Privacybeleid & AVG/GDPR

1. Data controller

NovaDesk is the data controller for the processing of personal data as described in this policy.

Contact: yannick@novadesk.be or +32 471 26 60 41.

This policy is drawn up in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679, «GDPR») and the Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.

2. Processing activities, purposes and legal basis

We process personal data only for specified, explicit and legitimate purposes (Art. 5 GDPR):

• Filling in the pilot request form (name, practice, specialty, email address, phone number) to get in touch and configure the pilot: legitimate interest (Art. 6(1)(f) GDPR), or your consent (a).
• Executing the pilot and providing the service to the practice: performance of a contract (Art. 6(1)(b) GDPR). For telephone enquiries and appointments, the practice is the data controller and NovaDesk acts solely as processor.
• Security and proper functioning of this website (technical logs): legitimate interest (Art. 6(1)(f) GDPR).

We do not engage in profiling or automated decision-making with legal effects. Personal data is not sold or transferred.

3. Recipients and transfers

We share data only with parties that need to execute the service, and only to the extent necessary:

• Hosting partner (Vercel) for this website and request form;
• Email service for confirmations and follow-up;
• Telecom partner that handles call forwarding;
• Google Calendar for appointment booking on behalf of the practice — the practice remains the data controller.

Data processing agreements have been signed with all subprocessors in accordance with Art. 28 GDPR.

Transfers outside the European Economic Area take place only on the basis of an adequacy decision or standard contractual clauses (Art. 46 GDPR).

4. Retention periods

We retain personal data no longer than necessary (Art. 5(1)(e) GDPR):

• Pilot requests that do not lead to collaboration: at most 12 months after the last contact;
• Conversation data from the pilot (audio and transcripts): by default 30 days after the end of the pilot, unless the practice defines a different period in the processing agreement;
• Appointments in the practice's Google Calendar: in accordance with the practice's own retention policy;
• Security logs: at most 90 days.

5. Your rights

You have the following rights under the GDPR:

• right of access (Art. 15 GDPR);
• right to rectification (Art. 16 GDPR);
• right to erasure (Art. 17 GDPR);
• right to restriction of processing (Art. 18 GDPR);
• right to object (Art. 21 GDPR);
• right to data portability (Art. 20 GDPR);
• right to withdraw consent (Art. 7(3) GDPR).

You may exercise these rights free of charge via yannick@novadesk.be. We will respond within one month of receiving your request (Art. 12(3) GDPR); that period may be extended by two months in exceptional cases. We may ask you to prove your identity.

Do you believe we are not handling your data properly? You may lodge a complaint with the Data Protection Authority (DPA), Rue de la Presse 35, 1000 Brussels, +32 2 274 48 00, contact@apd-gba.be, gegevensbeschermingsautoriteit.be.

6. Security of processing

Pursuant to Art. 32 GDPR, we apply in particular encryption of data in transit (TLS) and at rest, role-based access controls, access logging, confidentiality obligations for anyone with access, and a regular review of our measures. Call data is never used to train generic language models without the explicit written consent of the practice.

7. Cookies

This website only sets technically necessary cookies, for example to retain your session and preferences. No marketing or analytics cookies are placed without your prior consent. You can manage cookies in your browser settings. The use of cookies falls under Article 129 of the Law of 13 June 2005 on electronic communications.

8. Changes

We may amend this policy when our service provision or the legislation changes. The most recent version is always available on this page; the date of the last modification at the top is decisive.