1. Who is responsible?
Invoxi is a service of GROUP RAMCOM BV, registered in the Belgian Crossroads Bank for Enterprises under number 0818.471.152. Privacy questions may be sent to info@invoxi.eu or Pastoor Paquaylaan 17, 3550 Heusden-Zolder, Belgium.
Where a customer enters personal data into Invoxi for its own administration, that customer is generally the controller and Invoxi acts as processor. GROUP RAMCOM BV is controller for account, contract, security and usage data processed for Invoxi’s own purposes.
2. What data do we process?
- Account and contact data, such as name, email address, telephone number, organisation and role.
- Administrative and invoicing data entered by users, including customer, supplier, product, document, payment and project data.
- Contract and subscription information, invoices and support communications.
- Technical data, such as IP address, device and browser information, session and security logs and usage data.
- Preferences, language settings and recorded consent choices.
3. Why and on what legal basis?
- To perform the contract: provide accounts, process documents, deliver features, provide support and invoice the customer.
- To comply with legal obligations, including accounting, tax and security duties.
- For legitimate interests such as fraud prevention, product security, troubleshooting and service improvement, balanced against your interests.
- Based on consent where legally required, including non-essential cookies or certain marketing communications.
4. Who receives the data?
We share data only where necessary with carefully selected providers for hosting, storage, email, support, payments and security; professional advisers or authorities where required by law; and providers of integrations activated by the customer.
Processors may act only on our instructions and must use appropriate confidentiality and security safeguards. Transfers outside the European Economic Area use a valid transfer mechanism such as an adequacy decision or standard contractual clauses.
5. How long do we retain data?
We retain personal data no longer than necessary for the purpose for which it was collected. Account and customer content is generally retained for the contract term and a limited period afterward for recovery, disputes and legal duties. Accounting records may be retained for the statutory period, while security logs are kept for a shorter proportionate period. Final periods must be recorded in the retention policy before publication.
6. Security
We use appropriate technical and organisational measures, including access controls, logging, encrypted connections, backups and incident-management procedures. No system is risk-free; users remain responsible for secure credentials, correct permissions and the lawfulness of uploaded data.
7. Your rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability, object to processing, or withdraw consent. Send requests to info@invoxi.eu. We may ask for information needed to verify your identity. Where Invoxi acts solely for your organisation, the request will be coordinated with that organisation.
You may also lodge a complaint with the Belgian Data Protection Authority at dataprotectionauthority.be.
8. Cookies and changes
Our cookie policy explains cookies and similar technologies. We may update this statement when the service, law or processing changes. The latest version and date will be published on this page.