Privacy Policy

How we protect your personal data

This page has to be clear and reliable.

A privacy policy only works if it is readable, concrete and up to date. You should quickly understand how CertiDocs operates and which rules apply.

Who

Who runs the service and which parties handle data or infrastructure.

What

Which rules, data or responsibilities actually matter here.

When

Which version applies and when it was last updated.

Which other page you need if you actually have to do something.

1. Data controller

CertiDocs Email: info@certidocs.be Website: https://www.certidocs.be

2. Data collected

We collect the following data: • Contact form: name, email address, phone number (optional), subject and message • Online chat: name, email address, phone number (optional), service type, any document type, source and target languages, urgency level, details shared in chat, any address or timing for interpretation, optional city/province, source page and useful request context • Vercel Analytics: browsing and technical audience-measurement data • Google Analytics, only if GA4 is enabled: aggregated browsing data (pages visited, session duration, device) • CertiDocs technical anti-spam cookie, validated through Cloudflare Turnstile

3. Purpose of processing

Your data is processed to: • Respond to your connection requests, certified translation enquiries or interpretation enquiries • Qualify your need and route it to the right handling path • Improve our services through anonymised traffic analysis • Ensure site security (anti-spam protection via Cloudflare Turnstile)

4. Legal basis

The processing of your data is based on: • Your consent (contact form, chat) • Our legitimate interest (analytics, site security) • Performance of a contract or pre-contractual measures (connection request)

5. Cookies and audience measurement

The site uses Vercel Analytics for deployment audience measurement. Google Analytics (GA4) is loaded only when explicitly configured; its retention is then set to 14 months. After a successful Cloudflare Turnstile validation, CertiDocs may set a secure anti-spam cookie that remains valid for 30 minutes. The site does not create a language-preference cookie. Without a valid configured GA4 ID, no Google Analytics script is loaded. Vercel Analytics remains separate from GA4.

6. Sub-processors

We use the following sub-processors: • Vercel Inc. (USA) — Website hosting and audience measurement • Supabase Inc. (USA) — Database • Resend Inc. (USA) — Transactional email delivery • Cloudflare Inc. (USA) — Security and CDN • AI chat model provider configured by CertiDocs — AI chat assistance • Google LLC (USA) — Analytics, only if GA4 is enabled These sub-processors have appropriate safeguards (standard contractual clauses, certifications) to ensure the protection of your data in accordance with GDPR.

7. Data retention

• Contact and chat data: kept for as long as needed to process and follow up your request, then reviewed for manual deletion or archiving • Vercel Analytics: retention determined by the provider's active configuration • Google Analytics: 14 months, only if GA4 is enabled • CertiDocs anti-spam cookie: 30 minutes There is currently no automated purge tied to a fixed deadline for contact and chat data.

8. Your rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights: • Right of access: obtain a copy of your personal data • Right of rectification: correct inaccurate data • Right to erasure: request deletion of your data • Right to portability: receive your data in a structured format • Right to object: object to the processing of your data • Right to restriction: restrict the processing of your data To exercise your rights, contact us at info@certidocs.be. We will respond within 30 days. You also have the right to lodge a complaint with the Belgian Data Protection Authority (DPA): https://www.dataprotectionauthority.be

9. Changes

This privacy policy may be updated. The version published on the site is the version in force. Last updated: July 2026

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