Privacy Policy

1. Who We Are

This website is operated by Belfavn ("Belfavn", "we", "us").

Legal form: Sole proprietorship (natural person). Registered office: Avenue de Calabre 33, 1200 Woluwe-Saint-Lambert, Belgium. Company/VAT number: 1035.683.549. Country of registration: Belgium.

General contact: hello@belfavn.com. Privacy contact: hello@belfavn.com.

For data protection purposes, Belfavn acts as controller for personal data processed through this website unless another role is clearly stated.

2. Current Service Scope

This website currently provides public company information, contact/intake forms, and authenticated portal areas for Belfavn's business customers and delivery team.

Belfavn also provides an AI Assistant intake widget that business customers embed on their own websites. When you chat with such a widget, you are interacting with a Belfavn-operated service on behalf of the business whose website you are visiting; that business decides what information the assistant requests and receives the resulting request summary. See section 7a and the AI Use Disclosure page.

Payment checkout and optional analytics/marketing tracking are not treated as active unless Belfavn explicitly enables them and updates this policy.

3. Personal Data We May Collect

• Contact details you provide, such as name, email, company, and message content.
• Project context and business details you choose to share in forms or email.
• AI Assistant widget conversations: the messages you exchange with the assistant, contact details and request information you provide in them, files you choose to upload, and the structured request summary generated from the conversation.
• Technical and usage data needed for website operation and security (for example IP address, browser/device info, request logs, and timestamps).
• Communication records when you contact Belfavn.

4. How Data Is Collected

• Directly from you through form submissions and email messages.
• Automatically through hosting, security, and delivery infrastructure logs.
• Through cookies or similar technologies according to your consent choices where consent is required.

5. Purposes and Legal Bases

Belfavn maps processing purposes to legal bases as follows.

• Enquiry handling and pre-project communication: steps at your request before entering a contract and legitimate interests.
• AI Assistant intake conversations and lead delivery to the business you contacted: steps at your request before entering a contract with that business, and performance of Belfavn's contract with the business.
• Website security, abuse prevention, and reliability logging: legitimate interests and legal obligation where applicable.
• Legal and compliance recordkeeping: legal obligation and legitimate interests.
• Optional cookies or optional measurement tools (if activated): consent.

6. Required vs Optional Data

Required fields in forms are needed to process your request. If required information is not provided, Belfavn may be unable to respond or continue the requested discussion.

Optional fields are not required for initial contact.

7. Service Providers and Processing Roles

Belfavn uses third-party providers to run and support website operations and communications. Provider roles can vary by context and should be verified in contracts and provider terms.

• Cloudflare (DNS, proxy/CDN, SSL, security controls).
• Render (hosting and deployment infrastructure).
• GitHub (source and deployment workflow).
• Auth0 (authentication for portal accounts).
• Google (Gemini AI models for AI-enabled features, including the AI Assistant widget and document processing; Gmail where email handling or forwarding is configured).
• Cloudflare R2 (object storage for uploaded files).
• If activated later: Stripe for payments.

7a. AI Assistant Widget Roles

When you use an AI Assistant widget on a business's website, that business determines what information the assistant asks for and is the intended recipient of your request. Belfavn stores and processes the conversation, uploaded files, and the generated lead summary to provide the service to that business.

AI processing for the widget uses Google's Gemini models as described on the AI Use Disclosure page. Belfavn does not use widget conversations to train AI models.

For requests about a specific conversation you had with a business's assistant, you can contact that business directly or Belfavn via the privacy contact below.

8. International Transfers

Some providers may process data outside the EEA, including in countries where Belfavn or its vendors operate infrastructure.

Where relevant, Belfavn relies on an appropriate GDPR transfer mechanism such as an adequacy decision or Standard Contractual Clauses, with supplementary measures where needed.

9. Retention

Belfavn keeps personal data only as long as needed for the original purpose, legal obligations, dispute handling, and security controls.

Indicative retention placeholders: enquiry and contact records up to 24 months after the last meaningful contact, unless a longer retention period is required for legal, contractual, or dispute-related reasons; core security/request logs up to 12 months, unless a longer retention period is required for security investigations, abuse prevention, or legal obligations.

AI Assistant conversations, leads, and uploaded files are retained while they remain relevant to the business you contacted and its use of the service, subject to the same principle of keeping data no longer than needed.

10. Your Rights

• Access to your data.
• Rectification of inaccurate data.
• Erasure where legally applicable.
• Restriction of processing.
• Objection to processing based on legitimate interests.
• Data portability where applicable.
• Withdrawal of consent at any time for consent-based processing.

11. Automated Decision-Making

Belfavn does not currently state that it makes solely automated decisions with legal or similarly significant effects through this website.

12. Security

Belfavn applies reasonable technical and organizational measures to reduce risk and protect personal data. No system can guarantee absolute security.

13. Privacy Requests and Complaints

To exercise your rights, contact hello@belfavn.com. You may also write to Avenue de Calabre 33, 1200 Woluwe-Saint-Lambert, Belgium. Belfavn may request proportionate identity verification before completing a request.

You also have the right to lodge a complaint with your supervisory authority. In Belgium, this is the Data Protection Authority (APD/GBA): https://www.dataprotectionauthority.be/.

14. Changes to This Policy

Belfavn may update this Privacy Policy when processing activities, legal requirements, or service providers change. The latest version is always published on this page.

Feature Activation Notice

If Belfavn activates Stripe payments, analytics, or other new processing activities, this policy will be updated before or at launch to reflect them.