Privacy Policy 

Privacy at a Glance 

We care about your privacy. This Privacy Policy explains how Mobilexpense collects and uses your personal data when you visit our website, sign up for our newsletter, download a resource, or request a product demo. 

• What we collect: Your name, email address, phone number, job title, company, and website usage data.
• Why we collect it: To provide you with relevant content, respond to your requests, improve our website, and offer personalized product information.
• How we protect it: Your data is stored securely, and we apply strict security and privacy controls.
• Your rights: You have the right to access, correct, delete, or restrict your personal data at any time.
• International data: We store your data in the EU/EEA and apply approved safeguards if it’s ever transferred outside. 

Read on for the full details. 

What personal data do we collect? 

We may collect the following types of personal data directly from you, or indirectly through cookies and third-party tools: 

• Basic personal information: name, email, phone number, demographic information.
• User and web traffic information: login ID, username and IP address, browser used, and other technical information.
• Statistics of website usage. 

For more details about the use of cookies, please see our cookie policy.   

How is personal data and personal identification information collected?  

We collect personal data directly from you when you visit our website, through cookies, and through forms you choose to be signed up for: newsletter, demo, e-book, expense tips.  

We may also collect non-personal data that does not identify you as an individual. This may include aggregated statistics, anonymized usage data, browser types, language preferences, referring pages, and the date and time of visits. This information is collected to help us understand how our website is used and to improve its functionality.  

Data collected via website forms 

We collect personal data when you submit a form on our website, including:  

Newsletter sign-up 

• Collected: Email address
• Purpose: to send you news, updates, and insights
• Legal basis: Consent 

Book a demo 

• Collected: First and last name, email, phone number, company name, number of employees, country, job role
• Purpose: to contact you and provide a product demonstration that will fit your needs the best
• Legal basis: Legitimate interest 

E-book 

• Collected: First and last name, email address
• Purpose: to send you requested resources and follow-up information related to those resources
• Legal basis: Consent  

Expense tips 

• Collected: First and last name, email address
• Purpose: to send you helpful resources and content
• Legal basis: Consent  

Why do we process personal data?  

Mobilexpense processes your personal data for various purposes when you interact with us. We may use your data for the following purposes:  

• Responding to your inquires or requests;
• Providing information about our products and services;
• Improving our website and user experience;
• Managing our relationship with you;
• Complying with legal obligations. 

You may unsubscribe from marketing communication at any time by clicking the “Unsubscribe” link in our emails. In case of any issues, please feel free to contact us at privacy@mobilexpense.com.  

Legal basis for processing 

We rely on the following legal basis to process your personal data:  

• Consent (marketing communication, cookies),
• Legitimate interest (website optimization, responding to demo requests),
• Compliance with legal obligations.  

Data sharing and transfers 

We do not sell, rent or trade your personal data. We may share your data with trusted service providers who support us in operating the website (e.g. hosting providers, analytics, CRM tools), on the basis of written data processing agreements.  

Although we are committed to processing data only within the EU/EEA, in case there is an onward transfer of personal data outside EU/EEA, rest assured the processing will be in line with EU standard contractual clauses (SCCs) or other approved mechanisms. 

You can learn more about Standard Contractual Clauses here: EU Standard Contractual Clauses 

If you are accessing our website from outside the EU/EEA, please be aware that your personal data may be transferred to, processed, and stored in the EU. We are committed to complying with applicable privacy laws in your jurisdiction. Where required, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses, to protect your personal data. 

Data retention 

Mobilexpense retains your data only as long as necessary for the purposes for which it was collected, or as required by law.  

How is your data being protected 

We take appropriate technical and organizational measures to secure your data against unauthorized access, alteration, disclosure, or destruction. These include, among others, encryption, access control, regular training, and audits. 

Mobilexpense is ISO 27001:2022-certified organization.  

Your rights  

You have the following rights regarding your personal data: 

• Access - You have the right to request a copy of personal data we process about you. 
• Rectification - You also have the right to request Mobilexpense to rectify inaccurate personal data concerning you.
• Deletion - You can request Mobilexpense to delete personal data relating to you. 
• Restriction - You may ask us to restrict the processing of your personal data.
• Portability - You may ask us to provide you or others with your personal data in a structured, commonly used and machine-readable format.
• Object - On grounds relating to your particular situation, you have the right to object to our processing of your personal data on the basis of legitimate interests or for direct marketing purposes.  

• Finally, you also have a right to file a complaint to the data protection authorities with regards to our processing of your personal data. 

To exercise your rights, contact us at privacy@mobilexpense.com. 

Google Privacy Terms

For more information about how Google will use your data when you give consent on our website, click here.  

Changes to this Privacy Policy 

We encourage you to review this Policy regularly. If we make significant changes, that materially alter our privacy practices, we may also notify you by other means, such as sending an email or posting a notice on our corporate website and/or social media pages prior to the changes taking effect.  

This Privacy Policy is revised at least once a year. 

Contact us

If you have any questions about this Privacy Policy or how and why we process personal data, please contact us at: 

Data Protection Officer
Mobilexpense NV/SA 
Boulevard Roi Albert II 19 
B-1210 Brussels, Belgium 
Email: privacy@mobilexpense.com