Privacy Policy

Privacy Policy

Kiwazo CommV ("I," "my") is committed to protecting your privacy. This policy explains how I collect, use, and safeguard your personal data when you visit kiwazo.com (the "Site"), work with me as a client or receive mail from me.

1. Data Controller

Kiwazo CommV
Eendrachtstraat 29,
9000 Gent,
Belgium
Email: hello@kiwazo.com

2. What Data I Collect

When you use the contact form on this site, the information you submit (typically your name, email address, and message) is collected and processed by Tally (Tally BV, Belgium), which hosts the form. Tally stores this data in the EU (Google Cloud, Belgium).

I also use Notion (Notion Labs, Inc., San Francisco, USA) to manage contacts and correspondence. Your data may be transferred to Notion for this purpose.

When you email me, your message is stored by Migadu (Migadu-Mail GmbH, Switzerland), which hosts my mailbox in Switzerland and the EU.

I send clients and contacts occasional notifications and important updates, such as changes to my terms, through MailerLite (MailerLite Limited, Ireland). For this, MailerLite stores your name and email address in the EU. Every mail sent this way has an unsubscribe link. If you unsubscribe, I send messages needed for our agreement by regular email.

If you are a client, I use your contact and billing details to invoice you. Invoices are created and sent with Billit (Billit NV, Belgium). When you pay an invoice online, the payment is handled by Stripe (Stripe Payments Europe, Limited, Ireland).

3. How I Use Your Data

I use your personal data to:

  • Reply to your message and provide the information or assistance you requested.
  • Store your contact details for future correspondence related to your inquiry.
  • Follow up on your inquiry if relevant.
  • Send clients and contacts occasional notifications and important updates.
  • Invoice clients and process their payments.

4. Legal Basis for Processing

  • Consent: By submitting the contact form, you consent to me processing your personal data for the purposes described above. You can withdraw your consent at any time.
  • Contract and legal obligation: I process client contact and billing details to perform our agreement and to meet Belgian accounting and tax obligations.
  • Legitimate Interests: I process your data to manage and respond to inquiries and to keep clients and contacts informed, which is essential for running my consulting practice.

5. Data Storage and Retention

Form submissions are stored by Tally in the EU. I may also store your data in Notion (US-based). Emails are stored by Migadu in Switzerland and the EU. I retain your data for up to three (3) years from the date of your last interaction with me. After this period, your data will be deleted. Invoices and payment records are kept for the period Belgian accounting and tax law requires, which can be longer than three years.

6. Data Security

I use services that implement appropriate technical and organizational measures to protect your personal data. Both Tally and Notion encrypt data in transit and at rest. I restrict access to your data to myself only.

7. Data Transfers

Form data is collected and stored in the EU by Tally (Belgium). However, data managed through Notion and processed by AI tools (Anthropic, OpenAI) is transferred to the United States. These providers offer Standard Contractual Clauses (SCCs) or equivalent safeguards to ensure compliance with GDPR. Email is hosted by Migadu in Switzerland and the EU, where GDPR or an EU adequacy decision applies. Data in MailerLite stays in the EU. Stripe may transfer payment data to Stripe, Inc. in the United States under the EU-US Data Privacy Framework.

8. Sub-processors

I use the following third-party services to operate this site and process your data:

  • Tally (Tally BV, Belgium) — contact form hosting and submission processing. Data stored in the EU.
  • Notion (Notion Labs, Inc., USA) — contact management and correspondence. Data stored in the US.
  • Migadu (Migadu-Mail GmbH, Switzerland) — email hosting. Data stored in Switzerland and the EU.
  • MailerLite (MailerLite Limited, Ireland) — client notifications and updates. Data stored in the EU.
  • Billit (Billit NV, Belgium) — invoicing.
  • Stripe (Stripe Payments Europe, Limited, Ireland) — online payment of invoices. Stripe also processes payment data as an independent controller for fraud prevention and its own legal obligations.
  • Simple Analytics (Simple Analytics BV, Netherlands) — privacy-first website analytics. Does not collect personal data or use cookies.
  • AI tools (including Anthropic and OpenAI, both US-based) — I use AI assistants to help manage my workflow: drafting replies, organizing contacts in Notion, and scheduling follow-ups. Your contact data may be processed by these tools as part of that workflow.

9. Your Rights

Under GDPR, you have the right to:

  • Access the personal data I hold about you.
  • Rectify any inaccurate or incomplete personal data.
  • Erase your personal data under certain conditions.
  • Restrict processing of your personal data under certain conditions.
  • Port your personal data to another organization or directly to you.
  • Object to the processing of your personal data.

To exercise any of these rights, contact me at hello@kiwazo.com. I'll respond as soon as possible, and within 30 days at most.

10. Cookies and Tracking

This website does not set cookies for analytics or tracking purposes. I use Simple Analytics, a privacy-first analytics tool that does not track individual users, does not use cookies, and does not collect personal data.

The embedded contact form (provided by Tally) may use functional cookies required to operate the form. These are not used for tracking or advertising.

11. Policy Updates

I may update this Privacy Policy to reflect changes in my practices or for legal reasons. The updated policy will be effective as of the date posted on this site.

12. Contact

If you have questions about this Privacy Policy, your data, or your rights:

Kiwazo CommV
Email: hello@kiwazo.com

Effective date: 2026-10-01