1. Who we are
Fluxaid is a sole proprietorship operated by Jean René Irani, established at Heggenstraat 11, 6211 GW Maastricht, the Netherlands. Dutch Chamber of Commerce number: 42154132. VAT identification number: NL005539721B02. Email: jean@fluxaid.nl. Telephone: +31 6 39 64 94 86.
Fluxaid is the controller for personal data we process for our own business, including data about website visitors, prospects, customers and suppliers. When processing calls, messages, contact details or appointments for a business customer, Fluxaid generally acts as processor and that customer determines the purposes and means of processing.
2. Scope
This policy applies to fluxaid.nl and related Fluxaid pages, email and telephone conversations with us, consultation bookings, our Voice AI demo and our services. For service data, the privacy notice of the business using the Voice AI Agent may provide additional or primary information.
3. Data we process
Depending on your relationship with Fluxaid, we may process the following categories:
- Identity and contact details, such as name, company, role, email address and telephone number.
- Enquiry, proposal, contract, invoice, payment and correspondence data.
- Booking and calendar data, such as availability, appointment details and notes you submit.
- Call audio, transcripts, summaries, messages, call metadata, routing information and details supplied by a caller, where the customer has configured those features.
- Technical data, such as IP address, browser type, device and security logs, and information needed to operate the website and service.
- Cookie preferences, including your language and consent for the optional Voice AI demo.
4. Sources
We receive data directly from you, from the business customer for whom we provide a service, through connected telephony, calendar and messaging systems, from service providers and from public business sources where needed to assess a business relationship or verify contact details.
5. Purposes and legal bases
We process personal data only where there is a defined purpose and valid legal basis.
- To answer questions, arrange a consultation and prepare a proposal: steps before a contract or our legitimate business interests.
- To configure, provide, invoice and support services: performance of a contract.
- To secure services and accounts, prevent abuse and troubleshoot: our legitimate interest in safe and reliable operations.
- To retain accounting and tax records: compliance with legal obligations.
- To load the optional Voice AI demo: your consent, which you can withdraw at any time.
- To process service data for a customer: that customer’s documented instructions under a data processing agreement.
6. Service data and privacy roles
When a business uses a Fluxaid Voice AI Agent or text-back service for its own callers or customers, that business is generally the controller. It determines the purpose, legal basis, conversation rules and retention period. Fluxaid processes the data for the business under the agreement and data processing agreement.
You can submit a request concerning such a call or message directly to the relevant business. We support that business in responding to valid privacy requests.
7. Recordings and transcripts
Depending on the business customer’s configuration, calls may be recorded, processed live, transcribed and summarised. Callers must be clearly informed at or before the start that an AI assistant is being used and, where required, that recording or transcription takes place.
Fluxaid does not use service calls for its own advertising or train its own general-purpose AI model with them unless this is separately, transparently and lawfully agreed. Customer instructions and the data processing agreement govern permitted processing and retention.
10. Transfers outside the EEA
Some providers or subprocessors may process data outside the European Economic Area. Where required, we use an adequacy decision, European Commission-approved Standard Contractual Clauses or another lawful transfer mechanism, supplemented by appropriate security measures.
11. Retention
We do not retain data longer than needed for its purpose, the agreement, a dispute or a legal obligation. The following periods generally apply:
- Enquiries, consultation bookings and prospect correspondence: up to 24 months after the last substantive contact, unless a customer relationship begins.
- Contracts, invoices and tax administration: seven years, or longer where the law requires this for a specific record.
- Service data, including audio and transcripts: according to customer configuration, the order document and data processing agreement; after termination, it is deleted or returned subject to legal retention duties.
- Language preference: up to one year. Consent choice: up to 180 days, after which we may ask again.
- Security and technical logs: for as long as reasonably needed for security, investigation and continuity, taking account of provider configuration.
12. Security
We take appropriate technical and organisational measures to protect personal data, including access controls, encrypted connections, provider assessment, data minimisation and processor agreements. No system is risk-free; if an incident occurs, we follow applicable notification and information duties.
13. Your privacy rights
Where the GDPR applies, you may request access, correction, erasure, restriction or portability of your data. You may object to processing based on legitimate interests and withdraw consent at any time. Withdrawal does not operate retroactively.
Send requests to jean@fluxaid.nl. We may ask for reasonable information to verify your identity and generally respond within one month. For data we process only for a customer, we will forward your request or refer you to that customer.
14. Automated decision-making
Fluxaid does not use website or prospect data for solely automated decisions that produce legal or similarly significant effects. A Voice AI Agent may take operational steps, such as collecting information or booking an appointment, but must not be used independently for high-risk decisions without appropriate human oversight.
15. Complaints and children
You can first raise a privacy complaint with us at jean@fluxaid.nl. You also have the right to complain to the Dutch Data Protection Authority at autoriteitpersoonsgegevens.nl.
Our website and business services are not directed at children. A customer processing children’s data through the service is responsible for a valid legal basis, suitable information and any required parental consent.
16. Changes and contact
We may update this policy when our practices, providers or applicable law change. The current version and date will always appear on this page. We will provide additional notice of a material change where appropriate or legally required.
For questions, privacy requests or information about transfer safeguards, contact Jean René Irani at jean@fluxaid.nl, +31 6 39 64 94 86 or Heggenstraat 11, 6211 GW Maastricht, the Netherlands.