Last updated: 16 September 2026
At Sepia Solutions, privacy is not only about legal compliance. It is about treating the personal and professional information entrusted to us with care and respect.
This policy explains how we use personal data when you visit our website, contact us, subscribe to our communications, attend a webinar or otherwise interact with us professionally.
Who we are
Sepia Solutions bv, with enterprise number BE 0822.361.248 and registered office at Eendrachtslaan 33, 2960 Brecht, Belgium, is responsible for the processing described in this policy.
Questions about privacy can be sent to respect@sepiasolutions.net. Further legal and contact information is available on our Company details page.
Where we process client-provided personal data during consultancy or support, we may instead act on the client’s instructions as a processor.
What information we use
We mainly process information about clients, prospects, subscribers, webinar participants, suppliers and business partners. Depending on your relationship with us, this may include:
- your name, email address, telephone number, organisation, job title and area of work;
- your communication preferences, interests and subscription history;
- high-level information you choose to provide about your organisation’s ICT landscape, data sources, GRC solutions or data-analysis software;
- enquiries, correspondence, proposals, agreements, licence and support information;
- webinar registration and attendance information;
- invoices and other information needed to administer a business relationship; and
- technical information recorded when you use our website or submit a form, such as an IP address, date and time, requested page and security logs.
Information usually comes directly from you. We may supplement it with professional information supplied by your organisation or made publicly available. We do not ask subscribers for credentials, security configurations or sensitive personal data.
Why we use it
We use personal data to respond to enquiries, prepare proposals, provide software and professional services, administer business relationships, process agreements and invoices, organise webinars, send selected communications and protect our website and systems.
Depending on the situation, we process this information because it is needed to take requested steps or perform an agreement, because we have a legal obligation, because you have given consent, or because we have a legitimate business interest that does not override your rights.
Our legitimate interests include maintaining professional relationships, delivering and improving our services and communications, supporting the software we supply, securing our systems and protecting our legal rights.
We do not sell personal data or purchase marketing lists.
Email communications and preferences
You choose which optional email channels you receive, such as newsletters, use cases, software information and webinar invitations. Registering for one webinar does not automatically subscribe you to unrelated communications.
Communication preferences do not affect individual service, support, licence or contractual messages needed to manage an existing business relationship.
Our mailing system records whether an email was delivered and may record an apparent opening when images are loaded, as well as links that are followed. These indicators are not always complete or accurate. We use them to assess and improve the relevance of our communications.
We use the interests and professional context you provide to select relevant content. This involves limited segmentation or profiling, but not automated decisions that have legal or similarly significant effects.
You can change your preferences or unsubscribe at any time using the link in our emails or by contacting us. Withdrawing consent does not affect processing that occurred before the withdrawal.
Webinars and recordings
When you register for a webinar, we use your details to manage the registration and send confirmations, reminders, joining instructions and webinar-related follow-up.
Webinars are delivered through Microsoft Teams. Teams may process the display name or account information you use, together with technical and attendance information. Sepia Solutions can review reports showing joining and leaving times and attendance duration.
Webinars may be recorded. If you use your camera or microphone, your contribution can be captured in the original recording. We use the original recording and transcript for review and post-production. An edited version may subsequently be published on our website, YouTube or another appropriate channel. Before publication, attendee video, audio, names and other identifying details are removed. Co-hosts and presenters remain identifiable where they appear in the published recording and are informed of this separately.
Who we share information with
Our main service providers and professional partners include:
- one.com for website hosting, website forms, CRM data and email services;
- Microsoft for Microsoft 365 and Teams;
- Google when edited webinar recordings are published through YouTube;
- Arbutus Software Inc. and Ideagen Limited where information is needed for licensing, agreements or escalated product support;
- our accounting provider and professional advisers; and
- public authorities where disclosure is legally required.
We limit the information made available to what is reasonably necessary for the relevant purpose. We do not provide personal data to third parties for their own unrelated marketing.
Some providers or their subprocessors may process information outside the European Economic Area. Where this occurs, we rely on an applicable adequacy decision or recognised safeguards such as standard contractual clauses.
How long we keep information
We retain personal data for as long as it is reasonably needed, taking account of active subscriptions and business relationships, the continued relevance of information, legal and accounting obligations, and the need to demonstrate compliance or protect legal rights.
Subscription information is retained while the subscription remains active. Webinar registration, attendance information, original recordings and transcripts are removed when they are no longer needed for administration, review or post-production. Edited webinar recordings may remain available while the content is relevant. Client, contractual and accounting records are retained for the applicable legal or business period.
When someone unsubscribes or objects to direct marketing, we stop the relevant communications but may retain a minimal record so that the request remains respected. Information no longer required is deleted or anonymised during periodic reviews, although it can remain temporarily in backups.
Your rights and choices
Depending on the circumstances, you may have the right to access your personal data, have it corrected, request its deletion or restriction, receive certain data in a portable format, object to processing based on legitimate interests, or withdraw consent.
You may object to direct marketing at any time. If you object or unsubscribe, we will stop using your information for that purpose.
To exercise a right or ask a question, contact respect@sepiasolutions.net. We may need to verify your identity. Legal conditions and exceptions can apply; if we cannot fully comply with a request, we will explain why.
You also have the right to lodge a complaint with the Belgian Data Protection Authority or the competent supervisory authority in the country where you live or work.
Security and changes to this policy
We use proportionate technical and organisational measures to protect personal data, including access controls, protected accounts, encryption where appropriate, security updates, system protection and backups.
We may update this policy when our activities, services or legal obligations change. The latest version will be published on this page with its revision date.