Privacy Policy

This privacy policy applies to the GlazenPlanning platform (glazenplanning.be) and all related services. The controller for the processing of your account data is:

By “we”, “us” or “GlazenPlanning” we mean this company. By “you” or “user” we mean the tradesperson or business that creates an account and uses the platform.

GlazenPlanning is a software-as-a-service platform. For the data we process, we take on two different roles:

• Controller — for the data of you as a user and of your team members (registration, account and usage data). For that data, we determine the purposes and means of processing.
• Processor — for the data you enter in the platform about your own customers and jobs (customer contacts, addresses, quotes, schedules, work orders, photos and invoices). For that data, you are the controller and we process it solely on your instructions, to provide the service. You remain responsible for a valid legal basis and for the information you provide to your customers.

Depending on how you use the platform, we process among other things:

• Account and registration data: name, email address, password (stored encrypted) and, if enabled, data for two-factor authentication.
• Business and team data: company name, address, enterprise/VAT number, and details of team members you invite (name, email address, role).
• Customer data you enter: name, contact details and addresses of your customers, needed to manage quotes, schedules and invoices.
• Job and scheduling data: quotes, appointments, recurring jobs, work orders, checklists, hours and materials.
• Uploaded files: photos (e.g. before/after a job), signatures and documents you link to a customer or job.
• Invoicing and payment data: invoice details and, for your subscription, payment data processed via our payment provider.
• Usage and technical data: IP address, device and browser information, log data and times of use, for security and improving the service.

We process personal data for the following purposes and legal bases:

• Providing the service (performance of the contract): managing your account, enabling quotes, scheduling, work orders and invoices, and sending reminders and notifications.
• Security and abuse prevention (legitimate interest): authentication, fraud detection and protecting the platform.
• Improving the service (legitimate interest): aggregated usage analysis to improve features.
• Legal obligations (legal obligation): including accounting and tax retention duties.
• Communication (performance of the contract or consent): service updates and, only with your consent, commercial messages that you can always opt out of.

We never sell your personal data to third parties.

We use only functional and essential cookies needed to make the platform work — for example to remember your login session and to protect forms against abuse. These cookies are necessary for the service and cannot be disabled without disrupting operation. We do not use third-party advertising or tracking cookies.

To deliver the service we rely on carefully selected providers, who only have access to the data they need and are bound by a data processing agreement. This includes:

• Hosting and infrastructure — for running and storing the platform.
• Email delivery — for sending notifications, reminders and invoices.
• Accounting software — for e-invoicing to business customers, including Peppol where handled by that software.
• Payment provider — for processing your subscription payments.

We only disclose data to authorities or other third parties when legally required.

We aim to process and store your data within the European Economic Area (EEA). If a provider processes data outside the EEA, we ensure appropriate safeguards such as the European Commission’s standard contractual clauses.

We do not keep personal data longer than needed for the purposes for which it was collected:

• Account and customer data: for as long as your account is active.
• After account termination: we delete or anonymise your data within a reasonable period, except what we are legally required to retain.
• Invoicing data: for the statutory accounting retention period.

We take appropriate technical and organisational measures to protect your data, such as encrypted connections (HTTPS), encrypted password storage, access control and optional two-factor authentication. No system is entirely risk-free, but we continually work to secure your data.

Under the GDPR you have the right to:

• access to your personal data;
• rectification of inaccurate data;
• erasure of your data (“right to be forgotten”);
• restriction of processing;
• portability of your data;
• objection to certain processing;
• withdrawing your consent, where processing is based on it.

You can exercise your rights via privacy@oxopia.net. If you are not satisfied, you have the right to lodge a complaint with the Belgian Data Protection Authority (www.gegevensbeschermingsautoriteit.be).

The platform is intended for professional use and is not aimed at minors. We do not knowingly collect personal data from persons under 16 years of age.

We may update this privacy policy from time to time. The most recent version is always available on this page, with the date of the last change. For material changes, we will notify you in advance.

Do you have questions about this privacy policy or about the processing of your data? Contact GlazenPlanning - Oxopia NV via privacy@oxopia.net.