Privacy Policy | Mathelios Annotations

Version of 16 October 2026.

Registered office:

MATHELIOS ANNOTATIONS CommV

Hazelaarkouter 47, 8700 Tielt, Belgium

Enterprise number: BE1034.753.042

MATHELIOS ANNOTATIONS respects your privacy and ensures that the personal information you provide remains confidential. This privacy policy describes what data we collect when you use our services or visit our website, why we collect it, and what we do with it. It also explains your rights, who has access to your data, and how long we retain it. For questions about this policy, please contact us at info@matheliosannotations.com.

Article 1 - Purposes of Processing and Retention Periods

MATHELIOS ANNOTATIONS collects and processes personal data for the purposes listed below, using both data you provide directly and data we collect during your use of our services or website. We retain personal data for as long as necessary to fulfil the stated purpose, or for as long as required by law.

§1. Service delivery

To deliver annotation services and manage client relationships, we process your name, organisation, email address, telephone number, enterprise number and where applicable postal address and invoicing details. Belgian tax and accounting law requires us to retain invoicing data for 10 years.

§2. Website contact form and enquiries

When you contact us via our website or by email, we process your name and email address to respond to your enquiry. We retain this correspondence for up to 2 years.

§3. Contractual agreements

In the context of project agreements, we may process contact details and professional information of representatives of client organisations. These are retained for the duration of the contract and 10 years thereafter.

§4. Imaging data processed for clients. When we annotate medical images, we act as processor on behalf of our client, who is the controller. We receive only pseudonymised data, process it solely to perform the agreed services, and delete it within 30 days after completion unless agreed otherwise. Questions about this data should be addressed to the Client organisation that provided it.

Article 2 - Legal Bases for Processing

We process personal data on the following legal bases:

Consent for newsletter communications and marketing (where applicable)
Performance of a contract to deliver our annotation services
Legal obligation to comply with Belgian accounting and tax law
Legitimate interest to manage our business operations and respond to enquiries

Where processing is based on consent, you have the right to withdraw that consent at any time with effect for the future.

Article 3 - Disclosure to Third Parties

MATHELIOS ANNOTATIONS does not sell your personal data to third parties. We may share data with carefully selected service providers who support our operations, including: IT infrastructure and hosting providers, accounting and bookkeeping services or website platform providers. We may also disclose data where required by law or at the request of a legally competent authority, or where necessary to protect our rights. All third parties are required to respect the confidentiality of your data and have implemented appropriate technical and organisational security measures.

Article 4 - International Data Transfers

Some of our service providers may be located outside the European Economic Area (EEA). Where personal data is transferred outside the EEA, we ensure an adequate level of protection through an adequacy decision of the European Commission, Standard Contractual Clauses approved by the European Commission, or other appropriate safeguards under the GDPR.

Article 5 - Cookies

Our website may use cookies (small text files stored on your device) to recognise returning visitors and to understand how our website is used. For full details, please refer to our Cookie Policy.

Article 6 - Your Rights

Under the GDPR, you have the right to:

Access the personal data we hold about you
Correct inaccurate or incomplete data
Request erasure of your data
Restrict or object to certain forms of processing
Receive a portable copy of your data
Object, free of charge, to processing for direct marketing purposes
To exercise any of these rights, please contact us at info@matheliosannotations.com.

We may ask you to verify your identity before processing your request.

Article 7 - Complaints

If you have questions or complaints about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the Belgian Data Protection Authority: Gegevensbeschermingsautoriteit (GBA)

Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be | +32 (0)2 274 48 00 | www.gegevensbeschermingsautoriteit.be

Article 8 - Changes to This Policy

MATHELIOS ANNOTATIONS may update this privacy policy from time to time. Any changes will be announced on our website.