Legal
Privacy and cookie policy
Toolsquare BV · Last updated: May 2025 · Version 2.0
1. Who we are
This privacy and cookie policy applies to the website www.toolsquare.io and all related communications operated by Toolsquare BV, with registered office at The Beacon, Sint-Pietersvliet 7, B2000 Antwerp, Belgium, registered under company number VAT BE 0746.407.674 ("Toolsquare", "we", "us").
Toolsquare is the data controller for personal data collected via this website. For questions about this policy, contact us at privacy@toolsquare.io.
2. What personal data we collect and why
2.1 Contact and demo request forms
When you submit a contact form or request a demo, we collect your name, email address, phone number, company name and any information you include in your message. We use this data to respond to your enquiry and, with your consent, to follow up with relevant commercial information. Legal basis: legitimate interest and consent.
2.2 Analytics and website behaviour
We use Google Analytics (via Google Tag Manager) to understand how visitors use our website. This data is collected in anonymised or pseudonymised form and includes pages visited, time on page, referral source and device type. Legal basis: consent (cookie banner acceptance).
2.3 Marketing and lead tracking
We use HubSpot as our CRM and marketing platform. When you submit a form or interact with our website, HubSpot may set tracking cookies to associate your activity with a contact record. Legal basis: consent.
2.4 Scheduling
If you use our Calendly scheduling links to book a call, Calendly collects your name, email address and the time of the meeting. Their privacy policy is available at calendly.com/privacy. Legal basis: contractual necessity.
3. Cookies
3.1 What cookies we use
This website uses the following categories of cookies: (i) Strictly necessary cookies: required for the website to function. Cannot be disabled. (ii) Analytics cookies: Google Analytics, used to measure website usage. Active only with your consent. (iii) Marketing cookies: HubSpot tracking pixel and cookie, used to associate your activity with our CRM. Active only with your consent. (iv) Functional cookies: Calendly embed cookies, used when scheduling tools are loaded. Active only with your consent.
3.2 Cookie consent
When you visit our website for the first time, you will be shown a cookie banner. You can accept all cookies, reject non-essential cookies, or manage your preferences individually. You can update your preferences at any time via the cookie settings link in the footer.
3.3 How to manage cookies
You can control and delete cookies through your browser settings. Note that disabling certain cookies may affect the functionality of the website. For more information, see www.allaboutcookies.org.
4. Who we share your data with
We share personal data with the following third-party processors under appropriate data processing agreements: (i) Google LLC (Google Analytics, Google Tag Manager): analytics and tag management. Data may be transferred to the US under Standard Contractual Clauses. (ii) HubSpot Inc.: CRM, marketing automation and lead tracking. Data may be transferred to the US under Standard Contractual Clauses. (iii) Calendly LLC: meeting scheduling. Data processed under their own privacy policy.
We do not sell, rent or otherwise trade your personal data with third parties for their own marketing purposes.
5. How long we retain your data
Contact form data is retained for a maximum of 3 years from last contact, unless an ongoing commercial relationship justifies longer retention.
Analytics data is retained in Google Analytics for 14 months (rolling).
CRM data in HubSpot is retained for the duration of the commercial relationship plus 5 years.
6. Your rights
Under the General Data Protection Regulation (GDPR), you have the following rights: Right of access: you may request a copy of the personal data we hold about you. Right to rectification: you may request correction of inaccurate or incomplete data. Right to erasure: you may request deletion of your data, subject to legal obligations. Right to restriction: you may request that we restrict processing in certain circumstances. Right to data portability: you may request a machine-readable copy of your data. Right to object: you may object to processing based on legitimate interest or for direct marketing. Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, contact us at privacy@toolsquare.io. Requests are handled within one month. This period may be extended by two months in complex cases; you will be informed of any extension.
7. Supervisory authority
If you believe that the processing of your personal data is not in accordance with applicable law, you have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit), Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, www.dataprotectionauthority.be.
8. Changes to this policy
We reserve the right to update this privacy and cookie policy at any time. Material changes will be communicated on this page with an updated date. We encourage you to review this policy periodically.