Last update: 23 December 2025
This Privacy Statement describes how Billit (hereinafter referred to as ‘Billit’, ‘we’, ‘us’) collects and processes personal data on its website https://www.billit.eu/ and subdomains (the ‘Website’) in the execution of its (client) relations.
We consider the protection of your privacy to be extremely important and wish to inform you about how we process your personal data so that you can maintain control over your personal data.
You are typically a:
Billit is committed to protecting your personal data in accordance with Belgian and European data protection regulations, including the General Data Protection Regulation (EU) 2016/679 (‘GDPR’) (together referred to as the ‘Applicable Data Protection Legislation’).
Please read this Privacy Statement carefully. It describes your rights and how you can exercise them. By using our Website, sharing your personal data and/or agreeing to this Statement, you acknowledge that you have read and agree to the manner in which we collect and process your personal data as described in this Privacy Statement.
Billit is a public limited company, established and operating under Belgian law and acting as the Data Controller for the processing activities described in this Privacy Statement. The Data Controller is the party that determines the purpose and means of the processing activity.
Billit has appointed a Data Protection Officer whom you can contact if you have any questions about this Privacy Statement, your privacy and how Billit processes your personal data.
Depending on the information you share with us, the functionalities you use on our Website and the services you utilise, Billit processes various types of personal data.
Any personal data we process may fall into one of the following categories:
In principle, the personal data we process originate directly from you or are collected automatically by us (in the case of technical or usage data).
We kindly ask that you do not share any special categories of personal data (such as, but not limited to, data about your health, sexual orientation, trade union membership, religious beliefs, etc.). If you nevertheless provide us with such personal data, we will interpret this as your intention to make this personal data publicly available (in accordance with point (e) of Article 9(2) of the GDPR), and we may process this personal data to achieve the purpose of the processing for which you are sharing this personal data, as stated below.
This Article 4 describes the purposes for which we process your personal data in our capacity as the Data Controller.
The personal data that Billit processes depends on the personal data you wish to share and on your use of our Website, tools, services and platform. Please note that our systems (including our Website) and services may evolve and that additional functionalities may be added from time to time. In that case, this list may also evolve and will be updated as necessary in accordance with Article 16, with your additional consent being requested if required.
Billit requires your consent for certain processing purposes. Your consent will always be voluntary and free of charge, and you are entitled to withdraw your consent at any time. You may withdraw your consent by sending an email to dpo@billit.eu. The withdrawal of your consent will not affect the processing of personal data prior to this withdrawal or our processing activities based on another legal ground.
Billit may process personal data of Website visitors for the following purposes:
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Operation and use of our Website and systems. To manage and respond to your contact requests and inquiries (e.g. after you have submitted a contact form, support form or ticket via the Website, the Platform or email). |
|
Execution of a contract or legitimate interest (as applicable) | The retention period ranges from the duration of a session or Website visit to as long as necessary for the execution of the agreement between you and Billit. For information about the retention period of personal data processed via cookies, please refer to our Cookies Policy on our Website. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To manage and respond to your contact requests and inquiries (e.g. after you have submitted a contact form, support form or ticket via the Website, the Platform or email). |
|
Legitimate interest or execution of a contract (as applicable) | As long as necessary to contact you (regarding a submitted contact request or inquiry) unless your personal data must be retained longer to comply with Billit’s legitimate interest or in accordance with another processing ground in this Privacy Policy. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Managing and scheduling appointments and demo sessions, and their follow-up (by sending related (background) information such as quotes). |
|
Legitimate interest or execution of a contract (as applicable) | As long as necessary to contact you and manage our appointments unless your personal data must be retained longer to comply with Billit’s legitimate interest or another processing ground in this Privacy Policy. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Acquiring analytical and statistical insights for the organisation and improvement of our services, Website and your user experience. |
|
Consent (provided via the cookie banner on our Website) The consent you give is always voluntary. You have the right to withdraw your consent at any time and free of charge by sending an email to dpo@billit.eu. |
The retention period ranges from the duration of a session or visit to our Website to as long as your consent has not been withdrawn. For information about the retention period of personal data processed via cookies, please refer to the Cookie Statement on our Website. |
Billit may process Clients’ personal data for the following purposes:
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To manage our client relationship (including responding to your inquiries and requests, and following up on meetings and appointments). |
|
Legitimate Interest | For as long as necessary for the execution of our client relationship and in any case for as long as necessary to contact you. Your personal data will in any case be deleted no later than ten (10) years after the end or termination of our (client) relationship unless a longer retention period applies in accordance with applicable legislation. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Managing and scheduling appointments and demo sessions, and their follow-up (by sending related (background) information such as quotes). |
|
Legitimate Interest or execution of a contract (as applicable) | As long as necessary to contact you and manage our appointments. Your personal data will be deleted no later than ten (10) years after our last contact unless a longer retention period applies in accordance with applicable legislation. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Provision of our services. The exact personal data being processed depends on the services you wish to purchase. For more information about how we process your personal data, please contact us at dpo@billit.eu. For more information about the personal data processed via our platform, please refer to our platform’s Privacy Policy. |
|
Execution of a contract | For as long as necessary for the provision of our services and (client) relationship. Your personal data will be deleted no later than ten (10) years after the end or termination of our (client) relationship unless a longer retention period applies in accordance with applicable legislation. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Acquiring analytical and statistical insights for the organisation and improvement of our services. |
|
Consent. The consent you give is always voluntary. You have the right to withdraw your consent at any time and free of charge by sending an email to dpo@billit.eu. |
The retention period ranges from the duration of our client relationship to as long as your consent has not been withdrawn. For information about the retention period of personal data processed via cookies, please refer to the Cookie Statement on our Website. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To assess your feedback and improve your client experience and our range of services (e.g. by responding to client satisfaction surveys or questionnaires after using our services). |
|
Legitimate Interest | For as long as necessary for Billit’s legitimate interest. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| For onboarding new clients and to comply with our anti-money laundering and know-your-customer obligations. |
|
Execution of a contract and legal obligation (as applicable) | Up to ten (10) years after the end or termination of our (client) relationship unless a longer retention period applies in accordance with applicable legislation. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To share your client experience, testimonials and references on our Website and other social media (including LinkedIn) to promote our services to potential clients and Website visitors. |
|
Consent. The consent you give is always voluntary. You have the right to withdraw your consent at any time and free of charge by sending an email to dpo@billit.eu. |
For as long as your consent is not withdrawn. |
Billit may process the personal data of participants in events and workshops for the following purposes:
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To register your participation in our events, workshops or training courses and to organise our events, workshops and training courses. |
|
Execution of a contract. | For as long as necessary for the organisation of the relevant event, workshop or training course. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To assess your feedback and improve your client experience and our range of services (e.g. by responding to client satisfaction surveys or questionnaires after attending our workshops or events). |
|
Legitimate Interest | For as long as necessary for Billit’s legitimate interest. |
Billit may process job applicants’ personal data for the following purposes:
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To conduct recruitment and selection activities for vacancies at Billit. |
|
Execution of a contract or legitimate interest (as applicable) | Up to five (5) years after the last candidate has been informed that they have not been selected for the position unless a longer retention period applies in accordance with this Privacy Statement. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To build a talent pool for future vacancies and recruitment purposes. |
|
Consent. The consent you give is always voluntary. You have the right to withdraw your consent at any time and free of charge by sending an email to dpo@billit.eu. |
Up to five (5) years after your consent has been obtained. Your personal data will, in any case, be deleted if you withdraw your consent. |
Billit may process personal data of Website visitors, job applicants, clients and participants in events and workshops for the following purposes:
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| For direct marketing purposes (such as sending promotional emails about our services, functionalities, special offers, events and other information we believe may be of interest to you) and sending newsletters (if you have subscribed to them). You have the right to object at any time and free of charge to the processing of your personal data for direct marketing purposes, including profiling insofar as it relates to such direct marketing, by sending an email to dpo@billit.eu. |
|
Consent or Legitimate Interest (as applicable). The consent you give is always voluntary. You have the right to withdraw your consent at any time and free of charge by sending an email to dpo@billit.eu. |
For as long as you have not withdrawn your consent. Your personal data will in any case be deleted as soon as we notice that your contact details are no longer in use. For information about the retention period of personal data processed via cookies, please refer to the Cookie Statement on our Website. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Registration of visitors at Billit offices and premises via our visitor log tool for security management, access control and incident follow-up. |
|
Legitimate Interest | For as long as necessary to fulfil Billit’s legitimate interest. Your personal data will in any case be deleted no later than ten (10) years after the end or termination of our (client) relationship unless a longer retention period applies in accordance with applicable legislation or this Privacy Policy. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Carrying out Billit’s accounting and (business) administration (including following up on payments and outstanding balances) as well as managing our (client) relationship and handling any complaints. |
|
Performance of a contract or legitimate interest (as applicable) | Up to ten (10) years after the end or termination of our (client) relationship unless a longer retention period applies in accordance with applicable legislation. For as long as necessary for Billit’s legitimate interest. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| To comply with our legal obligations (including responding to requests from data subjects, respecting your (consent) preferences, complying with our anti-money laundering and know-your-customer obligations and protecting the rights of others). |
|
Legal Obligation | The retention period ranges from the duration of a website visit to as long as required by law. Up to ten (10) years after the expiry or termination of our relationship unless a longer retention period applies in accordance with applicable legislation. For as long as required by law. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| Security of Billit’s Website, platform, systems and resources (via logs). |
|
Legitimate interest and legal obligation. | For as long as necessary to protect Billit’s legitimate interest or for as long as required by law. |
| Purpose | Category of Personal Data | Legal Ground | Retention Period |
|---|---|---|---|
| The processing of personal data for strategic and organisational decision-making (including mergers, acquisitions, reorganisations, restructuring and optimisation of business processes). |
|
Legitimate Interest | Up to ten (10) years after collection or as long as necessary to protect Billit’s legitimate interest. |
For more information about the specific retention period, please send an email to dpo@billit.eu.
If you share the personal data of third parties with us, you guarantee that you have informed these third parties and obtained their consent or have another legal ground for sharing the personal data of these third parties with us (if required under applicable law).
Our Website uses cookies and similar technologies. For more information, please refer to our Cookie Statement on our Website.
For the purposes described in Article 4 above, it may be necessary for us to share your personal data with the following third parties:
Upon request, we will inform you as soon as possible about the third parties with whom we have shared your personal data by providing you with a more detailed list.
In addition, we may disclose your personal data if required by law or if we determine in good faith that such disclosure is necessary during a legal dispute or to defend, protect or safeguard our rights or the rights of third parties.
Our processors and sub-processors always act under our responsibility. Any engagement of (sub)processors shall always be in accordance with a processing agreement that meets the requirements of the Applicable Data Protection Legislation and that protects your personal data as effectively as possible. Any sharing of your personal data as described above will be subject to appropriate safeguards to protect its integrity and confidentiality.
Your personal data will only be shared with (sub)processors, employees and other third parties based on the ‘need-to-know’ principle, limited to the extent necessary for the performance of their services.
In principle, we will not transfer your personal data to third countries outside the European Economic Area (‘EEA’) unless you are located outside the EEA and visit our Website outside the EEA or use our services from outside the EEA. We may also transfer your personal data to countries outside the EEA through our processors or sub-processors. In that case, we will only transfer your personal data outside the EEA in accordance with the Applicable Data Protection Legislation and provided that appropriate safeguards are in place.
Please contact us if you require more information about the specific mechanisms we use when transferring personal data to countries outside the EEA.
We will only retain your personal data for as long as is reasonably necessary to achieve the purposes and in line with the retention periods set out in Article 4 of this Privacy Statement, including to comply with legal, regulatory, tax, accounting or reporting obligations. We may retain your personal data for a longer period in the event of a complaint, or if we reasonably believe that a legal dispute may arise in relation to our relationship.
After that, your personal data may still remain in our backups or archives, but they will no longer be actively processed in a file. Such backups or archives will be deleted in accordance with our backup and archiving policy.
The applicable retention periods are listed in the table under Article 4.
We have implemented appropriate technical and organisational measures, safeguards and guarantees to protect your personal data in accordance with the Applicable Data Protection Legislation, in particular to protect your personal data against loss, misuse or unauthorised alteration or destruction.
Please contact us if you require more information about the specific measures being taken by sending an email to dpo@billit.eu.
Please note that despite the measures we have taken, there are always risks associated with sending personal data via the internet. The security and protection of your personal data can never be fully guaranteed, nor can we guarantee that unauthorised third parties will never be able to circumvent these measures or use your personal data for improper purposes.
Your rights under the Applicable Data Protection Legislation are as follows:
You may exercise your rights by contacting us via dpo@billit.eu.
Exercising your rights is, in principle, free of charge. However, in the event of unreasonable or repeated requests, we reserve the right to charge a reasonable administration fee or to refuse your request. We will always inform you of the amount before we charge it.
You may exercise your rights by contacting us via dpo@billit.eu.
Please specify which right you wish to exercise and describe your request as clearly as possible so that we can assist you as efficiently as possible. Please note that in some cases we may request additional information to ensure that we provide the information to the correct person.
We will respond to your request to exercise your rights within one (1) month. Occasionally, this may take longer (up to a maximum of three (3) months), but we will inform you of the reasons why within a month.
If you believe that our processing of your personal data does not comply with the Applicable Data Protection Legislation, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement of the Applicable Data Protection Legislation.
In Belgium, the Data Protection Authority (Gegevensbeschermingsautoriteit) is the competent supervisory authority:
www.gegevensbeschermingsautoriteit.be
Drukpersstraat 35, 1000 Brussels, Belgium
+32 (0)2 274 48 00
contact@apd-gba.be.
However, we would appreciate the opportunity to address your concerns before you contact the Data Protection Authority. Therefore, we kindly ask that you contact us first at dpo@billit.eu.
Our Website may contain links to third-party applications and websites. If you are redirected from our Website to another website, platform or application, different terms and conditions, privacy policies and cookie statements may apply. Billit shall not be responsible for the content of these applications and websites and shall not be responsible for the privacy standards and practices of those third parties. We recommend that you read the relevant privacy policies and cookie statements of these third parties before accepting their cookies and visiting their applications and/or websites to ensure that your personal data will be adequately protected.
If we have lawfully transferred your personal data to a third party (who is not one of our (sub)processors), we shall not be liable for any unlawful processing or unlawful use by that third party.
In any case, Billit shall only be liable for damage caused by the processing of personal data if it failed to comply with the specific obligations of the applicable data protection legislation. Billit shall in no event be liable for any special, incidental, indirect or consequential damages or losses. As far as permitted under applicable law, Billit’s liability under this Privacy Policy shall be limited to the amounts actually paid out under its professional liability insurance for the event giving rise to the damage.
As far as permitted under applicable law, you hereby agree not to hold Billit’s directors, contractors, subcontractors, representatives, appointees, employees and other agents personally or directly liable for or in connection with the services provided by Billit or its staff. In this regard, you hereby waive any non-contractual claims against the aforementioned persons. Any (liability) claim for or in connection with the execution of the services, your use of the Website or the processing of your personal data (including any non-contractual liability claim) may be brought exclusively against Billit.
We may change this Privacy Statement at any time. Any changes will be announced on our Website (for example, via a pop-up). The date of the most recent version can be found at the top of this Privacy Statement. Please revisit this Statement regularly to keep informed of any changes that may apply to you.
Amended versions of this Privacy Statement shall take effect fourteen (14) calendar days after their publication on the Website and shall, if necessary, always be submitted for approval. Any changes that are necessary to comply with a legal requirement shall take effect immediately.
This Privacy Statement shall be governed, interpreted and enforced in accordance with Belgian law.
The courts of Antwerp (Antwerp division) have exclusive jurisdiction to rule on any dispute that may arise from the interpretation or implementation of this Privacy Statement, without prejudice to the consumer’s right to submit a dispute to a competent court on the basis of a mandatory legal provision.
