Privacy policy

Last updated: [date]

This policy explains which personal data Fyntegrate processes, why, and what your rights are. Fyntegrate is a service for businesses to keep track of their contracts and subscriptions.

1. Who we are

Fyntegrate is offered by [company name and legal form], [address], enterprise number [enterprise number] ("we", "us"). For anything about privacy, contact us at [email protected].

2. What we process

• Account data: your name, email address, your password (stored only as a secure hash) and, if you turn it on, your two-factor authentication settings.
• Company data: your company's name, country and VAT number, and the members of your team.
• Content you add: contracts, subscriptions, vendors, the notes you add to them and the documents you upload. These may contain personal data of others, such as a contact person's name.
• Activity: a log of important actions in your company (for example team changes and deletions) and the reminders we sent.
• Technical data: IP addresses and request details in server logs, used for security and to prevent abuse.
• Messages: what you send us through the contact form.

3. Why, and on what legal basis

• To provide the service you signed up for: your account, reminders, emails and document storage (performance of a contract).
• To keep the service secure and prevent abuse, such as rate limiting and bot protection (our legitimate interest).
• To answer your questions (our legitimate interest, or taking steps at your request).
• To comply with legal obligations, for example accounting rules once paid plans exist.

We do not sell your data, we do not show ads, and we do not use tracking or analytics cookies.

4. Your content and our role

For the personal data in the content you add (for example names in a contract), your company decides what is stored and why. For that data we act as your processor and only process it to provide the service, as described in section 9 of our terms.

5. Who else processes data

We use a small number of service providers. They only receive what they need for their task:

• Cloudflare — network, DNS, protection against attacks and, if enabled, the "are you human" check on sign-up and login.
• Resend — sending emails such as reminders, password resets and account notifications.
• Anthropic — only when you upload a document for automatic reading: the file is sent to extract the contract terms. It is not used to train AI models.

Your data and documents are stored on servers in Belgium operated by us. Some of the providers above are based in the United States; where data leaves the European Economic Area, this happens under the European Commission's standard contractual clauses or the EU-US Data Privacy Framework. [Verify against each provider's data processing agreement.]

6. How long we keep data

• Your account, company and content: for as long as your account exists. When you delete your company in the settings, it is removed immediately.
• Backups: kept for up to 30 days, after which deleted data is gone from backups too.
• Server logs: [retention period].
• Contact messages: as long as needed to handle your question.

7. Cookies and local storage

We only use cookies that are strictly necessary: a session cookie that keeps you logged in, and a security cookie that protects against cross-site request forgery. Your browser also remembers a few preferences locally, such as light or dark mode. Cloudflare may set a cookie to protect the site against bots. We don't ask for consent for these because the service can't work without them.

8. Your rights

You can access, correct, export and delete your data. Most of this you can do yourself: change your details in the settings, download everything as a ZIP file, or delete your company. You can also object to processing based on our legitimate interest, or ask us to restrict it. Contact us at [email protected] for anything else.

You can also file a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), www.dataprotectionauthority.be.

9. Security

Connections are encrypted, passwords are hashed, two-factor authentication is available, and access to a company is limited to its members. Uploaded files are checked before they are stored and are only available to members of your company.

10. Changes

If we change this policy in a way that matters, we'll let you know by email or in the app before the change takes effect.