Privacy Policy

Who We Are

The Space Behind BV (Filip Williotstraat 9, 2600 Antwerpen, Belgium, VAT BE0733609812) is the data controller for Ortelius Quest. We provide the Ortelius Quest SaaS platform ("Service"), which helps logistics and transportation companies manage RFIs, RFQs, requests, team collaboration, and communication tools in one place. We use secure servers (hosted on AWS, MongoDB Atlas, etc.) to provide our Service globally.

Information We Collect

We collect information that you or your organization voluntarily provide when using Ortelius Quest, as well as certain data automatically collected to operate and improve the Service. This includes:

• Account and Profile Data: Name, business email, phone number, company name, address, and billing details (collected when you register or update your account).
• Usage Data: Information about how you use Ortelius Quest – for example, pages viewed, features used, search queries, application errors, log data (IP address, browser type, device identifier, operating system), and dates/times of access.
• Communications Content and Metadata: If you use our integrated chat or VOIP, we may store the text of your messages and call logs (e.g. timestamp, participants, call duration). Any files, documents, or images you upload (such as RFQs, quotes, supporting documents) are stored by us. We do not scan or sell this content; it remains your data.
• Payment Data: If you subscribe to Ortelius Quest, we collect your billing name, address, and payment information. We process payments through Stripe, which may collect transaction details like credit card number, expiration date, and billing address on our behalf. We do not see or store your full payment card number – Stripe securely handles that.
• Integration Data: When you link Ortelius Quest to other services (e.g. your TMS, ERP, or other APIs), data exchanged with those systems (such as shipment details, quotes, routing info) may be sent to Ortelius Quest. We only retrieve or use data from third-party systems that you explicitly authorize.
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience and analyze usage. A "cookie" is a small text file placed on your device by a website. We use cookies for things like: user authentication (so you stay logged in), remembering your preferences (language, UI settings), and gathering anonymous analytics about Service usage. Third-party services (like Google Analytics or social plugins) may set additional cookies when you visit our website or use the Service. You will be prompted to consent to non-essential cookies, which helps us remember your preferences for future visits.

How We Use Your Information

We use the data we collect to:

• Provide, operate, and maintain Ortelius Quest (authenticate your access, process operations, enable features like chat and calls).
• Manage your account and billing (including charging your subscription via Stripe).
• Improve the Service: We analyze usage patterns and feedback to fix issues and enhance features, using aggregated or pseudonymized data whenever possible.
• Communicate with you: We send administrative emails (service announcements, updates, billing notices, user support) and, if you consent, occasional promotional messages.
• Enforce security and prevent fraud: We monitor for suspicious activity (e.g. multiple failed logins) and ensure data integrity.
• Comply with legal obligations: We may use or disclose your data as required by law (for example, tax reporting or responding to lawful requests by authorities).

Legal Basis for Processing (EU/GDPR)

Under the GDPR, we must have a legal reason to process personal data. In general, we rely on:

• Performance of Contract: We process data necessary to fulfill our contract with you (to deliver the Service you signed up for). For example, we need your billing info to charge your subscription.
• Consent: In some cases (e.g. cookies or marketing), we obtain your explicit consent. You can withdraw consent at any time by changing cookie settings or unsubscribing from marketing emails.
• Legitimate Interests: We may process data for our legitimate business interests (like securing our Service and improving features), as long as those interests do not override your privacy rights.
• Legal Compliance: We may process your data to comply with legal obligations (such as financial record-keeping).

Sharing Your Information

We will not rent or sell your personal data. We share data only as necessary for the purposes outlined above or as required by law:

• Service Providers: We work with trusted third-party vendors to operate the Service. For example, we share necessary data with Stripe (for payment processing), AWS and MongoDB (for data hosting and storage), and VOIP/chat providers (if any are used in integrations). These service providers are contractually obligated to use your data only to provide services to us.
• Integrated Services: When you enable an integration (e.g. linking a TMS/ERP), we will share requested data with that external system to facilitate the integration, but only with your permission. Always review the privacy policies of any third-party tools you connect to.
• Business Transfers: If The Space Behind BV is involved in a merger, acquisition, or asset sale, your information may be transferred. Any successor will keep the Privacy Policy terms.
• Legal Compliance: We may disclose your information if required by law or in response to valid legal processes (e.g. subpoenas, court orders). We will challenge any unlawful or overly broad requests.

Data Retention

We keep your personal data only as long as necessary to provide the Service and fulfill business operations, and as required by law. For example:

• Active Data: We retain account and profile information while your account is active. If you cancel your subscription or delete your account, we will remove your personal data from active systems within a reasonable period (usually within 30 days).
• Backup and Logs: We may retain some data (backups, logs) for a limited time (up to 90 days) after deletion for recovery and fraud prevention. These backups are encrypted and only used internally for security or legal needs.
• Legal Requirements: Certain data (like billing records) may be retained longer if required by tax or financial regulations.

Your Rights

You have rights over your personal data under various laws:

• Access & Portability: You can request a copy of the personal data we hold about you (in a machine-readable format).
• Rectification: If your data is inaccurate or incomplete, you can ask us to correct it.
• Erasure: You can request deletion of your personal data ("right to be forgotten"), subject to our legal obligations.
• Withdrawal of Consent: If we rely on your consent for any processing (e.g. marketing), you can withdraw consent anytime without affecting processing done prior to withdrawal.
• Restriction or Objection: Under GDPR, you may ask us to restrict processing or object (for example, if you believe your data is unlawfully processed).
• Portability: Under GDPR, you can ask us to transfer your data to another service provider.
• Do Not Sell: For California (CCPA), you have the right to opt out of any sale of personal data (we do not sell data, but will comply if this status changes).

To exercise these rights or ask questions about your data, please contact us (see below). We aim to respond to valid requests within the timeframes required by law (usually 30 days).

Children's Privacy

Ortelius Quest is intended for businesses and adult users. We do not knowingly collect personal data from children under 13 (or 16 in some regions). If we learn that a child under the applicable age has provided personal data, we will delete it. If you are a parent or guardian and believe your child has used Ortelius Quest without consent, contact us.

Cookies and Tracking

We use cookies (as defined above) on our website and web app to improve your experience. By continuing to use Ortelius Quest, you consent to our use of cookies as described. You can manage or block cookies via your browser settings, but be aware this may affect your ability to use parts of the Service. We do not use any tracking for advertising purposes or "sell" your browsing data. Our cookies are mainly functional (to keep you logged in, remember preferences) and analytical (to understand aggregate usage).

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or laws. We will post the updated policy on our website with a new "Last updated" date. If the changes are significant, we may notify you by email or in the app. We encourage you to review this policy periodically.

Contact Information

For questions or concerns about this Privacy Policy or your personal data, please contact:

The Space Behind BV (Ortelius Quest)
Data Protection Officer – Filip Williotstraat 9, 2600 Antwerpen, Belgium.
Email: info@ortelius.app

You may also have the right to lodge a complaint with a data protection authority (e.g. the Belgian Data Protection Authority) if you believe your data has been handled improperly.