Privacy Statement

1. When does this statement apply?

This statement applies to visitors to our website, account holders (individuals and organizations), and guests who start a chat via a QR code.

For chat via an organization (e.g., municipality or hospital), that organization is typically responsible for the guest chat. In that case, we act as a processor. See also our data processing agreement with business clients.

2. Data that we process

Website and account: email address, organization name, password (stored encrypted), language preference, billing details via our payment provider.

Guest chat (via QR): chat messages (temporary, only during active session), selected language, technical session data (session cookie, limited device recognition for abuse prevention). We do not ask for guests' names or email addresses.

Translation: Chat text may be processed via an external translation service (Google Translate by default). Therefore, do not share sensitive personal data in the chat.

Speech-to-text (optional, front desk): When you use the microphone button, your device briefly records audio. That audio is temporarily sent for transcription and then deleted. We do not store any audio files in the chat or database.

3. Purposes and foundations

We process data to provide the chat service (performance of contract), to prevent abuse (legitimate interest), and to comply with legislation (legal obligation). We do not place marketing or advertising cookies.

4. Retention periods

Chat messages are not archived. After a chat is closed or expires, messages and the temporary guest profile are immediately and permanently deleted.

We retain account details for as long as your subscription is active and thereafter in accordance with tax retention obligations, where applicable.

Technical logs on the server are retained for a limited time.

5. Sharing with third parties (sub-processors)

We use hosting, email, payment services (Mollie), and translation services. We enter into data processing agreements with sub-processors where required.

Data may be processed outside the EEA when a translation service requires it. We limit this where possible.

6. Your rights

You have the right to access, rectification, deletion, restriction, objection, and data portability. Guests can submit a request via the organization they are chatting with, or via the contact address below.

You can file a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

7. Contact

Questions about privacy? Contact us via factuur@nova-translations.nl.

Responsible party: Nova Chat, CoC 42080213 · VAT NL005479375B13.