Privacy Policy

Kwazi is built on one idea: your data is yours. This policy explains, in plain words, which personal data we process on kwazi.eu and through the optional features of the Kwazi plugin, why we do it, how long we keep it and what your rights are.

Who we are

Kwazi BV, Bevrijdingsplein 18, 3970 Leopoldsburg, Belgium, VAT BE0803546614, is responsible for the processing described here. For anything about your personal data, email hallo@kwazi.be.

What this policy covers

This policy covers the website kwazi.eu and the data the Kwazi plugin sends to us when a site owner chooses to share it. It does not cover the data a business keeps in Kwazi on its own website: that data stays on their website, and that business is responsible for it. Its own privacy policy applies.

What we collect on kwazi.eu, and why

Waiting list. Your first name, email address and the add-ons or packages you are waiting for. We use them to let you know when they are ready. We only email you after you confirm your address by email, and you can unsubscribe at any time. Basis: your consent.

Contact and help forms. Your name, email address and what you write, plus your company and website if you add them. We use them to answer your question. Basis: our legitimate interest in answering you, or steps you ask for before an agreement.

Booking a call. Your name, email address, phone number and comment if you add them, and the time you choose. We use them to hold the call and to send you a confirmation, a reminder and a link to move or cancel. Basis: steps you ask for before an agreement.

News by email. Only when you tick the box for it, and only after you confirm by email. Every email has a link to unsubscribe in one click. Basis: your consent, which you can withdraw at any time.

Your Kwazi account. When you create an account to download Kwazi: your name, email address and password (only as a one-way hash, so nobody can read it), whether you confirmed your address, and which versions you downloaded and when. We use them to give you the download, to help you with support and to know which versions are in use. You are also a contact in our customer system, with "kwazi.eu account" as the source. To protect the sign-up form, we count attempts per connection with a scrambled version of your IP address, kept for at most one day. Basis: the account you ask for, and our legitimate interest in protecting the form.

What the Kwazi plugin can send us

The Kwazi plugin sends nothing to us unless a site owner turns it on. Everything below is off by default, and can be turned off again under Settings → Privacy & data in Kwazi. In the current version our receiving service is not live yet, so nothing is sent at all: the choice is saved, and data is only sent once the service starts.

Anonymous usage statistics. Once a week: a random install ID, the versions of Kwazi, WordPress, PHP and the database, the language, which Kwazi apps are on, counts in ranges and which features are used. Never website addresses, names, email addresses or content. We keep this for at most 13 months. When the site owner turns it off, the plugin asks us to delete the data of that install ID. Basis: consent.

Staying in touch. If a site owner chooses to share their business profile (company, website, name, email address, sector and team size), we use it to send product news, after confirmation by email. We keep it until it is withdrawn. Basis: consent.

Support and feedback. A question sent from the plugin, with the technical details the sender chooses to include, and the optional reason for deactivating the plugin (without a website address or email address). We use these to help and to improve Kwazi. Basis: our legitimate interest.

WordPress hosting for your website

When Kwazi hosts your website, we process the personal data on that site on your behalf: you are the controller and Kwazi BV is the processor. Your site runs with our hosting provider Hoasted BV in the Netherlands, as a sub-processor, on servers in the EU. We only use that data to host your site, keep it up to date, make backups and answer your questions, as described in section 10 of our terms and conditions. If we change providers, we let you know by email at least 30 days in advance. We keep your hosting request (your company, domain name and contact details) as a customer record; the legal retention periods for our records apply.

How long we keep your data

Questions, help requests and bookings: two years after our last contact, unless you become a customer, in which case the legal retention periods for our records apply. Email consent: until you unsubscribe; after that we only keep a note that you unsubscribed, so we never email you again. Usage statistics: at most 13 months. Business profiles: until withdrawn. Your Kwazi account and its download history: until you delete the account under Your details; your contact details on request.

Who else processes your data

We do not sell your data. Our website and email are hosted by our hosting provider, Hoasted BV (the Netherlands), which also keeps technical server logs (including IP addresses) for security and troubleshooting, for its own retention period. If you accept statistics or marketing cookies, Google Tag Manager loads the tools you agreed to; Google may process data outside the EU under its own privacy policy. See our cookie policy for the details.

Cookies

We only place cookies that are not strictly necessary after you agree, through the cookie banner. Kwazi itself only uses strictly necessary cookies, for one hour, when you open a link from one of our emails (to manage a booking, confirm or cancel your subscription): they keep the secure key of that link out of the address bar. Our cookie policy lists every cookie and lets you change your choice.

Your rights

You can ask us to see, correct or delete your data, to limit or object to its use, or to receive it in a common format. You can withdraw your consent at any time, without affecting what we did before. Email hallo@kwazi.be and we answer within one month. If you are not satisfied, you can file a complaint with the Belgian Data Protection Authority (dataprotectionauthority.be).

Security

The site only works over HTTPS. Secret links in our emails are stored hashed and expire, forms are protected against spam and abuse, and only the people who need your data to help you can see it.

Changes

When we change this policy, we update the date at the top of this page.