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    Privacy Policy HeyFred B.V.

    Last update: December 16, 2025

    1. Introduction

    HeyFred B.V. (hereinafter "HeyFred", "we", "us" or "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose and protect personal data in connection with our website heyfred.nl and related services (the "Service").

    We act in accordance with the General Data Protection Regulation (GDPR) and other applicable laws and regulations.

    2. Who are we?

    • Name: Fred B.V. (acting under the name HeyFred)
    • Address: Keizersgracht 572, 1017 EM, Amsterdam, The Netherlands
    • CoC number: 98354760
    • VAT number: NL868461398B01
    • Contact: Via the contact details on heyfred.nl

    3. What personal data do we collect?

    We collect personal data that you provide directly to us, data that is collected automatically and data that we receive from third parties.

    3.1 Data you provide directly to us:

    • Contact details: Name, email address, phone number, company name (if applicable) when you contact us, request a demo, register for an account or sign up for our newsletter.
    • Account details: Username, password (encrypted), and other information necessary for managing your account.
    • Communication data: Content of your communication with us, such as emails, chat messages and phone calls.
    • Customer content: All information you enter, upload or create within the Service, such as prompts, instructions, call scripts, knowledge base texts, contact lists, tags, routing and configurations. This may contain personal data of yourself or end users.
    • Payment details: Information necessary for billing and payment, such as billing address and bank details (we do not process credit card details directly, this is done via our payment provider).

    3.2 Data collected automatically:

    • Technical data: IP address, browser type and version, time zone setting, operating system and platform, and other technology on the devices you use to access this website.
    • Usage data: Information about how you use our website and services, including the pages you visit, the time you spend on those pages, the links you click, and other statistics.
    • Location data: General location data derived from your IP address.

    3.3 Data from third parties:

    • In some cases we may receive personal data from third parties, such as partners with whom we cooperate or public sources. We will inform you of this if this is legally required.

    4. How do we use your personal data?

    We use your personal data for the following purposes and based on the following grounds:

    4.1 For the performance of the contract:

    • To grant you access to and use of our Service.
    • To manage and maintain your account.
    • To provide the services you requested, such as setting up and managing AI assistants.
    • To process payments and send invoices.
    • To communicate with you about your account and the Service.

    4.2 For compliance with legal obligations:

    • To comply with tax and other legal requirements.
    • To respond to requests from competent authorities.

    4.3 For our legitimate interests:

    • Improvement of our services: To analyze, improve and optimize our website, products and services.
    • Marketing: To send you information about our products and services that may be of interest to you (you can always opt out of this).
    • Security: To guarantee the safety of our website and services, prevent fraud and detect abuse.
    • Customer service: To answer your questions and provide support.
    • Statistics and analysis: For internal reporting and analyzes to optimize our business operations.

    4.4 With your consent:

    • For specific purposes for which we ask your explicit consent, such as placing certain cookies.

    5. Who do we share your personal data with?

    We only share your personal data with third parties when this is necessary for the execution of our services, to comply with a legal obligation, or when you have given permission for this.

    • Service providers: We work with third parties who perform services for us, such as hosting providers, payment processors, email marketing services and analysis providers. These parties only have access to the personal data they need to perform their services and are contractually obliged to protect your data.
    • Telecom carriers and AI providers: For the functionality of our Service we share data with telecom providers and AI models to establish and process phone calls.
    • Legal obligations: We may disclose personal data if we are legally obliged to do so, for example in the context of a court order or a request from a government agency.
    • Business acquisitions: In the event of a merger, acquisition or sale of assets, your personal data may be transferred to the relevant third party.

    6. Data Processing Agreement

    When you as a Customer process personal data of your end users via our Service, you act as the data controller and HeyFred as the processor. In that case, our data processing agreement applies, which forms an integral part of the agreement between you and HeyFred. This agreement regulates the mutual rights and obligations with regard to the processing of personal data.

    7. Transfer of personal data outside the EEA

    We may transfer personal data to countries outside the European Economic Area (EEA) if our service providers are located there. In such cases, we ensure that appropriate safeguards have been taken to protect your privacy, such as the use of EU standard contractual clauses or working with parties certified under a recognized framework (if applicable).

    8. How long do we keep your personal data?

    We do not keep your personal data longer than is strictly necessary for the purposes for which the data were collected, or to comply with legal obligations (such as tax retention obligations).

    The retention periods vary depending on the type of data and the purpose of the processing. After the retention period, your data will be deleted or anonymized.

    9. How do we protect your personal data?

    We take appropriate technical and organizational measures to protect your personal data against loss, theft, unauthorized access, disclosure, alteration and destruction. This includes among others:

    • Encryption of data (both during storage and during transmission).
    • Access controls and authorization procedures.
    • Regular security audits and penetration tests.
    • Physical security of servers and data centers.
    • Secure connections (SSL/TLS) for our website.

    10. Your rights

    You have the following rights with regard to your personal data:

    • Right of access: You have the right to request a copy of the personal data we hold about you.
    • Right to rectification: You have the right to have incorrect or incomplete personal data corrected.
    • Right to erasure (right to be forgotten): You have the right to have your personal data deleted in certain circumstances.
    • Right to restriction of processing: You have the right to restrict the processing of your personal data in certain circumstances.
    • Right to data portability: You have the right to receive your personal data in a structured, commonly used and machine-readable format and to transfer it to another data controller.
    • Right to object: You have the right to object to the processing of your personal data, in particular when processed for direct marketing purposes.
    • Right to withdraw consent: If the processing is based on your consent, you have the right to withdraw this consent at any time. This does not affect the lawfulness of the processing before the withdrawal.

    To exercise any of these rights, you can contact us via the contact details on heyfred.nl. We will respond to your request within the statutory period.

    You also have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe we are violating your rights.

    11. Cookies

    Our website uses cookies and similar technologies. For more information about this, please refer to our Cookie Statement (if applicable).

    12. Changes to this privacy policy

    We may change this privacy policy from time to time. The most recent version will always be published on our website. We advise you to consult this statement regularly to stay informed of any changes. In case of material changes we will notify you.

    13. Contact

    If you have questions about this privacy policy or about the way we handle your personal data, you can contact us via the contact details on heyfred.nl.