Privacy statement

1. Who is responsible

Van Borg Agency, the sole proprietorship of Nicolaas Sterenborg, is the controller for the data of visitors to vanborg.com and for the account data of customers. Address: Kieler Bocht 104, 9642 CE Veendam, the Netherlands. KVK number (Dutch Chamber of Commerce): 42125845 · Branch number: 000066299039 · VAT ID: NL005514922B93. You can ask questions about privacy through the contact form at vanborg.com/en/contact, or by email at nicolaas@vanborg.com.

For the data that you as a customer put into the app about your own clients, such as names, addresses and projects, you are the controller and we are the processor. Section 6 covers this.

2. What data we collect

Account: your name, email address, company name, address, KVK number and VAT ID, plus the users you add to your account. You provide this data yourself when you sign up.

Business data in the app: everything you enter or dictate to do your work. Projects, clients, work orders, quotes, invoices, hours, extra work, receipts, schedules, the Wkb file and the photos you take with them. We process this data only to make the app work for you.

Chat and voice: what you type to the ChatAgent and what you dictate. A voice recording is converted to text and then deleted; we keep the text the same way as a chat message. The agent states at the start that you are talking to AI.

Payments: the amount, the status and the reference of each payment request. The payment itself runs through bunq; we do not see an account number or balance, only what bunq passes on with the confirmation.

Contact form: your name, company name, email address, phone number and your message. You also provide this yourself.

Technical: to prevent misuse of the chat, the contact form and the login page, we do not store IP addresses, only an irreversible derivative of them (a hash with a secret salt). Legally this is still personal data, and we treat it as such. If something goes wrong technically, the site sends an error report to Sentry (EU region) with the page, the browser and the error, without your name, email address or anything you typed in a form or the chat.

Visitor statistics: we use Vercel Web Analytics and Speed Insights from the company that hosts the site. They count page visits and measure loading speed without cookies, without fingerprinting and without a profile. These figures cannot be traced back to who you are. We do not use advertising cookies or pixels anywhere.

3. What we use it for

To provide the app: maintaining your account, creating and storing your documents, letting the ChatAgent answer and handling payments (legal basis: performance of the contract).

To answer your request through the contact form and make a suitable proposal (legal basis: pre-contractual stage).

To keep the app secure, prevent misuse and find and fix errors (legal basis: legitimate interest, with as little data as possible).

To comply with tax law: we keep invoices and payments for seven years (legal basis: legal obligation).

We do not use your data for unsolicited newsletters and we never sell it to third parties. You only receive marketing email if you sign up for it yourself, and you can always unsubscribe through the link at the bottom of every email.

4. How the ChatAgent handles your data

The ChatAgent runs on a language model from Anthropic, which we access through the API. Your messages and the data the agent needs to answer, such as a project or a client, are sent to Anthropic for that purpose. Anthropic does not use data received through the API to train models. Speech is converted to text by OpenAI. For decisions involving an amount of money, a second model from TypeSafe (Jev) checks along. We have data processing agreements with all of these parties.

What the agent proposes may contain errors. Amounts are always confirmed by a person; the agent makes nothing final without your approval. The agent does not build a profile of you and does not make decisions about you as a person.

We keep chat logs for twelve months, so that you can read back a conversation and so that we can fix errors in the agent. After that we delete them. If you want them removed sooner, ask through the contact form at vanborg.com/en/contact, or by email at nicolaas@vanborg.com.

5. Who we share data with

Only with suppliers that are needed to run the site and the app. Specifically: Vercel (hosting, EU region Frankfurt, plus visitor statistics and loading speed), Supabase (database and storage of documents and photos, EU region), Anthropic (the AI model behind the ChatAgent), OpenAI (speech to text), TypeSafe (the decision model Jev), bunq (payment requests), PDOK and the Kadaster, the Dutch land registry (looking up addresses; only the address you enter), the European Commission's VIES VAT check (only the VAT number you enter), Resend (sending our email: confirmations, replies to your questions and notifications, and marketing email only if you have signed up), Google (Workspace, for our business email) and Sentry (error reports, EU region). Data processing agreements are in place with these parties.

Some of these suppliers process data in the United States. This happens with appropriate safeguards: certification under the EU-US Data Privacy Framework or EU standard contractual clauses. You can request a copy of these safeguards from us. We never sell data and share nothing for advertising purposes.

6. Data about your clients

If you put data about your clients into the app, we process it on your behalf. You remain the controller; we are the processor. On request we conclude a data processing agreement. That data is and remains yours. If you end your subscription, you can export it, and we delete it after that.

For this processing we use the sub-processors listed in section 5. If a new sub-processor is added, we announce it by email at least fourteen days in advance, so that you can object before that party processes any data.

7. How long we keep data

Account data and everything you have put into the app: for as long as your account exists, plus thirty days after that. During those thirty days you can still export. After that we delete everything, except what we are legally required to keep.

Chat logs: twelve months. Voice recordings from voice input in the app: immediately after conversion to text. Contact requests that do not lead to a subscription: twelve months. Error reports at Sentry: at most ninety days. Hashed IP addresses for misuse protection: at most 24 hours.

Invoices, payments and other data relevant for tax purposes: seven years, because the law requires it.

8. Security

We take appropriate technical and organisational measures: encrypted connections (https), logging in with a password of at least ten characters, a one-time link by email to confirm your email address or choose a new password, strict separation between the data of different companies in the database, access restrictions and as little data in as few places as possible. Should a data breach nevertheless occur that poses a risk to the people concerned, we report it in accordance with the legal rules, including to you.

9. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection. You can do much of this yourself in the app: change your data, export it or close your account. For anything else, send a request through the contact form at vanborg.com/en/contact, or by email at nicolaas@vanborg.com; we respond within one month.

If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl). We would rather hear it from you first, but that is not a requirement.

10. Cookies and local storage

The website sets no tracking cookies and therefore has no cookie banner. After you log in, the app sets a session cookie that keeps you logged in; it is needed to provide the service. In your browser we locally remember your theme (light or dark), whether you have already seen the suggestion for another language and, in the app, how you have arranged your screen. This does not leave your device.

We may change this privacy statement, for example when we switch suppliers or add a new tool. The current version is always on this page, with the date of the last change at the top. We notify customers of material changes by email.