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 • Analytics: anonymised browsing data via Google Analytics (pages visited, session duration, device) • Technical cookies: cookies required for site operation (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

The site uses the following cookies: • Google Analytics (GA4): anonymised audience measurement — retention 14 months • Cloudflare Turnstile: anti-spam protection — session cookie • Functional cookies: language preference — retention 1 year You can manage your cookie preferences in your browser settings.

6. Sub-processors

We use the following sub-processors: • Vercel Inc. (USA) — Website hosting • 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 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 • Analytics data: 14 months (anonymised) • Cookies: see the specific duration of each cookie above There is currently no automated purge tied to a fixed deadline.

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: February 2026

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