Last updated: December 23, 2024

1. Introduction

This Privacy Policy explains how DEMFACT ("we", "us", "our") collects, uses, stores, and protects your personal data when you use our invoicing platform at demfact.com (the "Service").

By using DEMFACT, you consent to the data practices described in this policy. Please read it carefully alongside our Terms of Service.

2. Data Controller

DEMFACT acts as the data controller for personal data processed through our Service. For questions about data protection, contact us at:

• Email: support@demfact.com

3. Data We Collect

3.1 Account Information

When you register, we collect:

• Email address - for account authentication and communication
• Name - for personalization and account identification
• Password - stored securely using industry-standard hashing (bcrypt)
• Phone number - optional, for account recovery
• Language preference - to provide localized content

3.2 Company Information

When registering a company, we collect:

• Company name and legal form
• VAT number and KBO/BCE number
• Business address - street, number, postal code, city, country
• Contact details - email, phone, website
• Banking information - IBAN, BIC, bank name
• PEPPOL ID - for e-invoicing
• Legal declaration acceptance - date, time, and IP address

3.3 Client Data

You may store information about your clients:

• Business or individual name
• Contact information
• Address details
• VAT numbers
• Payment terms and notes

3.4 Invoice Data

We store all invoices you create, including:

• Invoice numbers, dates, and amounts
• Line items and descriptions
• VAT calculations
• Payment status and history

3.5 Technical Data

We automatically collect:

• IP addresses - for security and fraud prevention
• Browser type and version
• Device information
• Access timestamps
• Error logs - for troubleshooting

4. How We Use Your Data

4.1 Service Provision

• Creating and managing your account
• Processing and storing invoices
• VAT validation through EU VIES
• PEPPOL e-invoicing transmission
• Payment processing through Stripe

4.2 Communication

• Account verification and security notifications
• Service updates and changes
• Invoice and payment notifications
• Support responses
• Legal and compliance notices

4.3 Security and Fraud Prevention

• Detecting unauthorized access
• Preventing fraudulent company registrations
• Logging legal declarations with IP addresses
• Monitoring for suspicious activity

4.4 Legal Compliance

• Tax and accounting record retention
• Responding to legal requests
• Anti-money laundering compliance

5. Legal Basis for Processing

Under GDPR, we process your data based on:

Purpose	Legal Basis
Account creation and service delivery	Contract performance (Art. 6(1)(b))
VAT validation and invoice compliance	Legal obligation (Art. 6(1)(c))
Security and fraud prevention	Legitimate interests (Art. 6(1)(f))
Marketing communications	Consent (Art. 6(1)(a))
Tax record retention	Legal obligation (Art. 6(1)(c))

6. Data Sharing

6.1 Third-Party Service Providers

We share data with trusted third parties necessary to provide our Service:

Provider	Purpose	Data Shared
EU VIES	VAT number validation	VAT numbers, country codes
Stripe	Payment processing	Billing information, transaction data
Brevo	Email delivery	Email addresses, names
Google OAuth	Authentication	Email, name (from Google)
Maventa (Visma Solutions Oy)	E-invoicing delivery and PEPPOL network access	Company information, invoice data, VAT numbers, contact details
Hetzner	Hosting infrastructure	All data (encrypted at rest)

6.2 Legal Disclosure

We may disclose your data when required by:

• Court orders or legal process
• Belgian tax authorities (SPF Finances / FOD Financien)
• Law enforcement with valid legal basis
• Regulatory authorities investigating fraud

6.3 What We Do NOT Do

• We do NOT sell your personal data
• We do NOT share data for third-party marketing
• We do NOT use data for profiling or automated decision-making

7. Data Security

We implement robust security measures:

• Encryption in transit - All connections use TLS 1.3
• Encryption at rest - Database encryption for sensitive data
• Password security - Bcrypt hashing with salt
• Two-factor authentication - Optional TOTP-based 2FA
• Access controls - Role-based permissions
• Audit logging - Security event tracking
• Regular backups - Encrypted, off-site backups
• Server security - Firewall, intrusion detection, regular updates

8. Data Retention

We retain data for the following periods:

Data Type	Retention Period	Reason
Account data	Duration of account + 1 year	Service provision
Invoices and financial records	10 years from creation	Belgian tax law requirement
Security logs	2 years	Fraud prevention
Legal declarations	10 years	Legal compliance
Support communications	3 years	Service improvement

9. Your Rights (GDPR)

Under GDPR, you have the following rights:

9.1 Right of Access (Art. 15)

You can request a copy of all personal data we hold about you. We will provide this within 30 days.

9.2 Right to Rectification (Art. 16)

You can correct inaccurate data directly in your account settings or by contacting us.

9.3 Right to Erasure (Art. 17)

You can request deletion of your data. Note that we must retain certain data (invoices, tax records) for legal compliance.

9.4 Right to Restriction (Art. 18)

You can request that we limit processing of your data in certain circumstances.

9.5 Right to Data Portability (Art. 20)

You can request your data in a machine-readable format (JSON/CSV) for transfer to another service.

9.6 Right to Object (Art. 21)

You can object to processing based on legitimate interests or for direct marketing.

9.7 Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time without affecting prior processing.

9.8 How to Exercise Your Rights

To exercise any of these rights, contact us at support@demfact.com. We may need to verify your identity before processing your request.

10. International Data Transfers

Your data is primarily stored on servers located in the European Union (Germany - Hetzner). When data is transferred outside the EU:

• We ensure adequate safeguards (Standard Contractual Clauses)
• We only use services that comply with GDPR
• Stripe and Google have valid data protection mechanisms

11. Cookies

DEMFACT uses essential cookies for:

• Session management - Keeping you logged in
• CSRF protection - Security tokens
• Language preference - Remembering your language choice

We do not use tracking or advertising cookies.

12. Children's Privacy

DEMFACT is not intended for users under 18 years of age. We do not knowingly collect data from minors. If you believe a minor has provided us with personal data, please contact us.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Email notification
• Prominent notice on the platform

The "Last updated" date at the top indicates when the policy was last revised.

14. Complaints

If you believe your data protection rights have been violated, you can:

1. Contact us at support@demfact.com
2. Lodge a complaint with the Belgian Data Protection Authority:

15. Contact Us

For questions or concerns about this Privacy Policy or our data practices:

• Email: support@demfact.com
• Website: https://demfact.com

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Your privacy matters. DEMFACT is committed to transparent and responsible data handling.