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Privacy Policy

Effective Date: October 14, 2025
Last updated: October 14, 2025

Introduction

MaiGarden is committed to protecting your privacy and the security of your personal data. This Privacy Policy explains how we collect, use, share, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Data Controller and Contact Details

Controller: MaiGarden
Address: Louizalaan 209 B7, 1050 Brussels, Belgium
Email: support@maigarden.be
Website: https://maigarden.be/
If you have any questions about this Privacy Policy or our handling of your personal data, please contact us using the details above.

2. What Personal Data We Collect

We collect the following categories of personal data when you visit our website, use our services, or communicate with us:

  • Contact Data: Name, email address, and other contact details provided via forms or chatbots.
  • Communication Data: Information you submit via interactions with our AI chat services, chatbots, or customer support, including message/ conversation content.
  • Technical Data: IP address, browser type and version, timezone settings, plugin types/versions, operating system, platform, and other technology used to access our website.
  • Usage Data: Data on how you use our website, products, and services, including visited pages, time spent on pages, clicked links, and other analytics.
  • Cookie Data: Data collected via cookies and similar tracking technologies.
  • Marketing & Communication Data: Preferences regarding marketing communications from us or third parties, and your communication preferences.

3. How We Collect Your Personal Data

We collect personal data in the following ways:

  • Direct Interactions: When completing forms, subscribing to newsletters, using AI chat services, or contacting customer support.
  • Automated Technologies: As you navigate our site, technical data is collected via cookies, server logs, and similar technologies.
  • Chatbots & AI Interactions: Information submitted during conversations with AI-powered chatbots (Crisp, Landbot) and AI chat services.
  • Analytics Services: We use third-party tools like Google Analytics to collect usage and technical data.

4. How We Use Your Personal Data

We process your personal data for these purposes:

  • Service Delivery: To provide, maintain, and improve services, process requests, manage your account, and deliver requested services.
  • Customer Support: To respond to inquiries, provide support, and resolve issues or complaints.
  • Marketing & Communication: To send you marketing materials and information about products/services, subject to your consent.
  • Analytics & Improvement: To analyze use of our website/services, understand user behavior, improve functionality, and enhance user experience.
  • AI & Automated Services: To deliver AI-powered chat services and automated responses to improve customer experience.
  • Legal Compliance: To comply with laws, regulations, and legal processes (tax/bookkeeping requirements).

5. Legal Basis for Processing Your Personal Data

We process your data based on these GDPR grounds:

  • Consent: When you give explicit consent (e.g., for chatbots, newsletters, or cookies). Consent can be withdrawn at any time.
  • Contract Necessity: When necessary to fulfill a contract or take steps before entering a contract.
  • Legitimate Interests: When processing is needed for our legitimate business interests, unless those are overridden by your rights/freedoms.
  • Legal Obligation: When needed to comply with legal requirements (e.g., tax reporting).

6. Sharing Your Personal Data

We may share your data as follows:

  • Service Providers: Trusted external providers helping operate our website and deliver services, including:
    • Google Analytics (analytics)
    • Stripe (payment processing)
    • Crisp/Landbot (chatbots)
    • Mailchimp (email marketing)
    • Email providers (transactional/marketing emails)
  • Legal Requirements: Disclose data if required by law or in response to valid government requests (courts/regulators).
  • Business Transfers: In case of merger, acquisition, or sale of assets, data may transfer to the acquiring entity.
    We never sell, rent, or trade your personal data for third-party marketing purposes.

7. International Data Transfers

Your data is processed/stored within the European Economic Area (EEA). We currently do not transfer data outside the EEA. If this ever changes, transfers will comply with GDPR and use appropriate safeguards (standard contractual clauses).

8. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience, analyze site use, and deliver personalized content/ads.

  • Necessary Cookies: Required for basic website functions.
  • Analytical Cookies: Help understand site usage via anonymous reporting (e.g., Google Analytics).
  • Marketing Cookies: Used for cross-site advertising relevance and campaign effectiveness.
  • Functional Cookies: Enable enhanced personalization (remembering settings/preferences).
    You can manage cookies via the consent banner or browser settings; disabling cookies may affect website functionality.

9. Your Data Protection Rights under GDPR

You have these rights:

  • Access: Request access and receive a copy of your personal data.
  • Rectification: Request correction of inaccurate or incomplete data.
  • Erasure: Request deletion of your data under certain conditions (e.g., if no longer necessary or consent withdrawn).
  • Restriction: Request we restrict processing under certain circumstances (e.g., if you contest accuracy).
  • Portability: Request transfer of your data to another organization/in structured format.
  • Objection: Object to processing based on legitimate interests or direct marketing.
  • Withdraw Consent: Withdraw consent at any time if processing is based on it.
  • Complaint: File a complaint with the supervisory authority in your EU country of residence/work, or where an alleged breach occurred.
    To exercise rights, email support@maigarden.be. We will respond within one month as required by GDPR.

10. Automated Decision-Making and AI

We use AI/automated technology for chatbot services and personalized support. AI systems may process your data to:

  • Provide automated chatbot answers (Crisp/Landbot)
  • Analyze interactions to improve services
  • Offer personalized support
    Rights regarding Automated Decisions: You may request human review, express your viewpoint, and object to decisions significantly affecting you; contact support@maigarden.be with concerns.

11. Data Security

We implement technical and organizational measures to protect your data from unauthorized access, loss, destruction, or damage. These include:

  • Encryption for data transfer/storage
  • Regular security reviews/updates
  • Restricted employee access
  • Secure payment processing (e.g., Stripe)
    Note: No method is completely secure; please be aware of inherent internet/electronic risks.

12. Data Retention

We retain your data only as long as necessary to fulfill collection purposes, legal, accounting, or reporting obligations. Retention varies by data type/purpose:

  • Contact/account data: Kept during relationship and up to 7 years for legal/accounting purposes
  • Marketing data: Kept until you withdraw consent or unsubscribe
  • Analytics/cookie data: Kept per cookie retention (usually up to 26 months)
  • Support/chat data: Kept up to 3 years for ongoing support/service improvement
    When no longer needed, we securely delete or anonymize your data.

13. Third-Party Links

Our website may link to third-party websites/services not controlled by us. This policy covers only our site/services; consult external privacy policies when visiting linked sites.

14. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect data from children under 16. If such data is found collected without parental consent, we will delete it as soon as possible. Contact us at support@maigarden.be if you believe we've collected data from a child under 16.

15. Policy Changes

We may update this privacy policy to reflect practice changes, legal requirements, or other reasons. The "Last updated" date will change when we modify the policy. Please review it periodically. Significant changes will be notified via email (if we have your address) or prominently on our website before taking effect.

16. Contacting Us

For questions, concerns, or data requests:
MaiGarden
Louizalaan 209 B7, 1050 Brussels, Belgium
Email: support@maigarden.be
Website: https://maigarden.be/

17. Contacting the Supervisory Authority

If you believe your data protection rights are violated, you can file a complaint with the relevant authority. In Belgium:
Data Protection Authority (GBA)
Drukpersstraat 35, 1000 Brussels, Belgium
Email: contact@apd-gba.be
Website: https://www.dataprotectionauthority.be/
We encourage you to contact us first to resolve concerns before contacting the authority.

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