Privacy Policy

1. Who we are

Belsoft Solutions (“Belsoft”, “we”, “us”, or “our”) is an AI and automation transformation partner and software engineering company based in Lisbon, Portugal, operated by BELSOFT, LDA (NIPC 517893258). We work with clients, applicants, and students around the world. We are the data controller for the personal data described in this policy, except where we handle client data on a client's behalf (see section 4). You can reach us at info@belsoftsolutions.com for any privacy-related question.

2. Information we collect

We collect personal data directly from you in the following situations:

• →Contact form: first name, last name, email address, phone number, and details about your project (services needed, budget, description).
• →Booking a call: your name, email address, company, the meeting time you select, and the topic you want to discuss. We use these to create a calendar event with a video-meeting link and to send you a confirmation.
• →Job applications: your name, email address, phone number (optional), location, the role and way of working you are applying for, links to your LinkedIn profile or portfolio (optional), your message to us, and your CV/resume if you upload one (PDF, DOC, or DOCX).
• →Internship applications: everything in a job application, plus student details: your university (current or most recent), field of study, study level, when you could start, your preferred duration, and whether you are looking for a placement as part of your studies. We do not ask for identity documents, and we ask you not to include them, or other sensitive information such as health or religious details, in your CV or message.
• →Live chat: anything you type into the chat widget, including your name or email if you share them.
• →Usage and technical data: aggregated, cookieless website analytics via Vercel Analytics, and standard technical data (such as IP address, browser type, and requested pages) processed by our hosting provider to deliver and secure the site (see our Cookie Policy).
• →Your cookie choice: a note of whether you accepted or declined optional cookies, saved in your own browser only.

3. How we use your information

We use personal data to: respond to your enquiries and scope proposals; schedule and hold meetings; review and respond to job and internship applications, and run the hiring and placement process; where you ask us to, provide the confirmations your university needs for a placement; deliver contracted services; send transactional emails related to your request (for example, confirming we received your enquiry, booking, or application); protect the site and our systems from spam and abuse; comply with legal obligations; and understand how our website is used so we can improve it.

We do not use your personal data for advertising and we do not sell it. Applications are reviewed by people: we do not use automated decision-making that accepts or rejects you or otherwise significantly affects you.

4. Client projects and data we handle for clients

When we deliver services such as AI and automation work, process and security audits, AI training and coaching, or the design and build of software and cloud systems, we may access or process data that belongs to our clients and their customers or staff. In that case the client is generally the controller of that data and we act as its processor, handling it only on the client's documented instructions and under the written agreement between us. That agreement, not this policy, governs how client data is handled, including which tools and providers are used. This policy covers the personal data we collect through this website and our own business relationships.

5. Legal basis for processing

Under the EU General Data Protection Regulation (GDPR), we rely on the following legal bases: your consent (for example, when you tick the consent box on an application form; you can withdraw it at any time); the necessity to take steps at your request before entering into a contract or to perform one (for example, scheduling a call, assessing an application for a role or placement, or delivering a service); our legitimate interests in running and securing this website, preventing abuse, and improving our services; and compliance with legal obligations.

6. Who we share your information with

We share personal data only with service providers who process it on our behalf, under confidentiality and security obligations:

• →Resend — delivers the transactional emails generated by our contact, booking, and application forms, including the confirmation we send you. Your application, and the CV you attach, is delivered to our team by email through Resend.
• →Google — Google Calendar and Google Meet are used to check availability and create meetings when you book a call, and our team mailbox (Gmail) receives enquiries, bookings, and applications.
• →Vercel — hosts this website and provides cookieless website analytics.
• →Crisp — powers the live chat widget. Chat content is processed by Crisp on our behalf.

Within Belsoft, applications are visible to the people involved in reviewing them, such as the hiring team and prospective mentors. If you are applying for a placement as part of your studies, we share information with your university only where you ask us to, for example to complete an internship agreement or confirm your dates and hours. We do not otherwise disclose your personal data to third parties, except where required by law or to protect our legal rights.

7. International data transfers

We are based in Portugal and accept enquiries and applications from people in many countries, so your data may travel across borders. By submitting a form from outside the European Economic Area, you understand that your data will be processed in Portugal and by the providers listed above, some of which process data outside the EEA. Where this happens, we rely on recognized safeguards, such as the European Commission's Standard Contractual Clauses or an adequacy decision, to keep your data protected.

8. Data retention

We retain personal data only for as long as necessary for the purpose it was collected for. Contact form and booking enquiries are kept for as long as needed to respond and, if a project follows, for the duration of that engagement. Job and internship application data is kept for the duration of the hiring or placement process and a reasonable period after, so we can consider you for later opportunities where you would expect it; you can ask us to delete it sooner at any time. If you complete an internship, we keep the records needed to confirm your placement, certificate, or reference when you or your university ask us to. Data related to an active client contract is kept in line with that contract and applicable legal requirements. Chat history is kept according to our settings with Crisp.

9. Your rights

If you are in the European Economic Area, you have the right to: access the personal data we hold about you, request correction of inaccurate data, request erasure of your data, request restriction of or object to our processing, request a portable copy of your data, and withdraw consent at any time (without affecting processing that happened before). If you are elsewhere, local law may give you similar rights, and we will handle your request in line with the law that applies to you. To exercise any of these rights, contact us at info@belsoftsolutions.com. You also have the right to lodge a complaint with the Comissão Nacional de Proteção de Dados (CNPD), Portugal's data protection authority, or with the authority in your own country.

10. Cookies

This website does not use advertising or cross-site tracking cookies. Our live chat provider may set functional cookies or similar storage to keep your chat session, our analytics is cookieless, and we store your cookie choice in your browser. See our Cookie Policy for full details and how to change your choice.

11. Data security

We apply reasonable technical and organizational measures to protect personal data against unauthorized access, loss, or misuse, including encrypted data transport (HTTPS), restricted access to the mailboxes and systems that hold enquiries and applications, limits on the type and size of uploaded CVs, anti-spam checks on our application form, and the use of reputable service providers with their own security commitments. No system is completely secure, so please share only what you are comfortable sending.

12. Children's privacy

This website is intended for business and professional use and is not directed at children. We do not knowingly collect personal data from anyone under the age of 16. If you are under 18 and applying to our internship programme, please tell us in your application; we will only proceed where local law and any arrangements required by your school or university allow it.

13. Changes to this policy

We may update this policy from time to time, for example when we add services or tools. Changes will be posted on this page with a revised effective date. We encourage you to review this page periodically.

14. Contact us

Questions about this policy or how we handle your data can be sent to info@belsoftsolutions.com or by phone at +351 913 797 211.