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Privacy Policy

How Afenta handles personal data when you visit the website, contact us, book an appointment, become a client, or use invoice and payment flows.

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1. Controller

Afenta, based in Eindhoven, The Netherlands, is responsible for the processing of personal data described in this policy.

For privacy questions or requests, contact us at info@afenta.com.

2. Personal data we process

We only process data that is relevant to running the website, responding to enquiries, delivering services, and administering client relationships.

  • Contact data, such as name, company name, email address, phone number, and message content when you contact us by email, WhatsApp, phone, or another channel.
  • Appointment data, such as your name, email address, selected date and time, time zone, language, meeting channel, booking status, and any notes you choose to provide. If you choose WhatsApp, we also process the number you provide for the call. For a visit to your business, we process the company name and visit address you provide.
  • Business and project data needed to prepare proposals, deliver services, communicate about work, and manage support.
  • Billing data, such as invoice details, payment status, VAT or company details, and payment references when you are a client.
  • Technical data, such as IP address, browser, device data, logs, security events, and basic usage information needed to keep the website secure and reliable.
  • If you consent to analytics, technical and usage data such as online identifiers, browser and device information, pages viewed, and selected interaction events. We do not intentionally send form contents to analytics.

3. Why we process data

We process personal data only where we have a lawful basis under the GDPR.

  • To respond to enquiries and communicate with you, based on your request or our legitimate interest in business communication.
  • To arrange, manage, change, and cancel appointments at your request, check availability, prepare the conversation, and send appointment information to you and Afenta.
  • To prepare proposals, perform agreements, deliver services, and manage client work.
  • To create invoices, process payments, keep financial records, and comply with legal and tax obligations.
  • To secure, maintain, and improve the website and related systems.
  • To send service-related messages, such as invoice, payment, or project updates.
  • To measure visits and selected website interactions and improve the website, only where you have consented to analytics.

4. Processors and third parties

We may share data with service providers that help us operate the business, such as hosting providers, email providers, payment processors, bookkeeping systems, cloud storage, and professional advisers.

Where required, these providers process data under appropriate contractual, security, and confidentiality obligations. We do not sell personal data.

Our own booking system, Afenta OS, stores appointment information in our private administration. We read the selected Apple iCloud calendars to check availability and create, update, or remove the booked appointment in the selected calendar. That event contains your name, email address, appointment time, optional notes, and the relevant WhatsApp number, Teams link, or company name and visit address. Existing calendar event titles and details are not shown to visitors choosing a time.

If you choose Microsoft Teams, we send Microsoft the meeting title, including your name, and its start and end time to create and manage the meeting link. When you join, Microsoft also processes the information needed to provide its meeting service. If you choose WhatsApp, Afenta uses your number to call you at the booked time; submitting the booking does not start a call automatically.

For Dutch address suggestions, the address text you type is sent through Afenta's server to PDOK's public address service. We do not include your name, email address or booking details in that request. You can also enter the full address manually. Google Maps opens only when you follow a directions link; that link includes the visit address.

Resend delivers Afenta's appointment confirmations, changes, and cancellations to you and our team. These messages contain the relevant appointment details; your email also includes a calendar attachment. Notes you provide are included in the message to Afenta.

New appointments are booked and managed through Afenta OS. Previously sent confirmations and historical booking records may still contain details of appointments booked through Cal.com. Cancelling an appointment or replacing the booking service does not automatically erase those records; the retention and privacy-rights sections also apply to copies held by Afenta.

If you consent to analytics, Google Ireland Limited provides Google Analytics 4 and Google Tag Manager and may process technical and usage data on our behalf.

5. International transfers

Some service providers may process data outside the European Economic Area. Where this happens, we rely on appropriate safeguards, such as adequacy decisions, standard contractual clauses, or equivalent protection required by applicable law.

6. Retention

We keep personal data only as long as needed for the purpose for which it was collected, unless a longer retention period is required by law.

  • Enquiries are kept for as long as needed to follow up and maintain business context.
  • Appointment records and related correspondence are kept as needed to organise the conversation, follow up on it, and resolve questions about the booking. Cancelling an appointment does not by itself delete the booking record or previously sent email. You can request deletion at info@afenta.com, subject to any records we must retain for another lawful purpose.
  • Client, contract, and project records are kept for the duration of the relationship and a reasonable period afterwards.
  • Financial and tax records are retained for the statutory retention periods that apply in The Netherlands.
  • Security logs are retained for a limited period unless needed to investigate abuse, fraud, or security incidents.
  • Google Analytics user-level and event data is retained for 14 months, matching the current Analytics property setting. Cookie lifetimes are described in our Cookie Policy.

7. Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

No online system can be guaranteed to be completely secure, but we limit access to personal data and use providers with appropriate security measures.

8. Your rights

Depending on the situation, you may have the right to access, correct, delete, restrict, transfer, or object to the processing of your personal data. If processing is based on consent, you may withdraw that consent at any time.

You can send a request to info@afenta.com. We may ask for information to verify your identity. You also have the right to lodge a complaint with the Dutch Data Protection Authority.

9. Cookies

With your consent, the public website uses Google Analytics 4 through Google Tag Manager to measure visits and selected interactions. We do not use Google advertising or remarketing tags by default.

On the booking page, consented analytics can record the selected meeting channel, language, and steps such as choosing a date or time, submitting, and receiving a confirmed booking. These events exclude your name, email, phone number, notes, selected appointment date and time, booking identifiers, and management links. We do not load analytics on appointment management pages.

The preference centre also provides a separate marketing choice, but no marketing or advertising tag is currently active.

10. Changes

We may update this Privacy Policy when our website, services, vendors, or legal obligations change. The date above shows the latest version.