Privacy Policy

This Privacy Policy applies only to data collected through the Site itself (browsing, contact form, newsletter subscription, cookies). It does not cover the processing of medical/health data collected directly during an in-person or teleconsultation, which is governed separately by medical confidentiality rules and Belgian legislation on patients’ rights, and by our internal patient data protection notice provided at the clinic.

1. Data Controller

The data controller responsible for the processing of personal data collected through this Site is:

Nexxmedis
Registered office: Rue d’Arlon 51, 1040 Etterbeek, Brussels, Belgium
Email: info@nexxmedis.be

For any question regarding the processing of your personal data, or to exercise your rights described in Section 7, you may contact us using the details above.

2. What Personal Data We Collect

2.1 Data you provide directly

Contact form: name, email address, phone number, and the content of your message, when you use the contact form to reach out to us.

Newsletter subscription: email address, and first name if provided, when you subscribe to our newsletter via MailerLite.

2.2 Data collected automatically

• Technical and browsing data: IP address, browser type and version, device type, operating system, pages visited, time and date of visit, referring website, and general usage patterns, collected via cookies and similar technologies as described in Section 5.
• Analytics data: aggregated and individual browsing behaviour collected through Google Analytics.
• Marketing/advertising data: browsing behaviour and interactions with the Site collected through the Meta (Facebook/Instagram) pixel, used to measure and optimise advertising campaigns.

2.3 Data we do not collect through the Site

We do not collect health data, medical history, or any special category of personal data through this Site. Appointment booking is handled entirely by a third-party platform (Doctena); we do not receive or store any data you submit on that platform through this Site (see Section 6).

3. Purposes and Legal Basis for Processing

We do not use your personal data for any automated decision-making or profiling that produces legal or similarly significant effects.

4. Recipients of Your Data

Your personal data may be shared with the following categories of recipients, strictly for the purposes described above:

• MailerLite (newsletter management), which may process data on servers located outside the European Economic Area; where this is the case, transfers are covered by appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
• Google (Google Analytics), for website traffic analysis, subject to Google’s own data processing terms and, where applicable, international data transfer safeguards.
• Meta (Facebook/Instagram), for advertising measurement via the Meta pixel, subject to Meta’s own data processing terms and international transfer safeguards.
• Our hosting provider ([PLACEHOLDER]), which stores the Site’s data on its servers.
• IT service providers and website developer (www.bytecode.ro), solely to the extent necessary to maintain and operate the Site.

We do not sell, rent, or trade your personal data to any third party for their own marketing purposes. We only disclose personal data to public authorities where required by law.

5. Cookies and Similar Technologies

This Site uses cookies and similar technologies, including for analytics (Google Analytics) and advertising measurement (Meta pixel). The full details of which cookies we use, their purpose, their duration, and how to manage or withdraw your consent are set out in our separate [Cookie Policy], which forms an integral part of this Privacy Policy and should be read together with it.

In summary: strictly necessary cookies do not require your consent, while analytics and marketing cookies are only activated after you give explicit consent via the cookie banner shown on your first visit. Refusing non-essential cookies does not affect your ability to browse the Site or use the contact form.

6. Online Booking via Doctena

Appointment booking is made available exclusively through a link to Doctena, a third-party platform. When you click this link, you leave the Nexxmedis Site, and any personal or health-related data you subsequently submit is collected and processed directly by Doctena, under its own privacy policy, which we encourage you to review before booking.

Nexxmedis does not receive, store, or have access to the data you enter on the Doctena platform through this Site. Any question regarding the processing of your data by Doctena should be addressed directly to that provider.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Policy:

• Contact form submissions: retained for up to 12 months after the last exchange, unless a longer retention period is required to handle an ongoing matter.
• Newsletter subscriber data: retained for as long as you remain subscribed, and deleted or anonymised within a reasonable period after you unsubscribe.
• Analytics and marketing cookies: retained according to the default retention periods of Google Analytics and Meta, or until you withdraw your consent, whichever comes first.

8. Your Rights Under the GDPR

As a data subject, you have the following rights regarding your personal data processed through this Site:

• Right of access — to obtain confirmation of whether we process your data, and a copy of it.
• Right to rectification — to have inaccurate or incomplete data corrected.
• Right to erasure (“right to be forgotten”) — to request deletion of your data, subject to certain legal exceptions.
• Right to restriction of processing — to request that we limit how we use your data in certain circumstances.
• Right to data portability — to receive the data you provided us in a structured, commonly used, machine-readable format.
• Right to object — to object to processing based on legitimate interest or for direct marketing purposes, at any time.
• Right to withdraw consent — where processing is based on consent (e.g. newsletter, analytics/marketing cookies), you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us using the details in Section 1. We will respond within the timeframes required by the GDPR.

If you believe your data protection rights have not been respected, you have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, or with the supervisory authority of your own EU member state of residence.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure, including secure hosting, access restrictions, and, where applicable, encrypted data transmission. However, no method of transmission or storage over the internet is entirely secure, and we cannot guarantee absolute security.

10. Children’s Data

This Site is not directed at children. Under Belgian law (Act of 30 July 2018), the age of consent for the processing of personal data based on consent is 13 years. We do not knowingly collect personal data from individuals under the age of 13 through the contact form or newsletter subscription without the consent of a parent or legal guardian.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, in particular to reflect changes in applicable law, in the tools we use (such as our analytics, marketing, or newsletter providers), or in the functioning of the Site. The updated version will be published on this page with a revised “Last updated” date. We encourage you to review this page periodically.

12. Contact

For any question regarding this Privacy Policy or the processing of your personal data, please contact us at:

Email: info@nexxmedis.be
Postal address: Rue d’Arlon 51, 1040 Etterbeek, Brussels, Belgium