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Privacy Policy

Last updated: August 2026

1. Introduction

This Privacy Policy explains how Virtuele Beleving VOF collects, uses, stores and protects personal data when you use Polyplan.

Polyplan is committed to protecting your privacy and processing personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian privacy legislation.

By using Polyplan, you agree to the practices described in this Privacy Policy.

2. Data Controller

The data controller responsible for the processing of personal data is:

Virtuele Beleving VOF

Kleine Hooiweg 52

2222 Itegem, Belgium

VAT: BE0632.606.680

Email: info@virtuelebeleving.be

Website: https://polyplan.be

3. Personal Data We Collect

When you use Polyplan, we may collect and process the following information:

Account Information

  • Full name
  • Email address
  • Company name

Technical Information

  • IP address
  • Browser type
  • Device information
  • Usage logs
  • Access timestamps

Project Information

  • Building plot data
  • Project settings
  • Visualisation settings
  • Project files uploaded by the user

4. Why We Process Your Data

We process personal data for the following purposes:

Service Delivery

  • Create and manage user accounts
  • Provide access to Polyplan
  • Generate visualisations
  • Maintain platform functionality

Customer Support

  • Respond to support requests
  • Investigate technical issues
  • Communicate platform updates

Security

  • Detect abuse and fraud
  • Protect platform infrastructure
  • Monitor unauthorized access attempts

Legal Compliance

  • Comply with legal obligations
  • Respond to lawful requests from authorities

5. Legal Basis for Processing

Under GDPR, we process personal data on the following legal bases:

Contract Performance

Processing necessary to provide the Polyplan service.

Legitimate Interest

Processing necessary for security, fraud prevention, service improvement and platform stability.

Legal Obligations

Processing required under Belgian or European legislation.

6. Data Sharing

Polyplan does not sell personal data.

Polyplan does not share customer project data with third parties.

Customer information may only be shared when:

  • Required by law
  • Necessary to comply with legal obligations
  • Required to protect the rights and security of Virtuele Beleving VOF

7. Hosting and Data Storage

Polyplan is hosted on infrastructure provided by Hetzner.

Data is stored on servers located within the European Union whenever possible.

Virtuele Beleving VOF takes reasonable measures to ensure that data is stored and processed securely.

8. Data Retention

Personal data is retained only as long as necessary. Active customer data is retained while the account remains active.

Following subscription cancellation:

  • Account and project data may be retained for up to 12 months.
  • This allows account recovery and reactivation.
  • Data may be permanently deleted after this period.
  • Certain information may be retained longer if required by law.

9. Data Security

Virtuele Beleving VOF implements reasonable technical and organisational measures to protect personal data. These measures include:

  • Secure hosting infrastructure
  • Access controls
  • Authentication mechanisms
  • Monitoring of suspicious activity

No system can be guaranteed to be completely secure. Users acknowledge that internet-based services always involve some level of risk.

10. Your GDPR Rights

Under GDPR, you have the right to:

  • Access — request a copy of your personal data.
  • Rectification — correct inaccurate or incomplete information.
  • Erasure — request deletion of your personal data.
  • Restriction — request limited processing of your data.
  • Data Portability — request a copy of your data in a structured format.
  • Objection — object to certain types of processing.

To exercise these rights, contact info@virtuelebeleving.be.

11. Account Deletion

Users may request account deletion by contacting info@virtuelebeleving.be.

At this time, self-service account deletion is not available. Deletion requests will be handled within a reasonable period and subject to applicable legal obligations.

12. Cookies and Analytics

Polyplan may use essential cookies required for authentication, security and platform functionality. Additional information regarding cookies is provided in the Cookie Policy.

13. Children's Privacy

Polyplan is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

14. Changes to this Privacy Policy

Virtuele Beleving VOF may update this Privacy Policy from time to time. The latest version will always be available on https://polyplan.be.

Continued use of the Service constitutes acceptance of any updated Privacy Policy.

Contact

Polyplan is a product of Virtuele Beleving VOF. For privacy-related questions or GDPR requests, contact info@virtuelebeleving.be.