Privacy.

Virtual Frames Studio (hereinafter "VFS", "we", "us") respects your privacy and treats your personal data with care, in accordance with the General Data Protection Regulation (GDPR — Regulation EU 2016/679) and Belgian privacy legislation. In this policy we explain which data we collect, why, who we share it with, how long we keep it, and which rights you have.

01 — Data controller

Responsible for the processing of your personal data is:

— Louis Ronsse, sole proprietorship trading under the name Virtual Frames Studio

— Varensbos 23, 9920 Lievegem, Belgium

— Company number / VAT: BE 0788.456.382

— Email: hello@virtualframesstudio.com

— Phone: +32 471 94 31 97

For any questions about this privacy policy or the processing of your data, you can reach us in writing or by email using the details above.

02 — What data do we process?

We only process the personal data strictly needed to provide our services:

When you fill in the contact form or contact us

— Name (first name and surname)

— Email address

— Phone number (optional)

— Company name (optional)

— The content of your message and any attachments

When you use the AI chat or the free site check

Our website has an AI-assisted chat function and a free, automated website analysis. In doing so, we process:

— The chat messages you type. These are forwarded to our AI processor Anthropic to generate a reply (see section 05). Conversations are not permanently stored by us, unless you leave your details yourself — in that case we receive the conversation along with your request.

— The website address you voluntarily enter for the site check. Our server then retrieves the publicly accessible content of that address and analyses it automatically; the result is shown only to you in the chat.

— Name and email address, only if you leave them yourself via the chat form in order to be contacted.

Tip: don't share sensitive personal data in the chat (such as national register numbers, health or payment details) — we never need those.

When we carry out a project for you

— Billing details (company name, address, VAT number, contact person)

— Project-related communication and files you provide to us (briefings, content, photos, feedback)

— Login credentials for systems needed to carry out the project (e.g. hosting, domain registrar) — only with your explicit consent and always via secure channels

Automatically collected technical data

When you visit this website, our hosting provider and any security services automatically record limited technical information such as your IP address, browser type, pages visited and time of the visit. This data is kept in standard server logs for a short period (see section 04) and is used only for security, troubleshooting and the proper functioning of the website.

At this time we do not use tracking cookies, analytics or advertising cookies. If we add a privacy-friendly analytics tool in the future (such as Plausible or Cloudflare Web Analytics, which work without cookies), we will update this privacy policy.

03 — What do we use your data for (purposes & legal bases)?

We never sell or rent your personal data to third parties, and we do not use it for automated decision-making or profiling.

04 — How long do we keep your data?

We keep your data no longer than strictly necessary for the purposes above, or than legally required:

— Contact requests that do not lead to an assignment: a maximum of 2 years after the last contact.

— Client data and project documentation: for the duration of the collaboration and up to 7 years after it ends (statutory retention period for accounting documents — art. III.86 of the Belgian Code of Economic Law).

— Server logs (technical data): by default a maximum of 30 days, after which they are automatically deleted.

— Chat conversations: not permanently stored by us, unless you leave your details via the chat — in that case the same period applies as for contact requests (a maximum of 2 years).

05 — Who do we share your data with?

We only share your data with external service providers ("processors") that we strictly need in order to deliver our services. With each of them we have a data processing agreement in accordance with art. 28 GDPR:

— Netlify (hosting of the website, processing of form submissions and the chat/scan functions).

— Anthropic (AI processor: generates the replies in our chat based on the messages you type; under Anthropic's API policy this data is not used to train AI models).

— Fontshare (delivery of fonts; in doing so it receives standard technical data such as your IP address).

Transfers outside the EU: some processors (Netlify, Anthropic, Fontshare) are headquartered in the United States. Transfers only take place with appropriate safeguards — Standard Contractual Clauses (SCCs) of the European Commission, and/or certification under the EU-US Data Privacy Framework. We will provide you with a copy of these safeguards on request.

We also share your data with competent government authorities if we are legally required to do so (e.g. tax authorities, judicial authorities).

06 — Cookies & similar technologies

This website currently uses no tracking or advertising cookies. We only place functional/strictly necessary storage, for which no consent banner is required under the Belgian cookie law (art. 129 of the Electronic Communications Act):

— sessionStorage "vfsv" — remembers during your visit that you have already seen a page, so page transitions show a short animation instead of the full loading screen. Contains no personal data and is cleared when you close the tab.

— sessionStorage "vfs-tease" — remembers during your visit that you have already seen or dismissed the chat popup, so it does not appear again. Contains no personal data and is cleared when you close the tab.

You can clear this storage at any time via your browser settings. If we add non-functional cookies in the future, a consent banner will appear before they are placed.

07 — Your rights

Under the GDPR you have the following rights regarding your personal data:

— Access (art. 15) — you can request a copy of the data we process about you.

— Rectification (art. 16) — have incorrect or incomplete data corrected.

— Erasure / "right to be forgotten" (art. 17) — deletion of your data, insofar as we are not legally required to keep it.

— Restriction (art. 18) — have the processing temporarily suspended.

— Objection (art. 21) — object to processing based on legitimate interest.

— Portability (art. 20) — request a structured, machine-readable copy of your data to transfer to another service provider.

— Withdrawal of consent — where processing is based on consent, you can withdraw it at any time (without making prior processing unlawful).

To exercise any of these rights, email us at hello@virtualframesstudio.com. We respond within 30 days. For your security, we may ask you to confirm your identity.

Right to lodge a complaint: if you are not satisfied with how we handle your data, you can lodge a complaint with the Belgian Data Protection Authority:

— Drukpersstraat 35, 1000 Brussels

— Tel: +32 (0)2 274 48 00 — contact@apd-gba.be

— www.gegevensbeschermingsautoriteit.be

08 — Security

We take appropriate technical and organisational measures to protect your data against loss, misuse, unauthorised access or disclosure. Among other things:

— HTTPS encryption on all pages of this website (TLS).

— Password protection on the admin editor, with server-side validation.

— Updates and security patches for all tools and libraries used.

— Regular backups of project files and billing data.

Should a data breach nevertheless occur that poses a high risk to your rights and freedoms, we will inform you and the Data Protection Authority within 72 hours, in accordance with art. 33 and 34 GDPR.

09 — Changes to this policy

We may update this privacy policy from time to time — for example when introducing new services or when legislation changes. The most recent version is always available on this page, with the date of the last change at the top. In case of significant changes, we will actively notify you (by email, if we have your email address).

10 — Contact

Do you have questions, comments or a request to exercise your rights? Feel free to get in touch:

— Post: Louis Ronsse — Virtual Frames Studio, Varensbos 23, 9920 Lievegem, Belgium