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Privacy Policy

Introduction

At THE SYSTM®, we place great importance on the protection of your personal data and your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian privacy legislation, and, for health data, in the spirit of medical confidentiality.

By using our website, services, consultations, memberships, or digital platforms, you agree to the practices described in this Privacy Policy.

Data Controller

SYSTM BV, trading under the name THE SYSTM®

Pontstraat 38/1

9831 Sint-Martens-Latem, Belgium

Company number: BE 1035.810.243 

Email: chanel@thesystm.bio

Phone: +32 495 52 34 77

Website: https://www.thesystm.bio

Personal data we collect

Identity and contact details — full name, email address, phone number, address, date of birth, billing information, appointment or membership details, and communication preferences.

Health and biometric data — As a core component of MEASURE and our protocols and therapies (HBOT, IHHT, EMS, infrared/sauna, strength training) we collect body composition and biometric measurements, medical history and contraindications that you provide to us, and your therapy/protocol history. These are "special categories" of personal data under Article 9 GDPR. We process these solely on the basis of your explicit, separate consent, given via our Waiver & Informed Consent form prior to your first session, solely to design and deliver your programme safely.

Technical and usage data — IP address, browser type, device information, operating system, interactions with the website, browsing behaviour, and analytics.

Cookies and tracking technologies — cookies and similar technologies used to enhance the functionality of the website and the user experience (see our Cookie Policy).

Legal basis for processing

  • Performance of a contract (Art. 6(1)(b)) — for managing your account, bookings, and membership.
  • Explicit consent (Art. 9(2)(a)) — specifically for health and biometric data, collected via the Waiver & Informed Consent form.
  • Consent (Art. 6(1)(a)) — for newsletter and marketing communication, revocable at any time.
  • Legal obligation (Art. 6(1)(c)) — for billing and accounting.
  • Legitimate interest (Art. 6(1)(f)) — for the safety of the website/clinic and the improvement of our services.

How we use your data

  • Managing appointments, memberships, and customer relationships
  • Assessing contraindications and providing health, wellness, longevity, and biohacking programmes
  • Answering questions and providing customer support
  • Sending service-related updates and communications
  • Improving website functionality and customer experience
  • Ensuring security and preventing unauthorised access

Sharing personal data

We do not sell your personal data. We only share it when necessary, with:

  • Our website/CRM platform (Odoo), as a processor for hosting, bookings, and membership management.
  • Our payment provider, to process transactions.
  • Vitology, our measurement partner: https://www.vitology.be
  • Our accountant and, where legally required, tax authorities.

Any processor acting on our behalf is bound by a processing agreement (Art. 28 GDPR).

International data transfers

If personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards, including standard contractual clauses and GDPR-compliant processors.

Retention period

  • Account, booking, and membership data: for the duration of our relationship, plus 5 years thereafter, in line with the general Belgian limitation period for civil liability.
  • Health data collected for your programme: for the duration of your membership plus 5 years, for the same reason, unless earlier deletion is requested and no legal basis for retention is required.
  • Invoices and accounting data: 7 years, in accordance with Belgian accounting legislation.
  • Consent for marketing: until you unsubscribe.

These retention periods are periodically reviewed, including whether a therapy should be classified as a medical practice under Belgian law, which would entail longer statutory retention periods.

Your rights under the GDPR

  • To request access to your personal data
  • To request correction of inaccurate data
  • To request deletion of your data
  • To restrict processing or to object to it
  • To request data portability
  • To withdraw your consent at any time, without affecting the lawfulness of processing before the withdrawal
  • To lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels — www.gegevensbeschermingsautoriteit.be

To exercise any of these rights, please contact us via chanel@thesystm.bio.

Cookies and analytics

THE SYSTM® uses cookies and analytics technologies to improve website performance, personalise content, and measure marketing effectiveness. Please refer to our Cookie Policy for the full list of cookies used, their purpose, and retention period. You can manage your preferences at any time via the cookie banner or your browser settings.

Data security

We implement appropriate technical and organisational security measures to protect your personal data, including secure servers, encrypted connections, access controls, and confidentiality protocols — with access to health data limited to staff who need it to deliver your programme.

Minors

Our services are intended for adults (18+). We do not knowingly collect personal data from minors.

Links to third parties

Our website may contain links to external websites or platforms of third parties. We are not responsible for the privacy practices or content of these external websites.

Changes to this Privacy Policy

We may periodically update this Privacy Policy to reflect legal, operational, or technological changes. The most recent version will always be published on this page, with the updated effective date.

Contact

SYSTM BV, trading under the name THE SYSTM® — Pontstraat 38/1, 9831 Sint-Martens-Latem, Belgium

Company number: BE 1035.810.243 — chanel@thesystm.bio — +32 495 52 34 77 — https://www.thesystm.bio