Privacy Policy - QiLeader - Regenerative Work

QiLeader (part of QiLeader s.r.l. — TVA: BE 0536.251.830)

Last updated: April 2026

1. Who we are

QiLeader is operated by QiLeader s.r.l., a company registered in Belgium. We develop leadership programmes, diagnostic assessments, and related services for leaders and organisations.

Data controller: QiLeader s.r.l., Chaussée de Vleurgat 282 B11, 1050 Brussels, Belgium.

Data protection contact: Murielle Machiels — murielle@qileader.com

This privacy policy applies to all personal data collected through the QiLeader website (qileader.com), our diagnostic assessments (including the Leadership Pressure Index), our programmes, events, and any related services.

2. What personal data we collect

2.1 Website and general interactions

When you visit our website, contact us, or register for an event, we may collect:

Name, email address, phone number, organisation, and job title
Demographic information such as country, age range, and gender
Technical data: IP address, browser type, device information, pages visited, referring site, and access times
Cookie and analytics data (see Section 9 below)

2.2 Leadership Pressure Index and other assessments

When you complete a QiLeader diagnostic assessment such as the Leadership Pressure Index (LPI), we collect:

Your name, email address, and organisation (provided at the gate form)
Demographic context: gender, age range, country or region, sector, organisation size, and function level
Your responses to all assessment questions (self-reported data about your internal experience, your external environment, the behaviour of people around you under pressure, your conversion capacity, and your leadership impact)
Computed scores derived from your responses, including dimension scores, a quadrant classification, a Regenerative Capacity score, and any diagnostic flags the scoring model produces
Your self-rated leadership effectiveness

This data includes self-reported psychological and behavioural information. It is collected solely for the purpose of delivering your personalised report and, where you have consented, follow-up communications. It is not shared with your employer or any third party beyond the data processors listed in Section 6.

2.3 Programme and event participation

When you enrol in a QiLeader programme or attend an event, we may collect registration details, payment information (processed by a third-party payment provider), attendance records, and any feedback or evaluation data you provide.

2.4 Communications

When you contact us by email, through a contact form, or via any other channel, we collect the content of your message, your contact details, and any attachments you include.

3. Why we collect your data and on what legal basis

We process your personal data for the following purposes:

To deliver your assessment report and follow-up emails. Legal basis: your consent, given via the checkbox at the assessment gate form. You may withdraw this consent at any time (see Section 7).
To deliver programmes and services you have purchased or registered for. Legal basis: performance of a contract.
To improve our assessments, programmes, and website through aggregate analysis. Legal basis: our legitimate interest in improving our services. Individual assessment responses used for this purpose are anonymised or aggregated so that no individual leader can be identified.
To send you information about QiLeader programmes and events. Legal basis: your consent, or our legitimate interest where you are an existing client. Every promotional communication includes an unsubscribe option.
To comply with legal obligations. Legal basis: compliance with applicable law (e.g. tax, accounting, anti-fraud).

4. Special note on assessment data

The Leadership Pressure Index and other QiLeader assessments ask questions about your internal emotional state, your reactions under pressure, and the behaviour of people around you. While this data is not classified as “special category data” under GDPR (it is self-reported behavioural observation, not health data), we treat it with the same level of care:

Assessment responses and computed scores are visible only to the data controller and authorised QiLeader team members.
Assessment data is never shared with your employer, your organisation’s HR department, or any third party, unless you explicitly request this in writing.
Assessment data is never sold.
Where assessment data is used for research or aggregate reporting, it is anonymised so that no individual can be identified.

5. How long we keep your data

We retain your personal data only for as long as necessary for the purposes described in this policy:

Assessment data (responses and scores): retained for as long as your contact record is active in our systems, or until you request deletion.
Email and marketing data: retained until you unsubscribe or request deletion.
Programme and event data: retained for the duration of the programme relationship and for up to 5 years afterward for follow-up and legal compliance purposes.
Website analytics and cookie data: retained according to the retention periods of the analytics tools we use (typically 14 to 26 months).

When data is no longer needed, it is securely deleted or anonymised.

6. Who has access to your data

We do not sell, lease, or rent your personal data to third parties. Your data may be processed by the following categories of service providers, acting on our instructions:

ActiveCampaign (email marketing and CRM, based in the United States) — stores contact details, assessment scores, and manages email sequences. Data transfers to the US are governed by Standard Contractual Clauses.
Airtable (database and workflow platform, based in the United States) — may store assessment, programme, or operational data. Data transfers to the US are governed by Standard Contractual Clauses.
Jotform (form and survey platform) — may collect form submissions for events, registrations, or feedback. Data may be stored in the EU or the US depending on configuration.
Website hosting and analytics providers — for operating the QiLeader website and understanding how it is used.

All service providers are contractually required to protect your data, use it only for the purposes we specify, and delete it when no longer needed. We do not permit any service provider to use your data for their own marketing purposes.

We may also disclose your personal data where required by law, to protect the rights and safety of QiLeader or others, or to enforce our terms of service.

7. Your rights under GDPR

As a data subject in the European Economic Area, you have the following rights:

Right of access. You may request a copy of the personal data we hold about you.
Right to rectification. You may request that we correct inaccurate or incomplete data.
Right to erasure. You may request that we delete your personal data. We will do so unless we have a legal obligation to retain it.
Right to restriction of processing. You may request that we limit how we use your data in certain circumstances.
Right to data portability. You may request your data in a structured, commonly used, machine-readable format.
Right to object. You may object to processing based on legitimate interest. We will stop unless we have compelling legitimate grounds.
Right to withdraw consent. Where processing is based on your consent (e.g. the assessment follow-up emails), you may withdraw that consent at any time by clicking the unsubscribe link in any email, or by contacting us directly. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

To exercise any of these rights, contact us at murielle@qileader.com. We will respond within 30 days.

Right to lodge a complaint. If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Belgian Data Protection Authority:

Autorité de protection des données / Gegevensbeschermingsautoriteit Rue de la Presse 35, 1000 Brussels www.dataprotectionauthority.be contact@apd-gba.be

8. Data security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted connections (HTTPS), access controls on our systems and those of our service providers, and regular review of our data processing practices.

If a password is used to protect your account or personal information, it is your responsibility to keep it confidential.

9. Cookies and tracking technologies

Our website uses cookies and similar technologies to:

Enable core website functionality (e.g. remembering your preferences)
Analyse how visitors use our site so we can improve it
Deliver relevant content and measure the effectiveness of our communications

A cookie is a small text file placed on your device by a web server. You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete them. However, refusing cookies may affect your ability to use certain features of our website.

We may use web beacons (small electronic images) in emails to determine whether messages have been opened and which links have been clicked. This helps us improve our communications. You can avoid this by disabling images in your email client or by unsubscribing.

10. Children

Our services are designed for adult professionals. We do not knowingly collect personal data from anyone under the age of 16. If we discover that we have collected data from a child, we will delete it promptly.

11. International data transfers

Your personal data may be transferred to and processed in countries outside the European Economic Area, including the United States, where some of our service providers (ActiveCampaign, Airtable, Jotform) operate. Where such transfers occur, we ensure that appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission, to protect your data in accordance with GDPR.

12. Anti-spam commitment

We do not send unsolicited commercial email. We do not sell, lease, or rent our email subscriber lists to third parties. Every email we send includes an unsubscribe mechanism. When you unsubscribe, we stop sending promotional communications promptly.

13. Changes to this policy

We may update this policy from time to time to reflect changes in our services, our data practices, or applicable law. When we make material changes, we will notify you by posting a prominent notice on our website or by contacting you directly. We encourage you to review this policy periodically.

14. Contact us

If you have any questions about this privacy policy or about how we handle your personal data, please contact us:

QiLeader (QiLeader s.r.l.) Chaussée de Vleurgat 282 B11 1050 Brussels, Belgium murielle@qileader.com