Data Controller: Agent IQ
Location: Brussels, Belgium
Email: hello@agentiq.be
Phone: +32 492 86 72 77
Agent IQ ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our website agentiq.be (the "Website"), use our services, or interact with us in any way.
We process personal data under the General Data Protection Regulation (GDPR, Regulation (EU) 2016/679), the Belgian Act of 30 July 2018 on the protection of personal data, and applicable Belgian rules on cookies and electronic communications. This policy describes our practices; it does not constitute certification of legal compliance.
This policy provides information about processing. Visiting the Website does not constitute consent to optional tracking or marketing.
We collect different categories of personal data depending on how you interact with us:
Our hosting provider may process request information, including your IP address, browser information, requested URL and request time, to deliver the Website and protect it against abuse. This version does not include visitor analytics, advertising pixels or tracking of click patterns.
WebP Studio processes selected images locally in your browser. Image files and converted outputs are not uploaded to Agent IQ. When you open the hosted tool, ordinary website requests still reach the hosting provider.
We may receive limited data from third-party platforms used in connection with our services, such as scheduling, website hosting, form processing, analytics, or communication tools. We only process such data in accordance with this policy and any applicable data processing agreements.
We process your personal data under one or more of the following legal bases:
| Purpose | Legal Basis |
|---|---|
| Responding to your inquiries and contact form submissions | Consent given on the contact form (Art. 6(1)(a)); steps requested before entering a contract where applicable (Art. 6(1)(b)) |
| Providing our AI solutions and services under contract | Performance of a contract (Art. 6(1)(b)) |
| Sending service-related communications | Performance of a contract (Art. 6(1)(b)) |
| Processing payments and invoicing | Legal obligation (Art. 6(1)(c)) |
| Security, fraud prevention, and abuse detection | Legitimate interest (Art. 6(1)(f)) |
| Marketing communications (only with explicit consent) | Consent (Art. 6(1)(a)) |
| Compliance with Belgian and EU legal obligations | Legal obligation (Art. 6(1)(c)) |
We use your personal data for the following purposes:
As an AI agency, we want to be fully transparent about how we process data in connection with AI systems, in compliance with the EU AI Act:
When you use our AI Receptionist service, call recordings and transcripts may be processed to provide the service. All call data is processed with appropriate safeguards, stored in EU-based infrastructure, and retained only for the duration agreed upon in your service contract. Callers are informed at the beginning of each call that they are interacting with an AI system.
Our AI Chatbot processes conversation data (messages, timestamps, page context) to provide automated responses. Chat data is used to improve chatbot accuracy and may be reviewed for quality assurance. No biometric data is collected. Users interacting with the chatbot are clearly informed they are communicating with an AI.
Our AI systems may perform automated processing such as lead qualification scoring and call routing. These processes do not produce legal effects or similarly significant effects on individuals. You have the right to request human intervention for any decision that affects you, as outlined in GDPR Art. 22.
Your personal data submitted through our Website is not used to train AI models. Service-specific data (e.g., chatbot training data) is processed only under the terms of individual service agreements and Data Processing Agreements (DPAs).
We retain your personal data only as long as necessary for the purposes described in this policy or as required by law:
| Data Category | Retention Period |
|---|---|
| Contact form submissions | 24 months from submission, or until request fulfilled |
| Email correspondence | 24 months from last communication |
| Client contractual data | During the engagement and afterwards only as needed for legal obligations or claims; statutory accounting periods apply to relevant records |
| Invoicing and payment records | For the applicable Belgian tax and accounting retention period, generally 10 years where required |
| Server logs (IP addresses) | For the hosting provider's operational and security retention period; contact us for details applicable to your request |
| AI call recordings (AI Receptionist) | As per individual service agreement (max 12 months default) |
| Chatbot conversation data | As per individual service agreement (max 12 months default) |
After the retention period expires, data is securely deleted or irreversibly anonymized.
We share your personal data only with carefully selected third-party processors who are contractually bound to process your data in accordance with our instructions, GDPR requirements, and applicable data protection laws. Each processor is required to maintain appropriate technical and organizational security measures and may only use your data for the specific purposes we instruct.
Categories of third-party processors we may use include:
All third-party processors are located either within the European Economic Area (EEA) or in countries that have received an EU adequacy decision, or alternatively we ensure appropriate safeguards are in place through EU Standard Contractual Clauses (SCCs) as approved by the European Commission (Decision 2021/914), supplemented by additional technical and organizational measures as recommended by the European Data Protection Board (EDPB).
The Website uses Netlify for hosting and contact-form processing, Google Fonts for fonts, and jsDelivr for JavaScript delivery. These providers receive technical request information when their resources load. Booking links open Cal.com, which processes information you submit under its own privacy policy. Email enquiries are handled through our email service. You may request information about recipients and applicable transfer safeguards at hello@agentiq.be.
For any data transfers outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including EU Standard Contractual Clauses (SCCs) as approved by the European Commission (Decision 2021/914), and supplementary measures where necessary following the Schrems II ruling (C-311/18). We conduct Transfer Impact Assessments (TIAs) as necessary to evaluate the legal framework in the destination country.
We do not sell your personal data to third parties. We do not share your data with third parties for their own marketing purposes. We remain fully responsible for the compliance of any processors we engage under GDPR Article 28.
This version does not set analytics or advertising cookies. It uses localStorage for the language you select (agentiq_lang), dismissal of the translation notice (translate_notice_dismissed), and duplicate contact-form protection (contactLastSignature and contactLastTimestamp). The form signature contains information derived from your submitted name, email and message. Duplicate protection uses a two-minute comparison window; these stored entries currently remain until overwritten or cleared through your browser settings.
You can clear this Website's stored data in your browser settings. Doing so resets preferences and duplicate-submission protection. We must obtain prior consent before introducing non-essential cookies or similar tracking technologies, with an equally accessible way to refuse and withdraw consent. See the Belgian Data Protection Authority's cookie guidance.
As a data subject under the GDPR, you have the following rights:
To exercise your rights, contact hello@agentiq.be. We respond without undue delay and within one month of receiving your request. Where GDPR permits an extension of up to two further months for complexity or multiple requests, we explain the reason within the first month. We may request proportionate identity verification. Withdrawal of consent does not affect processing already carried out lawfully.
If you believe your data protection rights have been violated, you have the right to lodge a complaint with the:
Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données)
Rue de la Presse 35 / Drukpersstraat 35
1000 Brussels, Belgium
Phone: +32 2 274 48 00
Email: contact@apd-gba.be
Website: www.dataprotectionauthority.be
You also have the right to lodge a complaint with any EU/EEA supervisory authority if you reside outside Belgium.
To the extent we transfer personal data outside the EEA, we rely on:
We conduct Transfer Impact Assessments (TIAs) as necessary to evaluate the legal framework in the destination country.
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction, including:
In the event of a personal data breach, we will notify the Belgian DPA within 72 hours and affected data subjects without undue delay when required under GDPR Art. 33-34.
Our Website and services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child under 16, please contact us immediately at hello@agentiq.be and we will promptly delete it.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or regulatory guidance. When we make material changes, we will:
We encourage you to review this page periodically to stay informed about how we protect your data.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us: