Privacy notice

Who is responsible

SmartAgents BV, BE 1037.114.694, Mijnschoolstraat 18, 3580 Beringen, Belgium, is the data controller. You can reach us at [email protected] or on +32 11 11 10 20. We have not appointed a data protection officer: your question goes straight to one of the two founders.

What we collect

There is one place on this site where you leave data behind, and that is the contact form. Beyond it we process, as every website does, the technical data needed to serve a page and to keep the form from being abused.

• The contact form. Your name, your e-mail address and your message, plus your company if you fill it in. The form also sends two hidden fields: a fixed subject line and the name of the page you filled it in on, so we know what your question is about.
• Your IP address. Our server uses it to check that you are a person and to count how many messages come from one address.
• Ordinary server logs at our hosting provider, of the kind that come with serving a web page.

You are under no obligation to give us anything. Filling in the form is a choice; leave it and nothing changes, except that we do not have what we would need in order to answer you. Calling or mailing works just as well.

We collect nothing more without your consent. If you give it in the cookie banner, we load Google Tag Manager and, through it, Google Analytics and Google Ads. They measure which pages you view, how you reached the site and whether you sent the contact form, and remember that under a random code in a cookie. If you refuse or do not choose, none of the three loads. We build no profile of you ourselves, and we make no automated decisions about you.

Why, and on what basis

We process your message in order to answer it and to take the steps you are asking for before there is any engagement. That is article 6(1)(b) and (f) of the GDPR: pre-contractual steps at your own request, and our legitimate interest in being able to answer a question.

We process your IP address to protect the form against spam and abuse. That is our legitimate interest, article 6(1)(f): without that protection an open form is unusable within a day.

Measurement with Google Analytics and Google Ads happens only with your consent, article 6(1)(a). You can withdraw it whenever you like, through Cookie settings at the foot of every page. What was measured before then remains lawfully processed.

Who sees your message

Your message goes no further than these parties, and we neither sell nor rent your data to anyone.

• Cloudflare hosts this site, provides the spam check (Turnstile) and briefly holds the counter attached to your IP address.
• n8n Cloud processes and forwards your message. Message data may also be saved in its execution history.
• Slack is where your message arrives with us, alongside an e-mail to our own mailbox.
• Google never receives your message. If you consent to cookies, Google does receive data about your visit through Tag Manager, Analytics and Ads: the pages, your browser and device, your IP address, the cookie code, and the fact that you sent the form.

Cloudflare, Slack and Google are companies that may also process data outside the European Economic Area. That happens under the EU-US Data Privacy Framework or the European Commission's standard contractual clauses; mail [email protected] for a copy of them. n8n Cloud runs in the EU region.

How long we keep it

• Your message stays in our Slack and our mailbox while we are working on it, and after that for up to 24 months from our last contact. If you become a client, your file falls under the retention terms of that engagement.
• The counter on your IP address disappears by itself, two hours after your last message.
• Execution data at n8n may be retained. We cannot confirm automatic deletion after a fixed period. You can ask us to have your message data removed.
• Server logs are subject to our hosting provider's retention periods.
• Measurement data in Google Analytics is kept for 14 months. The cookies themselves expire after at most two years (Analytics) and 90 days (Ads).
• Your choice in the cookie banner is remembered by your browser for a year. After that we ask again.

If you would rather we removed it sooner, an e-mail is enough. See Your rights.

Cookies

On the public pages of this site, cookies are set only if you consent to them in the banner. Google Analytics then sets _ga and _ga_ followed by a code, and Google Ads sets _gcl_au. If you refuse, no Google tag loads and no cookie is set. Your choice itself is not kept in a cookie but in your browser's storage.

You can change that choice whenever you like through Cookie settings at the foot of every page. If you withdraw your consent, we remove the Google cookies set on this domain.

If you interact with the contact form, Cloudflare's spam check loads, and it may itself place a technical value it needs in order to run the check. If you do not touch the form, that does not happen.

There is one exception, and it sits outside the public part of the site. Signing in to the password-protected area sets a single strictly necessary session cookie that expires after seven days. It is there to remember the sign-in and nothing else; it does not follow you, and it never reaches a public page.

Your browser does keep pages and images from this site so that they open faster the second time. That stays on your own device, holds no personal data, and clears with the ordinary button for clearing browsing data.

Your rights

You have the right to see your data, to have it corrected or erased, to have the processing restricted, to object to it, and to receive it in a readable format. Mail [email protected] and we will deal with it within a month. We charge nothing, and we ask for no more proof than we need to be sure it is you.

If you are not satisfied with how we handle it, you can complain to the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels, [email protected]. We would rather hear it first ourselves, but that right does not depend on us.

Changes

If what we process changes, we update this page and the date at the top.