Privacy Policy

Effective date: 20 August 2025

Version: V.2.0

This Privacy Policy applies to the website www.mindcapture.com and all services provided by MindCapture BV, registered at Hoogbavegemstraat 37, 9520 Bavegem, Belgium, VAT number BE 0842 953 259, email: info@mindcapture.com.

MindCapture considers the careful and secure processing of personal data as a priority. We comply with the provisions of the General Data Protection Regulation (GDPR) and the Belgian Data Protection Act of 30 July 2018.

We recommend that you read this policy carefully. For questions, you can always contact us at info@mindcapture.com.

A. Which personal data do we process

We only collect and process personal data that is necessary for our activities in the context of recruitment, consultancy and staffing.

1. When applying or contacting us: First name and last name, Contact details such as email address and phone number, Curriculum vitae and cover letter, Information on education and professional experience. Additional information you choose to provide
2. During an application or collaboration: Notes taken during meetings or assessments. Results of tests or evaluations, Internal communication and log data such as date, time and conversation partner
3. Publicly available data: Data you have made public for example, through LinkedIn. Data from public databases such as the Belgian business register

We do not process sensitive personal data unless strictly necessary and only with your explicit consent.

B. Purposes and legal basis

We process personal data only for clearly defined purposes.

1. Applications and recruitment: Supporting you in your search for a suitable job. Sharing your data with potential employers in the context of recruitment. Communicating with you about vacancies and procedures. Requesting feedback on our services

Legal basis: performance of the contract or legitimate interest

2. Contact forms and communication: Answering questions or remarks. Providing requested information

Legal basis: legitimate interest or performance of the contract

3. Legal obligations: Compliance with statutory and administrative obligations.

Legal basis: legal obligation

4. Marketing and events: Newsletters, invitations or direct marketing, only with your consent. You may unsubscribe or object to marketing at any time

Legal basis: consent

C. Sharing data with third parties

We never sell your data.

Your data may only be shared with:

• Employees or freelancers of MindCapture involved in your file
• External service providers such as IT partners or assessment providers, always under data processing agreements and under our responsibility
• Potential employers, only with your prior consent
• Public authorities or courts, where legally required

D. Retention of data

We retain your personal data for a maximum of seven years after collection or after the last meaningful contact. After this period, your data will be securely deleted or anonymised, unless a longer retention is required by law.

E. Security of data

MindCapture takes appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access or disclosure.

Examples include:

• Secured servers and GDPR compliant cloud platforms
• Limited access to personal data
• Regular evaluation and adjustment of security measures

F. Your rights

In accordance with the GDPR you have the following rights:

• Right of access and a copy of your data
• Right of rectification of inaccurate data
• Right to erasure, also known as the right to be forgotten
• Right to restriction of processing
• Right to object to processing, including marketing
• Right to data portability
• Right to withdraw your consent

You can exercise your rights by contacting us at info@mindcapture.com.

We handle each request within the legal term of 30 days.

G. Cookies

Our website uses cookies and similar technologies to ensure proper functioning, to improve user experience and to collect statistics about the use of our website. Cookies are small files stored on your device when you visit our website. They allow us to recognise your browser and to store certain information.

1. Types of cookies we use

• Strictly necessary cookies: These cookies are essential for the proper functioning of the website. They enable core features such as page navigation and access to secure areas. You cannot refuse these cookies.
• Functional cookies: These cookies allow the website to remember your preferences, such as language settings or login details in order to provide a more personalised experience.
• Analytical cookies: These cookies help us understand how visitors use our website by collecting information such as which pages are visited most often or how users navigate through the site. We use this information only to improve the quality and performance of our website.

2. Managing cookies

When you first visit our website, you are asked to set your cookie preferences. You can choose to accept all cookies or manage your preferences.

You can also control and delete cookies through the settings of your web browser. Most browsers allow you to refuse cookies, to delete cookies that have already been placed or to receive a warning before a cookie is stored. If you disable cookies, some features of our website may not function properly.

3. Legal basis

The placement and use of strictly necessary cookies is based on our legitimate interest in ensuring the proper technical functioning of the website. For functional, analytical and marketing cookies, we rely on your prior consent.

4. Retention period

Cookies may be stored on your device for the duration of your session or for a longer period.

• Session cookies are automatically deleted when you close your browser.
• Persistent cookies remain stored until they expire or are deleted by you.

5. Third-party cookies

Some cookies are placed by third parties such as analytics providers or social media platforms. These third parties may process your personal data in accordance with their own privacy policies. We recommend that you consult these policies for more information.

H. Changes

This Privacy Policy may be updated from time to time. We recommend reviewing this page regularly to remain informed of the latest version.

I. Contact

MindCapture BV

Hoogbavegemstraat 37

9520 Bavegem Belgium

VAT: BE 0842 953 259

Email: info@mindcapture.com