Privacy notice
What personal data we process when you visit printer.vision, contact us or use PrinterVision, why we do it, and what your rights are.
1. Who is responsible
The controller for the personal data described here is CaptureTech Belgium BV, Nijverheidsstraat 72, bus Unit 1A, 2160 Wommelgem, Belgium, enterprise number 0688.736.622 (VAT BE0688736622), referred to below as "CaptureTech" or "we".
For questions about privacy, write to info.be@capturetech.com or by post to the address above. CaptureTech has not appointed a data protection officer.
2. Controller and processor
For the website, the contact form and the PrinterVision accounts people sign in with (at account.printer.vision), CaptureTech is the controller. An account is the person's own, not their employer's: it can belong to several customers. The data a customer puts into its own PrinterVision environment - its printers, sites, users with their roles, and their activity - belongs to that customer: there CaptureTech processes personal data on the customer's behalf, as its processor, under the agreement with the customer, which includes a data processing agreement (GDPR art. 28). Customers can ask us for a copy. If you use PrinterVision through your employer, your employer is the controller for that data and the first point of contact for your rights.
3. What we process, why, and on what basis
The contact form
When you send the form on our contact page, we receive your name, company, work e-mail address, optionally your phone number, the topic, the number of printers and your message. They are sent by e-mail to our sales team (sales.be@capturetech.com) and are not stored in a database of PrinterVision. We use them only to answer your request, for example to plan a demo or make an offer.
Legal basis: taking steps at your request before entering into a contract (GDPR art. 6(1)(b)) and, where you write on behalf of a company, our legitimate interest in answering business enquiries (art. 6(1)(f)).
Accounts and sign-in
You sign in at account.printer.vision with a PrinterVision account (your e-mail address, a password and a second step) or with your company's Microsoft account. For each account we store:
- your name, e-mail address and language, when the account was made and when the address was confirmed;
- your password, only as a one-way hash that cannot be turned back into the password;
- your second steps: passkeys (only their public key), the secret of an authenticator app (encrypted) and one-time recovery codes (hashed). Codes we mail you are stored hashed and expire after 10 minutes;
- when you use Microsoft: the identifiers of your Microsoft account and directory. We never receive your Microsoft password;
- the customers you belong to and whether you are an administrator there;
- the account's security events (sign-ins, failed attempts, locks, codes sent), with the IP address they came from.
In each customer's environment PrinterVision also keeps your role, the sites you may see and when you last signed in. Sign-in codes and invitations are mailed to you through Microsoft Azure Communication Services.
When a company starts a free trial, we record the company name, country and first site, the person who signed up, and who accepted which version of the terms of use and the data processing agreement, when and from which IP address. When an administrator accepts a newer version in the app, we record who accepted it and when.
Legal basis: performance of the contract with you and with the customer (art. 6(1)(b)), and our legitimate interest in giving only authorised people access and in keeping accounts secure (art. 6(1)(f)).
Operation log and security logs
Every change in a customer's environment is written to its operation log with the time, the action, the printer and the name of the user who made it. Sign-ins and refused sign-ins are logged with the IP address they came from. When CaptureTech support works in a customer's environment, that is written in the same operation log, under the support person's own name. The application also keeps technical logs for operating and securing the service; the details typed into the contact form are deliberately kept out of them.
Legal basis: our legitimate interest and the customer's in security, accountability and fault finding (art. 6(1)(f)).
4. Who receives the data
We use these processors, under a data processing agreement with each:
| Processor | What for | Where |
|---|---|---|
| Microsoft (Azure) | Hosting of the application, the sign-in service and their databases | EU - Azure region West Europe (Netherlands) |
| Microsoft (Entra ID) | Sign-in with your company's Microsoft account, when you or your company choose it | EU Data Boundary; Microsoft may process limited data outside the EU under its own safeguards |
| Microsoft (Azure Communication Services) | Delivering the e-mails PrinterVision sends (sign-in codes, invitations, trial and subscription mails, alerts and reports) and the contact form's requests to our sales team | EU - data location Europe |
A customer can set up its own mail server instead (Configuration → E-mail). Its alerts and reports then go through that server, not through Azure Communication Services. Sign-in codes, invitations and trial and subscription mails always go through Azure Communication Services.
Within CaptureTech, only the people who need it see the data: sales for contact requests, support and operations for the service. We do not sell personal data and do not share it for advertising.
5. Transfers outside the EU
We keep personal data in the EU: the application, the sign-in service, their databases and the e-mail we send (Azure Communication Services, data location Europe) run in Microsoft's European data centres. Where Microsoft processes limited data outside the EU, it does so under the EU-U.S. Data Privacy Framework and the European Commission's standard contractual clauses.
6. How long we keep it
- Contact requests: up to 2 years after the last contact.
- A customer's environment, with its users and their roles: as long as the contract runs. When it ends, we close the environment, and it is erased 30 days after closing. Export your data before the end if you want to keep it.
- Free trials that do not become a contract: deleted 90 days after the trial ended, after two notices by e-mail.
- Your PrinterVision account: as long as it exists. When a customer removes you, or its environment is deleted, you lose access to that customer, but the account stays, as it can belong to other customers. We delete it when you ask us to.
- Operation log: set by each customer; by default entries are removed after 4 weeks.
- Technical logs of the service: the application log of each app, overwritten on a rolling basis (at most 35 MB). It holds technical messages, including the IP addresses of printers and collectors that connect or are refused.
- Database backups: 35 days. Data deleted from PrinterVision is gone from the backups after that.
7. Your rights
You have the right to access your personal data, to have it corrected or erased, to restrict its processing, to receive it in a portable format, and to object to processing based on legitimate interest. Where processing is based on consent, you can withdraw it at any time. To use these rights, write to info.be@capturetech.com; we answer within one month. For data in your employer's PrinterVision environment, we pass your request on to your employer.
You can also lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, www.dataprotectionauthority.be, or with the authority of the country where you live or work.
We do not take decisions about you based solely on automated processing, and we do not profile visitors.
8. Cookies
printer.vision, PrinterVision and its sign-in service (account.printer.vision) use only cookies that are strictly necessary for the service to work: to keep you signed in, to remember a setting you chose, and to protect forms and the sign-in against forgery. There are no analytics, advertising or tracking cookies, and no third-party cookies on the public site. Strictly necessary cookies need no consent, which is why you do not see a cookie banner.
| Cookie | Purpose | Duration |
|---|---|---|
PrinterVision.Auth | Keeps you signed in to the app | Until you close the browser; the sign-in is accepted for at most 1 hour without use and 12 hours in all |
.AspNetCore.Antiforgery.* | Protects forms, such as the contact form, against cross-site request forgery | Session |
.AspNetCore.Correlation.*, .AspNetCore.OpenIdConnect.Nonce.* | Protect the sign-in, and the sign-in with Microsoft, against replay and forgery | A few minutes, during sign-in |
pv-tz | Your time zone, so the app shows times in it | 1 year |
__Host-pv_identity | Keeps you signed in at account.printer.vision | Until you close the browser; the sign-in is accepted for at most 12 hours |
__Host-pv_pending | A sign-in in progress, between the password and the second step | 10 minutes |
__Host-pv_external | Carries Microsoft's answer until your sign-in is complete | Until you close the browser; accepted for at most 5 minutes |
__Host-pv_af | Protects the sign-in pages' forms against cross-site request forgery | Session |
__Host-pv_codes | Shows new recovery codes once, right after you made them | 5 minutes |
__Host-pv_link | Administrators only: linking a Microsoft directory to their organisation | 10 minutes |
pv_lang | The language you chose for the sign-in pages | 1 year |
When you switch between English and Dutch, the site keeps your scroll position in your browser's session storage for that one page load; it never leaves your browser and is removed as soon as it is read. When you close the compatibility check's prompt, your browser's local storage remembers that for 30 days, so the prompt stays away. The printers you put in the compatibility check stay in your browser's session storage until you close the tab, so the free trial can take them along. In the app, your local storage keeps a few display preferences (the printer list's columns and filters, a dismissed set-up checklist). None of this leaves your browser, except the printers you take to a free trial.
9. Changes
We update this notice when what we do with personal data changes. The date at the top shows the current version. More about how we protect the service is on the security page; our company details are on the legal page.