Privacy Statement
R-Vision AI
Last updated: 5 August 2026
This statement explains what personal data R-Vision AI collects, why we collect it, how long we keep it, and what rights you have. It applies to rvision-ai.com and to any enquiry, consultation or project you start with us.
Who we are
R-Vision AI is a sole proprietorship (eenmanszaak) registered in the Netherlands and is the data controller for the personal data described here.
- Trading name: R-Vision AI
- KvK number: 0845684651064
- VAT number: NL004317611B65
- Contact: info@rvision-ai.com
What we collect and why
Enquiry form
When you submit the enquiry form we collect your name, email address, phone number, business name, website, and whatever you write about your project, along with the budget, timeline and how you found us if you choose to answer those.
We use this only to respond to your enquiry, assess whether we can help, and follow up about a possible project.
Legal basis: your consent, and our legitimate interest in responding to business enquiries. Once we are working together, the legal basis becomes performance of a contract.
Booking a call
If you book a call through our scheduling tool, that tool collects your name, email address, and the time you selected, so the meeting can be arranged.
Legal basis: your consent, and steps taken at your request before entering into a contract.
Email and messages
If you email or message us, we keep the correspondence so we have a record of what was agreed and can pick up the conversation later.
Legal basis: legitimate interest in maintaining our business communications.
Website usage
Our website may collect basic technical data such as IP address, browser type, referring page and pages viewed, through our hosting provider and any analytics we use. This helps us keep the site working and understand which pages are useful.
Legal basis: legitimate interest, and your consent where analytics or non-essential cookies are used.
Client project data
When we build automation systems for clients, we may process data held in your systems on your instruction. In that situation you are the data controller and we act as your data processor. That relationship is governed by a separate data processing agreement, not by this statement.
What we do not do
- We do not sell or rent your personal data.
- We do not use your enquiry details for unrelated marketing without asking you first.
- We do not make decisions about you by automated means that produce legal or similarly significant effects.
- We do not use your enquiry content to train public AI models.
Who we share it with
We use third-party services to run our business. Each one only receives what it needs, and each acts as a processor under contract with us:
- n8n Cloud — routes and automates form submissions and internal notifications
- Notion — stores our client and enquiry records
- Google Workspace (Gmail) — sends and stores email correspondence
- Calendly — schedules calls
- Framer — hosts our website
- Telegram — delivers internal notifications to us
- Our accountant and tax software — processes invoices and financial records where you become a client
We may also disclose data where we are legally required to do so.
International transfers
Some of these providers are based outside the European Economic Area, mainly in the United States. Where data leaves the EEA, transfers are covered by the European Commission's Standard Contractual Clauses or an adequacy decision such as the EU-US Data Privacy Framework.
How long we keep it
- Enquiries that do not lead to work: up to 24 months, then deleted
- Client records and project documentation: for the duration of the relationship and 7 years afterwards
- Invoices and financial records: 7 years, as required by Dutch tax law
- Email correspondence: up to 5 years
- Website analytics: up to 26 months
Security
We protect your data with access controls, two-factor authentication on our accounts, encrypted connections, and by limiting each tool to the minimum data it needs. No system is completely secure, but we work with providers that meet recognised security standards, and we review our setup regularly.
Cookies
Our website uses cookies that are necessary for it to function. Any analytics or marketing cookies are only placed after you agree through the cookie banner, and you can change or withdraw that choice at any time through your browser settings or the banner.
Your rights
Under the GDPR you have the right to:
- Access the personal data we hold about you
- Correct data that is wrong or incomplete
- Have your data deleted
- Restrict or object to how we process it
- Receive your data in a portable format
- Withdraw consent at any time, without affecting processing that already took place
To exercise any of these, email info@rvision-ai.com. We respond within one month.
If you are not satisfied with our response, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, at autoriteitpersoonsgegevens.nl.
Changes to this statement
We update this statement when our tools or processes change. The date at the top shows the most recent version.
Contact
Questions about this statement or about your data: