal data;
access your personal data;
correct inaccurate or incomplete information;
request deletion of your personal data;
restrict certain processing;
object to processing based on legitimate interests;
object at any time to direct marketing;
withdraw consent at any time;
receive certain personal data in a structured, commonly used and machine-readable format;
request transmission of eligible information to another controller;
lodge a complaint with a competent supervisory authority.

You also have the right not to be subject to a decision based solely on automated processing where the decision produces legal effects or similarly significantly affects you, subject to the conditions established by applicable law.

To exercise your rights, contact:

gdpr@aremis.com

We may ask for additional information where reasonably necessary to verify your identity. Requests will be handled within the time limits established by applicable law.

11. Complaints

You may lodge a complaint with the Belgian Data Protection Authority:

Data Protection Authority / Autorité de protection des données / Gegevensbeschermingsautoriteit
Rue de la Presse 35
1000 Brussels
Belgium

You may also contact the competent authority in your country of residence, workplace or the place where the alleged infringement occurred.

For Switzerland, you may contact the Federal Data Protection and Information Commissioner.

12. Security

AREMIS applies appropriate technical and organisational measures designed to protect personal data against:

unauthorised access;
accidental loss;
alteration;
disclosure;
destruction;
misuse.

These measures may include access controls, authentication, logging, backups, security monitoring, contractual confidentiality obligations, staff awareness and incident-management procedures.

No internet-based system is completely secure. AREMIS therefore cannot guarantee absolute security but takes reasonable steps to manage and reduce relevant risks.

13. Third-party websites and embedded content

The website may contain links to or embedded content from third parties, including:

YouTube;
LinkedIn;
Meta;
Google Maps;
Typeform;
third-party event, recruitment or survey websites.

Third parties may process personal data according to their own privacy policies. Optional embedded content should remain blocked until the required cookie consent has been obtained.

AREMIS is not responsible for the content or independent privacy practices of external websites.

14. Children

The website and AREMIS services are directed primarily at professionals and are not intended for children.

AREMIS does not knowingly seek to collect personal data from children through the website. A parent or legal guardian who believes that a child has provided personal data may contact gdpr@aremis.com.

15. Changes to this Privacy Policy

AREMIS may update this Privacy Policy to reflect:

changes to the website;
changes to processing activities;
new suppliers or technologies;
organisational changes;
changes in applicable law or regulatory guidance.

The current version will be published on the website with its effective date.

Where changes are material, AREMIS may provide additional notice through the website or another appropriate communication channel.

AREMIS Cookie Policy

Last updated: [DATE]
Version: [VERSION NUMBER]

1. About this Cookie Policy

This Cookie Policy explains how AREMIS Management SA uses cookies and similar technologies on:

aremis.com;
go.aremis.com;
info.aremis.com;
blog.aremis.com;
other subdomains and landing pages operated by AREMIS.

This policy should be read together with the AREMIS Privacy Policy.

2. What are cookies and similar technologies?

Cookies are small files that websites may store on a computer, smartphone or other device.

Cookies and similar technologies may be used to:

enable website functions;
remember preferences;
protect the website;
analyse traffic;
understand visitor behaviour;
measure campaigns;
personalise communications;
support advertising;
load third-party content.

Similar technologies include:

tracking pixels;
tags;
software development kits;
local storage;
session storage;
device identifiers;
tracking links.

Some cookies are deleted when the browser is closed. Others remain until their expiry date or until the visitor deletes them.

3. Who places cookies?

Cookies may be:

First-party cookies

These are placed through an AREMIS domain.

Third-party cookies

These are placed or accessed by an external service provider, for example HubSpot, Google, LinkedIn, Meta, Microsoft, Hotjar or YouTube.

Third-party providers may combine information collected through their technologies with other information available to them, subject to their own terms and privacy policies.

4. Cookie categories

Strictly necessary cookies

These technologies are required to:

provide the website;
maintain security;
prevent malicious activity;
balance traffic;
remember cookie preferences;
maintain a session;
provide a function expressly requested by the visitor.

They cannot normally be disabled through the AREMIS cookie-preference tool.

Strictly necessary cookies should not be used for optional analytics or advertising.

Functional cookies

Functional cookies allow the website to remember choices and provide enhanced functions, such as:

language preferences;
interface preferences;
live chat;
meeting-booking functions;
optional embedded content.

Where these functions are not strictly necessary, they will only be activated after consent.

Analytics cookies

Analytics cookies help AREMIS understand:

the number of visitors;
traffic sources;
pages viewed;
navigation paths;
time spent on the website;
errors and performance;
how visitors interact with content;
how the website may be improved.

Analytics tools used by AREMIS may include:

Google Analytics 4;
Microsoft Clarity;
Hotjar;
HubSpot analytics.

These tools are only activated where the required consent has been obtained.

Advertising cookies

Advertising cookies and pixels may be used to:

measure campaign performance;
record conversions;
understand whether an advertisement resulted in a visit or enquiry;
create, measure or exclude audiences;
limit repetition of advertisements;
display advertisements that may be more relevant;
support attribution across websites or platforms.

Advertising technologies may include:

LinkedIn Insight Tag;
Meta Pixel;
Google Ads technologies;
HubSpot advertising integrations.

These technologies are only activated after consent.

Social-media and external-content cookies

AREMIS pages may include external content, such as:

YouTube videos;
LinkedIn content;
Google Maps;
Typeform forms;
social-sharing functions;
reCAPTCHA;
external event or booking functions.

These services may receive technical and usage information when their content is loaded.

Where the content is optional, it should remain blocked until the visitor has consented to the relevant category.

5. Technologies used on the website

Depending on the page and the preferences selected, the website may use technologies provided by the following organisations.

HubSpot

HubSpot supports:

forms;
contact management;
website analytics;
live chat and chatbot functions;
pop-ups;
meeting booking;
campaign tracking;
marketing attribution;
contact recognition;
email engagement;
lead scoring and segmentation.

HubSpot cookies that are not strictly necessary will only be used following the required consent.

Google

Google technologies may support:

Google Analytics 4;
Google Ads conversion measurement;
Google Tag Manager;
Google Maps;
reCAPTCHA;
YouTube embeds;
website administration through Site Kit.

Google Tag Manager is a system for deploying tags. Whether it collects or transfers personal data depends on the tags configured through it.

Google Search Console itself is primarily an administrative website-management service, but other Google technologies connected through Site Kit may use cookies.

The LinkedIn Insight Tag may be used to measure campaigns, website conversions and professional audiences.

LinkedIn embedded content or sharing features may also result in information being transferred to LinkedIn.

Microsoft Clarity

Microsoft Clarity may be used to analyse website interactions through information such as clicks, scrolling and navigation behaviour.

Hotjar

Hotjar may be used to understand website usage through heatmaps, interaction analysis, surveys or similar experience-measurement functions.

Typeform

Typeform may be used for surveys, registrations, questionnaires and other forms. Typeform may set cookies or use similar technologies when its forms are embedded or opened.

YouTube

YouTube may be used to display video content. YouTube may place or access cookies when the video player is loaded or used.

Where possible, privacy-enhanced embedding options should be used.

Cloudflare

Cloudflare may process technical data and use necessary technologies for:

content delivery;
traffic management;
cybersecurity;
bot protection;
network performance.

Wordfence

Wordfence may process IP addresses, requests and other technical information to protect the website against malicious activity.

Kinsta

Kinsta provides hosting and infrastructure services and may process server logs and technical information necessary to operate and secure the website.

WordPress and website plugins

WordPress and active plugins may use necessary or functional storage to:

provide website functionality;
manage sessions;
remember preferences;
process forms;
display multilingual content;
improve performance;
identify errors;
prevent abuse.

Not every installed plugin necessarily places cookies in a visitor’s browser.

6. Legal basis

AREMIS uses strictly necessary cookies where they are technically required to provide the website, maintain security, remember privacy choices or provide a service expressly requested by the visitor.

Where applicable law requires consent, functional, analytics, advertising and optional third-party technologies are only used after the visitor has made an affirmative choice.

Consent may be withdrawn at any time.

7. Cookie choices

When you first visit the website, the cookie banner should offer the following options:

Accept all
Reject all
Manage preferences

Rejecting optional cookies should be as easy as accepting them.

No analytics, advertising, behavioural tracking or optional third-party content should be activated before the visitor has provided the required consent.

Cookie categories other than strictly necessary cookies should be disabled by default.

Visitors can change or withdraw their preferences at any time through the Cookie settings or Manage cookie preferences link available on the website.

Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

8. Consent records

AREMIS may retain information about cookie choices to:

remember the visitor’s preferences;
avoid repeatedly displaying the banner;
demonstrate that a choice was obtained;
manage the withdrawal or renewal of consent.

Consent may be requested again after an appropriate period or where:

the cookie configuration changes materially;
new providers or purposes are introduced;
applicable law or regulatory guidance requires renewed consent;
the visitor deletes their cookies or browser storage.

9. Cookie details and retention periods

The exact cookies used may depend on:

the page visited;
the website language;
the visitor’s consent choices;
active campaigns;
current integrations;
configuration changes made by service providers.

The website should display an automatically maintained cookie table showing, for each active technology:

cookie or storage name;
provider;
domain;
purpose;
category;
retention period;
whether it is first-party or third-party.

<script id="CookieDeclaration" src="https://consent.cookiebot.com/c4a45ef8-4041-42b7-8982-fb8805c01852/cd.js" type="text/javascript" async></script>

The automatically generated cookie declaration forms part of this Cookie Policy.

10. Browser settings

Visitors may also delete or block cookies through their browser settings.

Blocking all cookies may affect:

language settings;
form functionality;
chat;
video or map content;
login or session functions;
website security;
other requested features.

Browser controls do not replace the AREMIS cookie-preference mechanism where consent is legally required.

11. International transfers

Some cookie providers may process information outside the European Economic Area or Switzerland.

Where required, AREMIS and its providers use recognised safeguards, such as adequacy decisions, Standard Contractual Clauses or other legally accepted transfer mechanisms.

Further information is available in the AREMIS Privacy Policy and in the privacy documentation of the relevant provider.

12. Contact

For questions about cookies or personal-data processing, contact the AREMIS Data Protection Officer:

gdpr@aremis.com

AREMIS Management SA
DPO
Avenue Charles Schaller 54
1160 Brussels
Belgium

13. Updates

AREMIS may update this Cookie Policy when:

website technologies change;
providers are added or removed;
purposes change;
legal or regulatory requirements evolve.

The latest version will be published on the website with its effective date.