Privacy policy

1. Data controller

The data controller for the processing of your personal data is Harun Inan (sole trader), trading under the name P3Media, Wielewaalstraat 25, 3582 Beringen, Belgium, company number (KBO) 1026.676.704, VAT BE1026676704.

Email: info@p3media.be. Phone: +32 485 14 51 88.

This privacy policy applies to our website p3media.be, to your account as a customer (My P3Media) and to our print shop P3PrintShop at p3printshop.be.

2. What personal data do we process?

We only process personal data needed for clearly defined purposes. Depending on how you use our website, this can include:

• The form for a free system analysis: name, business name, email address, phone number (optional), sector and the content of your message.
• The AI assistant: the questions you ask and the answers given. If you leave your details in the conversation to make a request, we process your name, email address and, if provided, phone number and business name. In our logs, email addresses and phone numbers are masked.
• Appointments and collaboration: contact details, information about your business and goals, notes from conversations and phone calls, and the messages we exchange with you (our emails to you, your emails to us and the WhatsApp messages we send you), so your request can be followed up in one place.
• Your personal page after a request or appointment: how you'd like to meet (video call, phone or at our office), the address of your business if we're visiting you, what you fill in as preparation, your response to what we've prepared for you, and when the page was viewed. If you approve a proposal, we store the name you typed in, the moment, your browser and a shortened (hashed) identifier of your IP address as proof of your agreement, together with the proposal as it looked at that time. During a project you'll see the steps there and tick off what you've provided us. Anyone with the link can open the page: only share it with people who are allowed to see it.
• Your account as a client (My P3Media): the email address you log in with and your name, when you first and last logged in, and per login your browser and a shortened (hashed) identifier of your IP address, so you can see where you're logged in and log out everywhere. Logging in happens via a one-time link in your mailbox: we don't store a password. Once you have an account, the link to your personal page only shows your appointment and a button to log in; your proposals, projects and services then sit behind the login.
• Messages and files: what you write to us under "Messages", the files you send us (photos, a logo, texts) and the documents we prepare for you, with the file name and the date. We store a file as you send it. If you give your opinion under "What do you think?", we store your rating and whatever you write with it.
• Your brand identity in your account: if you save your brand identity (the name on your print materials, colours, fonts, fixed texts such as address and website, your logo and other brand files), we'll keep it for as long as you're a customer, to pre-fill your brief for your next order. You can change or delete it whenever you want.
• Requests in your account: what you report or ask under "Requests" (a problem, a change, a question), the service you request with the price as you saw it at that moment, the messages on that request and how it was handled.
• Orders in P3PrintShop: your business name, your VAT number, the contact person's name, your email address, your phone number, the delivery address, a note if you add one, what you order and what you paid. You pay via Mollie: we don't see your card or bank details, only whether the payment succeeded. We check a VAT number with the European Commission (VIES). The name and address listed there against the number are stored with your order.
• Files with an order: the print file or the material for your design that you upload on your order page, with the file name and the time.
• Petry in the shop: the questions you ask Petry in P3PrintShop and the answers. We don't link those conversations to your name; in our logs, email addresses and phone numbers are masked. The conversation itself stays in your browser until you close it.
• Your shopping basket in P3PrintShop: what's in it and when, whether you opened the checkout, and the reason you may tick if you don't order. We store this anonymously under a random number that only exists in your browser, without name, address or browser data, to see which products often stay in the basket and what we can improve. We can't use it to recognise or contact you. It's erased after 90 days.
• Facebook and Instagram: if you send our Facebook page a message via Messenger, or fill in a form on one of our Facebook or Instagram ads, we receive your name, the identifier Meta gives you for our page, your message and what you filled in on the form. We store that as an enquiry, just like an enquiry via our website.
• Counting in the shop: how often a P3PrintShop page is viewed and what's clicked on, per day. We don't store anything about you in the process: no cookie, no IP address, no device and no timestamp.
• Counting on p3media.be: how often a page is viewed and where a visit comes from (for example Google, a social network or directly), per day. We only store that type of source, not the address of the page you came from, and just like in the shop, nothing about you: no cookie, no IP address, no device and no time.
• Technical data from your visit, such as your IP address, which our hosting provider processes to keep the website running securely. We use a shortened (hashed) IP address to limit misuse of forms and the assistant.

3. What do we use your data for?

• Answering your question or request and scheduling a conversation.
• Preparing and carrying out a proposal, quote or agreement.
• Carrying out your order in P3PrintShop: designing if you ask us to, having it printed, delivering it, invoicing and answering your questions about it.
• Customer management, invoicing, project follow-up and support.
• Improving the AI assistant and preventing misuse.
• Complying with legal obligations, such as tax and accounting obligations.

4. Legal basis

• Pre-contractual steps and performance of a contract (art. 6.1.b GDPR): when you send the form, book an appointment, leave your details in the assistant for an enquiry, ask for an analysis or quote, order in P3PrintShop or become a customer.
• Consent (Art. 6.1.a GDPR): for statistics and advertising cookies. You can withdraw this consent at any time via "Cookie settings".
• Legal obligation: for example accounting and tax obligations, and checking a VAT number for an order without VAT.
• Legitimate interest: security of our website and systems, and limited follow-up with existing customers.

5. The AI assistant

Petry, the AI assistant on our website, is an AI application. It answers questions based on the information on this website. To generate an answer, your question is processed by Anthropic PBC (United States), the provider of the Claude AI model, which works on our instructions. Under its commercial terms, Anthropic does not use data received via the API to train its models. You can read more about the transfer to the United States in point 7b.

In your account as a customer (My P3Media) you can also talk to Petry. To answer you, the AI model then reads, alongside your question, the data in your own account: your projects and their steps, your appointments, your services, your requests and our list of services and prices. Anthropic processes this under the same terms. Petry doesn't solve anything himself and doesn't make decisions: a problem, a change or a service you request, he notes down as a request, and a P3Media team member reads and handles every request.

In P3PrintShop, Petry helps you choose the right product. To do that, the AI model gets to read your question and the shop's products and prices, under the same terms as Anthropic. Petry doesn't order anything and doesn't add anything to your basket: you do that yourself.

When you email us, the same AI model in our back-office environment can suggest a reply. To do this, the text of your message is processed by Anthropic, under the same terms. A member of staff checks every suggestion and sends the reply themselves: nothing goes out automatically.

When you book an appointment via Petry or via the calendar on our website, we store your name, email address, optionally your mobile number and business, and the chosen time slot. The appointment is added to our calendar (Google Calendar) and you receive a confirmation by email.

Do not share sensitive data such as health information or identity numbers with the assistant. The assistant does not give legal, tax or medical advice.

5b. Statistics and advertising

With your consent, we use Google Analytics 4 to measure use of the website and Google Ads to measure which adverts lead to requests. Without your consent, no cookies are placed for this purpose. Legal basis: your consent, which you can withdraw at any time via "Cookie settings".

Google acts as a processor for the measurement and, for advertising personalisation, as an independent data controller. Details about cookies and retention periods are set out in our cookie policy.

5c. If we approach your business ourselves

Sometimes we contact a business in the region ourselves, offering a free demo website. For this, we keep the name of the business, the general email address and phone number, the website, the details from the Crossroads Bank for Enterprises (KBO) and what we saw on the public website.

This data comes from public sources: the business's own website, public business directories and the KBO. The legal basis is our legitimate interest (art. 6.1.f GDPR) to present our services to businesses.

By email, we only approach legal entities, at a general address such as info@. A business receives at most one message and one reminder. Every message states that it is advertising and includes a link to unsubscribe. Replying with "stop" also works. After that, we no longer approach the business and only keep a record that we may not approach it again.

The personal page in such a message records whether it has been viewed. If you fill in a form on it, we process that data just like any other request.

6. How long do we keep your data?

• Requests via the form or the assistant: a maximum of 2 years after the last relevant contact, unless you become a customer.
• Conversations with the assistant without a request: a maximum of 12 months.
• Customer and invoicing data: at least 7 years, as required by accounting and tax legislation.
• An approved proposal and the proof of your approval: for as long as the agreement runs, and afterwards for as long as the law requires for customer and invoicing data.
• Orders in P3PrintShop and their invoice: 7 years, as required by accounting and tax legislation.
• Files with an order: for as long as we need them to carry out your order and let you reorder, and at most 2 years after delivery.
• Messages via Messenger and replies to a form on an ad: like an enquiry, at most 2 years after the last relevant contact, unless you become a customer.
• Login links and sessions of your account: a login link works for 30 minutes (an invitation for 24 hours), a session for 30 days. After that, they're no longer valid.

7. Who do we share your data with?

We do not sell your data. We do work with processors who act on our instructions and are contractually required to protect your data:

• Website hosting (Vercel).
• Google (Google Analytics and Google Ads), only with your consent.
• Our calendar for booked appointments (Google Calendar), a copy of customers' files in our own Google Drive, and sending confirmation emails (Resend).
• Storage of requests, conversations, messages and customers' files in a database and storage in the EU (Supabase, Frankfurt region), when it is used.
• Anthropic PBC, the provider of the Claude AI model behind the assistant.
• Mollie B.V. (the Netherlands), for the online payment of an order in P3PrintShop.
• Billit (Belgium), our invoicing software, which creates the invoice for your order and sends it to your mailbox.
• Our regular print partner in the European Union, who produces and ships your print work: they receive what needs to be printed and the delivery address. The carrier who delivers the package receives the delivery address.
• The European Commission (VIES): we ask whether a VAT number exists and which name and address belong to it, as shown on its public page. At checkout we show this in the form and don't store it; only when an order is placed do we store it. We only send the number.
• Hostinger, for our mailbox: the emails we send you and that you send us.
• Meta (WhatsApp, Facebook Messenger and the forms on our Facebook and Instagram ads), when you contact us that way or we reply to you.
• Email, accounting and invoicing software, and our professional advisers where necessary.
• Government authorities, only when we are legally required to do so.

7b. Transfers outside the European Economic Area

Some of these processors are based in the United States or may process data there: Vercel (hosting), Resend (email), Google (Calendar, Drive, Analytics and Ads), Anthropic (AI assistant) and Meta (WhatsApp, Messenger and the forms on our ads). That transfer only happens with appropriate safeguards: the EU-US Data Privacy Framework where the provider is certified under it, and/or the European Commission's standard contractual clauses in the provider's data processing agreement. Our database is located in the EU (Supabase, Frankfurt region).

Mollie, Billit and our print partner process your data within the European Union.

8. Cookies and local storage

We only place necessary cookies and local storage. We only place Google's statistics and advertising cookies if you allow it (see point 5b). You can find out exactly which cookies these are and how long they are kept in our cookie policy.

9. Your rights

Within the limits of the GDPR, you have the right to access, rectification, erasure, restriction of processing, data portability and objection, as well as the right to withdraw your consent at any time. Send your request to info@p3media.be. To protect your privacy, we may ask you to confirm your identity.

10. Complaints

If you think we're not processing your data correctly, please contact us first at info@p3media.be. You can also file a complaint with the Data Protection Authority (DPA), Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be, contact@apd-gba.be.

11. Security

We take appropriate technical and organisational measures: secure connections (HTTPS), limited access to systems, protected personal data in log files, strong passwords and regular updates. No online service is entirely without risk, but we keep it as small as possible.

12. Changes

We may update this privacy policy when our services or the law change. The most recent version is always available on this page, with the date of the last update.