Privacy notice

Last updated 31 August 2026

In this privacy notice, we explain what personal data we collect, how we use your personal data and your rights relating to your personal data.

Who we are

FUNDPROCESS S.à r.l., registered office at 8 Rue Victor Prost, L-6758 Grevenmacher, Luxembourg, registered with the Luxembourg Registre de Commerce et des Sociétés under number B230944, is the data controller for the purposes of this privacy notice. Our operating office is at the Luxembourg House of FinTech, 9 Rue du Laboratoire, L-1911 Luxembourg.

FundProcess has an office in Belgium, operated by FundProcess SRL, and personal data covered by this notice may be accessed by our staff there. It is handled under the same terms, and for the same purposes, as set out in this notice.

We process your personal data in accordance with the GDPR and the Luxembourg law implementing it. Personal data means any information relating to an identified or identifiable individual.

Personal data we collect

Almost everything we hold reaches us because you sent it to us — through the contact or demo form on this website, by email, or in the course of working together. We collect and process:

1. Professional contact details — your name, job title, employer, email address and telephone number;
2. What you send us — the content of your enquiry and our subsequent correspondence, and whether you attended an event or a demonstration;
3. Client relationship records, where your organisation becomes a client — contract correspondence and the billing details needed to invoice; and
4. Job applications, where you apply to us — your CV, the details you provide and our interview notes.

We do not collect special categories of personal data, and we do not ask you for personal financial information. This website sets no cookies and we do not track you across other websites.

How we use your personal data

We collect and process your personal data for the purposes of:

1. handling your queries;
2. providing you with the services requested by you;
3. managing our files and our client relationships;
4. reporting and management information, and our legitimate interests such as our governance;
5. complying with our legal obligations, such as keeping accounting records;
6. maintaining and updating our contacts; and
7. promoting our services.

We may also collect and process your personal data for other purposes with your consent.

The legal basis for each purpose

Data protection law requires us to have a lawful basis for each purpose. The table below sets out ours.

Purpose	Legal basis
Providing the services requested by you	Performance of a contract
Managing our files and our client relationships	Performance of a contract
Handling your queries	Legitimate interest — responding to an approach made to us
Accounting and statutory record keeping	Legal obligation
Reporting, management information and our governance	Legitimate interest
Maintaining and updating our business contacts	Legitimate interest
Promoting our services, and invitations to events	Consent

Where we rely on consent, you may withdraw it at any time. Where we rely on legitimate interest, you may object to the processing; we will then stop unless we have compelling grounds to continue.

Automated decision-making

We do not carry out automated decision-making or profiling in relation to visitors to this website or to our business contacts. No decision that affects you is taken by automated means alone.

Your rights

You have the right to:

1. access your personal data;
2. request your personal data to be corrected or erased where it is incorrect, incomplete or irrelevant;
3. object to your personal data being processed;
4. withdraw your consent if you have consented to processing of your personal data for an explicit purpose;
5. request to receive your personal data or to have it transferred to another controller, to the extent we process your personal data based on consent or where it is necessary to fulfil an agreement.

You may exercise your rights by sending an email to contact@fundprocess.lu.

In some cases, if you refuse to provide us with personal data or withdraw your consent to our processing of your personal data, this may result in us not being able to provide services to you.

If you feel that we have not addressed your request appropriately, you may lodge a complaint with the Luxembourg supervisory authority, the Commission nationale pour la protection des données (CNPD), 15 Boulevard du Jazz, L-4370 Belvaux — cnpd.public.lu. You may also complain to the supervisory authority of the country you live or work in.

When and how we share your personal data

We may share your personal data:

1. within FundProcess;
2. with any service provider to the extent necessary for such service provider to provide services to us and to assist us in providing services to you;
3. with non-third parties working on our or your behalf, such as banks, other professionals of the financial sector, chartered accountants, notaries, bailiffs, independent experts and other lawyers, to the extent that it is necessary for the performance of the agreement or because it is required by law; or
4. with government or regulatory bodies as may be required by law or other valid legal process brought against us.

Our service providers process personal data on our behalf, under written instructions and only for the purposes set out in this notice. They fall into five categories: hosting and infrastructure; email, calendar and document collaboration; customer relationship management; accounting, payroll and statutory reporting; and website measurement. A current list, with the countries in which they process personal data, is available on request from contact@fundprocess.lu.

We may transfer your personal data to other organisations located in and outside the European Economic Area (EEA), but we will not transfer your personal data to any country outside the EEA that does not ensure an adequate level of protection, unless (i) you consent to that transfer, or (ii) we have taken specific measures (such as adequate contractual arrangements) to ensure that we comply with the data protection laws.

How long we keep your personal data

We apply different retention periods to different categories of personal data.

Category	Retention period
Prospects and business contacts	24 months from our last contact with you
Client relationship records	The term of the contract, then 10 years
Accounting and statutory records	10 years, as required by Luxembourg law
Job applications	12 months from the end of the recruitment process, unless you agree to a longer period
Website measurement data	Aggregated only, with no identifiers, as set out in our cookie policy

When the processing of your personal data is no longer necessary for the purpose for which it was collected, we will erase it.