Privacy statement
Last updated: 20 September 2026
This statement explains how Phoenix-Dynamics SRL ("we", "us") processes personal data when you visit this website, create an account, contact us, subscribe to our newsletter, order from us or ask our helpdesk for support. We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Belgian Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.
1. Who is responsible
The controller of your personal data is Phoenix-Dynamics SRL, Rue de la résistance, 26, 4681 Hermalle-sous-Argenteau, Belgium, company number BE1021731088, VAT BE1021731088. For any question about your data or to exercise your rights, write to info@alxsys.com.
2. What we process, why, on which basis and for how long
| Purpose | Personal data | Legal basis (GDPR) | Retention |
|---|---|---|---|
| Operating and securing the Website | IP address, browser and device information, pages requested, date and time, error and security logs | Legitimate interest in running a secure website and preventing abuse (art. 6.1.f) | Up to 12 months, longer only when needed to investigate a security incident |
| Account and access to restricted documentation | Name, e-mail, organisation, country, phone (optional), reason for your request, password (stored only as a salted hash), account status, login dates | Taking steps at your request and performing our contract (art. 6.1.b); legitimate interest in checking who accesses restricted information (art. 6.1.f) | While the account exists; deleted when you ask us to close it, except data we must keep for the purposes below. Refused requests: up to 12 months |
| Contact requests | Name, first name, company, country, e-mail, topic, product, message | Legitimate interest in answering and following up your request (art. 6.1.f); steps before a contract (art. 6.1.b) | Up to 3 years after our last exchange |
| Newsletter | E-mail, name if given, where and when you subscribed, confirmation and unsubscription dates, delivery status | Your consent, confirmed by e-mail (double opt-in) (art. 6.1.a) | Until you unsubscribe. We then keep only the proof of your consent and of your unsubscription, for up to 3 years |
| Orders, invoices, payments and delivery | Name, e-mail, organisation, billing and delivery addresses, VAT number, ordered products, your notes, invoice data, payment method and status, payment reference, carrier and tracking number | Performing the contract (art. 6.1.b); legal obligations under accounting and tax law (art. 6.1.c) | Accounting and tax documents: 10 years from the end of the financial year concerned. Other order data: for the duration of the contract and warranty, plus the legal limitation periods |
| Support tickets | Name, e-mail, organisation, ticket title, priority, your messages and the documents you attach (for example logs, photos or reports), our answers and the ticket history | Performing our contract and warranty obligations, or taking steps at your request (art. 6.1.b); legitimate interest in providing technical support and improving our products (art. 6.1.f) | Up to 3 years after the ticket is closed, or longer when needed for a warranty claim or a dispute |
| Export control and sanctions compliance | Identity and organisation data, end-user and end-use information, screening results against sanctions and restricted-party lists, licences and related correspondence | Legal obligations (art. 6.1.c); legitimate interest in preventing unlawful transfers of sensitive goods and technology (art. 6.1.f) | As long as export control law requires, and at least 5 years from the end of the calendar year of the transaction |
| Website statistics, only if you accept | Google Analytics: pseudonymous identifiers, public pages viewed, approximate location, device and browser, events such as a sign-up or a purchase. Pages of your account — your orders and your support tickets — and their addresses are never counted | Your consent (art. 6.1.a) | Statistics: 14 months. Your cookie choice: 6 months |
| Establishing, exercising or defending legal claims | Any of the data above, as needed | Legitimate interest (art. 6.1.f) | For the duration of the dispute and the applicable limitation periods |
We do not sell personal data. We do not use it for automated decision-making that produces legal or similarly significant effects for you. Fields marked as required in our forms are needed to create an account, answer your request or process your order; without them we cannot do so.
3. Where the data comes from
Mostly from you. For compliance purposes we may also check public sources and official sanctions and restricted-party lists. Our payment provider tells us whether a payment succeeded, and carriers give us delivery status information.
4. Who receives your data
Only persons within our company who need it for their tasks, and:
- Service providers acting on our instructions, bound by a data processing agreement: the hosting provider of the Website; Microsoft (Microsoft 365), which we use for e-mail; Google Ireland Ltd for Google Analytics, only if you accept statistics cookies; and IT and security providers.
- Mollie B.V. (Netherlands), when you pay online. Mollie processes payment data as a separate controller under its own privacy statement and financial regulations. We never receive your full card or bank credentials.
- Carriers and freight forwarders, for delivery.
- Our accountants, auditors, lawyers, banks and insurers, where needed.
- Public authorities, where the law requires it, including tax, customs and export control authorities (for example in licence applications).
- A buyer or successor, in case of a merger, acquisition or transfer of all or part of our business.
We publish news on our LinkedIn and Facebook company pages, but the Website does not load LinkedIn or Facebook tracking technologies. Videos from YouTube (privacy-enhanced mode) or Vimeo are loaded only when you click play; at that moment the video platform receives your IP address and may set cookies under its own privacy policy.
5. Transfers outside the European Economic Area
Some of our service providers, such as Microsoft and Google, may process data outside the European Economic Area, in particular in the United States. Such transfers are based on an adequacy decision of the European Commission (such as the EU-U.S. Data Privacy Framework, for certified companies) or on the Commission's standard contractual clauses with additional safeguards. You can ask us for a copy of the relevant safeguards.
6. Cookies
| Cookie | Purpose | Type | Duration |
|---|---|---|---|
| alx.auth | Keeps you signed in | Strictly necessary | Until you close your browser, or up to 14 days if you choose to stay signed in |
| alx.af | Protects forms against cross-site request forgery | Strictly necessary | Until you close your browser |
| alx.cart | Remembers the contents of your cart (encrypted) | Strictly necessary for the service you request | 30 days |
| alx_consent | Remembers your choice about statistics cookies | Strictly necessary | 6 months |
| _ga, ga* | Google Analytics statistics | Statistics — only with your consent | Up to 2 years |
Strictly necessary cookies do not require consent. Statistics cookies are placed only after you accept them, and advertising features are disabled. You can change your choice at any time with Cookie settings at the bottom of every page, and delete cookies in your browser settings.
7. Security
We protect your data with appropriate technical and organisational measures, including encryption of connections (HTTPS), salted hashing of passwords, encryption of stored credentials and tokens, restricted access for authorised staff only, and backups. No system is completely secure, however. If a personal data breach is likely to result in a high risk to you, we will inform you as the law requires.
8. Your rights
Under the GDPR you have the right to access your personal data, to have it corrected, to have it erased, to restrict its processing, to receive it in a portable format, and to object to its processing based on our legitimate interests. You may object at any time to direct marketing. Where processing is based on your consent, you may withdraw it at any time, without affecting the lawfulness of processing before the withdrawal; you can unsubscribe from the newsletter with the link in every e-mail.
To exercise your rights, write to info@alxsys.com. We may ask you to prove your identity. We answer within one month; this period may be extended by two months for complex requests, in which case we will tell you. Some data cannot be erased while we are legally required to keep it (for example invoices and export control records).
If you believe we have not handled your data correctly, please contact us first. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35 / Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, www.dataprotectionauthority.be.
9. Children
The Website is not intended for persons under 18, and we do not knowingly collect their personal data.
10. Changes to this statement
We may update this statement, for example when our services or the law change. The current version is always published on this page with its date. We will inform registered users by e-mail of significant changes.