Privacy Policy

1. Who we are

Upkyk is a sole proprietorship based in The Hague, Netherlands (CoC: 97 02 00 95). We provide services in web development, app development, digital applications, graphic design and content marketing. We also develop software products, including the Assistant AI. Contact: info@upkyk.nl

2. What data do we collect?

Data you provide yourself: • Name • Email address • Phone number • Company name • Content of your message via contact or sign-up forms Automatically collected data: • IP address • Browser and device data • Pages visited • Operating system We use Google Analytics with a tracking pixel to collect anonymous website statistics. A cookie is placed for this purpose with your prior consent.

3. Why do we process your data?

We process your personal data on the following legal grounds: • Consent – for example when you fill in our contact form or use the AI chat feature. • Performance of a contract – such as during a collaboration or service delivery. • Legal obligation – such as mandatory retention for tax purposes. • Legitimate interest – such as improving our website or services.

4. What do we use your data for?

• To deliver and improve our services. • For communication or follow-up after contact requests. • To provide and improve our AI chat functionality. • For administrative or legal purposes. • To analyse and resolve technical issues.

5. Who do we share data with?

We do not sell your data to third parties. We only share data when necessary with carefully selected processors: • OpenAI – Processing of chat messages via Upkyk Assistant AI (US – with Standard Contractual Clauses in accordance with GDPR). • Hosting provider – Hosting and data management (Netherlands / EU). • Google Search Console – Website performance insights (anonymised, US). • Google Fonts – Display of typefaces via external server (US – IP address may be shared; we aim to host these locally). Data processing agreements have been concluded with all processors, or they demonstrably comply with GDPR requirements.

6. Upkyk Assistant AI – Chat feature

On our website you can use Upkyk Assistant AI, an AI chatbot that automatically processes questions via OpenAI technology. What happens to your data: • Your messages are temporarily processed by OpenAI to generate an appropriate response. • OpenAI does not use this data for model training, in accordance with their API Data Usage Policy. • Only data you enter yourself (such as your name or email address) is processed. Storage and use: • Messages are stored locally on our server. • Retention period: maximum 60 days. • Your conversations are only used for customer service or improvement of our chatbot. • For complex or personal questions, escalation to a human agent may occur. Consent: Your consent is requested before using the chat feature. You can stop using it at any time.

7. Cookie use

We use functional cookies that are strictly necessary for the operation of the website and analytical cookies for Google Analytics (with tracking pixel). Google Analytics collects anonymous website statistics to improve our website. This tracking pixel is only placed after your consent. Google Fonts is loaded via external servers, through which Google may receive IP addresses. We aim to host these fonts locally. You can always adjust your cookie preferences through your browser settings.

8. Security

We protect your data with appropriate technical and organisational measures, including: • SSL/TLS encryption (HTTPS) • Firewall and access security • Encrypted storage where applicable • Restricted access to personal data on a need-to-know basis While we do everything we can to secure your data, we cannot guarantee absolute security.

9. Retention periods

• Contact requests and email correspondence: 12 months after handling. • Invoicing and administration: 7 years (legally required). • Chat conversations via Assistant AI: maximum 60 days. • Server logs: maximum 30 days. • During active collaboration: for the duration of the collaboration plus a maximum of 2 years thereafter.

10. Your rights

Under the GDPR, you have the following rights: • Right of access – you can request which data we process about you. • Right to rectification – you can have inaccurate data corrected. • Right to erasure – you can request deletion of your data ('right to be forgotten'). • Right to restriction of processing – you can request that processing be restricted. • Right to data portability – you can request your data in a common format. • Right to object – you can object to processing based on legitimate interest. For all these requests, please contact us via the contact form on our website. We will respond within 4 weeks. If you are not satisfied with the outcome, you can file a complaint with the Dutch Data Protection Authority at autoriteitpersoonsgegevens.nl.

11. Changes to this policy

We may update this privacy policy from time to time. Important changes will be clearly communicated. The most up-to-date version is always available on this page. We recommend reviewing this policy periodically.

12. Contact