Data Controller: Agent IQ
Registered Address: 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.
This policy is compliant with the General Data Protection Regulation (GDPR — Regulation (EU) 2016/679), the Belgian Data Protection Act of July 30, 2018, the EU AI Act (Regulation (EU) 2024/1689), and the ePrivacy Directive (Directive 2002/58/EC) as transposed into Belgian law.
By using our Website or services, you acknowledge that you have read and understood this Privacy Policy.
We collect different categories of personal data depending on how you interact with us:
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 | Legitimate interest (Art. 6(1)(f)) |
| 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)) |
| Website analytics and performance optimization | Legitimate interest (Art. 6(1)(f)) |
| 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 | Duration of contract + 10 years (Belgian accounting law) |
| Invoicing and payment records | 7 years (Belgian tax law — Art. 315 CIR 1992) |
| Analytics data (aggregated) | 26 months |
| Server logs (IP addresses) | 90 days |
| 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).
We conduct due diligence assessments before engaging any new processor and maintain a register of all third-party data processing activities. A full list of current processors is available upon written request, subject to commercial confidentiality.
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.
| Cookie Type | Purpose | Duration |
|---|---|---|
| Strictly Necessary | Essential for website functionality, security, and form processing | Session |
| Performance/Analytics | Anonymized usage data to improve website experience | Up to 26 months |
| Functional | Remembering user preferences (e.g., language) | Up to 12 months |
We do not use advertising or tracking cookies. We do not participate in cross-site tracking or retargeting.
You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect website functionality. For more information on managing cookies, visit allaboutcookies.org.
As a data subject under the GDPR, you have the following rights:
To exercise any of these rights, please contact us at hello@agentiq.be. We will respond within 30 days in accordance with GDPR Art. 12(3). We may request identity verification before processing your request.
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: