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.

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, and notes from conversations.
• 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.
• 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 an agreement (Art. 6.1.b GDPR): when you submit the form, book an appointment, leave your details in the assistant to make a request, ask for an analysis or quote, 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.
• 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.

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.

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.

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) and sending confirmation emails (Resend).
• Storage of requests and conversations in a database in the EU (Supabase, Frankfurt region), when used.
• Anthropic PBC, the provider of the Claude AI model behind the assistant.
• WhatsApp (Meta), only when you contact us via WhatsApp yourself.
• 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, Analytics and Ads), Anthropic (AI assistant) and Meta (WhatsApp). These transfers only take place 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).

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.