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Boekbaar

Privacy policy

This privacy policy explains how PUBLIKING VOF processes personal data via Boekbaar and the website www.boekbaar.be.

Last updated: 12 July 2026

1. Who are we?

Boekbaar is a service offered by:

PUBLIKING VOF (Boekbaar is a product of Publiking.be)

Legal form: VOF (general partnership)

Company number: BE 0676.788.103

Address: Rijnrode 95A, 3460 Assent

Email: hello@boekbaar.be

Phone: +32 (0)474 08 35 50

Hereinafter referred to as: “Boekbaar”, “we”, “us” or “the provider”.

This privacy policy explains which personal data we process, why we do so, how long we retain it, with whom we share it and what rights data subjects have.

2. What does this privacy policy apply to?

This privacy policy applies to:

Boekbaar primarily targets professional customers, such as self-employed persons, liberal professions, sole proprietorships and small businesses.

  • visitors of www.boekbaar.be;
  • persons who fill in a contact form;
  • persons who request a demo or information;
  • professional customers who request or use Boekbaar;
  • persons who provide onboarding information;
  • persons with whom we communicate in the context of our services;
  • end customers who book an appointment via a website or appointment module delivered by Boekbaar, insofar as Boekbaar technically processes this data.

3. Our role: controller or processor

Depending on the situation, we process personal data in a different role.

3.1. Boekbaar as controller

Boekbaar is the controller when we ourselves determine why and how personal data is processed.

This is for example the case when we process data for:

  • contact requests;
  • demo requests;
  • commercial follow-up;
  • requests or orders via www.boekbaar.be;
  • manual invoicing;
  • customer management;
  • onboarding;
  • support;
  • administration;
  • legal obligations;
  • security of our own website.

3.2. Boekbaar as processor

When Boekbaar processes personal data on behalf of a customer, for example appointment data of end customers who book via that customer’s website, Boekbaar generally acts as a processor.

In that case, the customer determines why and how that personal data is used for their business. The customer is then the controller towards their own end customers.

Boekbaar then processes that data solely for the technical operation of the website and appointment system, such as storing appointments, sending confirmations, reminders and cancellation links.

In that situation, additional agreements may apply, such as a data processing agreement.

4. Which personal data do we process?

We only process personal data that is necessary for our services, administration, communication, security and legal obligations.

5. Data of website visitors

When you visit www.boekbaar.be, we may process technical data such as:

This data is used to make the website work correctly, secure it, improve it and collect statistics where valid consent or another valid legal basis exists.

  • IP address;
  • browser data;
  • device data;
  • pages visited;
  • date and time of visit;
  • language preference;
  • cookie preferences;
  • technical logs;
  • any analytical data.

6. Data for contact requests

When you contact us via the website, email, phone or a form, we may process the following data:

We use this data to answer your question, follow up your request and manage our communication.

  • name;
  • company name;
  • email address;
  • phone number;
  • sector;
  • message content;
  • date and time of contact;
  • communication history.

7. Data for demo requests

When you request a demo or more information, we may process the following data:

We use this data to handle your demo request, contact you and provide information about Boekbaar.

  • name;
  • company name;
  • email address;
  • phone number;
  • sector;
  • message or explanation;
  • desired timing;
  • communication history.

8. Data when requesting or ordering Boekbaar

When you request or order Boekbaar, we may process the following personal and business data:

We use this data to handle the request, follow up the assignment, issue invoices, check domain preferences and deliver the service.

  • first name;
  • last name;
  • company name;
  • company or VAT number;
  • email address;
  • phone number;
  • billing address;
  • sector;
  • desired domain name;
  • alternative domain names;
  • domain option, for example new domain name, existing domain name or advice needed;
  • desired timing;
  • remarks regarding the request;
  • status of the request or order;
  • date of request;
  • communication history.

9. Data for manual invoicing

Boekbaar works with manual invoicing.

For invoicing and accounting, we may process the following data:

This data is processed for customer management, invoicing, accounting, payment collection and compliance with legal obligations.

  • contact person name;
  • company name;
  • company or VAT number;
  • billing address;
  • email address;
  • phone number;
  • invoice data;
  • payment status;
  • payment references;
  • communication about invoices;
  • accounting data.

10. Onboarding data

After a request or order, the customer may provide onboarding information.

We may then process the following data:

The customer is responsible for the accuracy and lawfulness of the information, photos, logos, texts and other materials provided.

If the customer provides personal data of third parties, such as photos on which persons are recognisable, the customer guarantees that they have the necessary rights or consents.

  • company name;
  • public contact details;
  • address;
  • opening hours;
  • domain preference;
  • desired style;
  • desired accent colour;
  • logo;
  • photos;
  • social media links;
  • services, treatments or products;
  • prices and durations;
  • texts for the website;
  • desired go-live timing;
  • additional remarks;
  • files the customer uploads or sends.

11. End customer data via the appointment module

When an end customer books an appointment via a website delivered by Boekbaar, the following data may be processed:

This data is processed to technically enable appointments, send confirmation emails, send reminders, process cancellations and make the customer’s management environment work.

For this data, the customer is in principle the controller. Boekbaar acts as a technical processor, unless otherwise agreed.

  • name;
  • email address;
  • phone number;
  • chosen service or treatment;
  • appointment date and time;
  • remarks regarding the appointment;
  • cancellation status;
  • modification status;
  • email statuses;
  • technical data needed for the operation of the appointment module;
  • secure cancellation link or token.

12. Why do we process personal data?

We process personal data for the following purposes:

  • making www.boekbaar.be work correctly;
  • answering contact requests;
  • handling demo requests;
  • handling requests or orders;
  • customer management;
  • manual invoicing;
  • accounting;
  • domain check and domain management;
  • onboarding;
  • setting up websites and appointment systems;
  • technical support;
  • communication with customers;
  • sending operational emails;
  • security of websites, systems and data;
  • follow-up of outstanding invoices;
  • improving our services;
  • compliance with legal obligations;
  • defence of our rights in disputes.

13. Legal bases for processing

We process personal data on the basis of one or more of the following legal bases.

13.1. Performance of a contract

We process data when this is necessary to perform a contract with the customer, for example for the request, onboarding, setting up the website, technical services and customer management.

13.2. Pre-contractual measures

We process data when someone requests information, wants a demo or submits a request before a contract is concluded.

13.3. Legal obligation

We process certain data because we are legally obliged to do so, for example for accounting, invoicing and tax administration.

13.4. Legitimate interest

We may process data on the basis of our legitimate interest, for example for security, customer management, evidence, service improvement, follow-up of professional contacts and protection of our rights.

13.5. Consent

For certain processing, such as non-essential cookies or certain marketing communications, we may ask for consent.

When processing is based on consent, that consent may be withdrawn at any time.

14. With whom do we share personal data?

We only share personal data when this is necessary for our services, administration, technical operation or legal obligations.

Personal data may be shared with:

We do not sell personal data to third parties.

  • hosting providers;
  • database providers;
  • domain registrars;
  • DNS providers;
  • email providers;
  • cloud storage providers;
  • accounting service providers;
  • IT service providers;
  • legal or administrative advisors;
  • government authorities when legally required.

15. External service providers

For the operation of Boekbaar, we may use external service providers.

Examples of external service providers are:

These service providers only process personal data to the extent necessary to deliver their services.

Where required, we enter into appropriate agreements with processors or sub-processors.

  • Railway for hosting;
  • Cloudflare for DNS, storage, security or technical infrastructure;
  • Resend or another email provider for transactional emails;
  • domain registrars for domain names;
  • accounting software or accounting service providers;
  • other technical service providers.

16. International transfers

Some service providers may process personal data outside the European Economic Area.

When this happens, we take reasonable measures to ensure appropriate safeguards exist, such as standard contractual clauses, adequacy decisions or other mechanisms provided for by the GDPR.

17. How long do we retain personal data?

We do not retain personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is legally required or justified.

Guidelines:

  • contact requests: maximum 24 months after last contact;
  • demo requests: maximum 24 months after last contact;
  • request and customer data: for as long as the customer relationship lasts and thereafter as long as necessary for administration, evidence and legal obligations;
  • invoicing and accounting data: according to statutory accounting retention periods;
  • onboarding data: as long as necessary for execution, support and evidence of the assignment;
  • technical logs: as briefly as possible, unless longer retention is needed for security, troubleshooting or evidence;
  • end customer data in appointment modules: according to agreements with the customer and as long as necessary for the operation of the service;
  • email communication: as long as necessary for customer management, evidence and support.

18. Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, modification, disclosure or destruction.

These measures may include:

No system is completely secure. We therefore cannot guarantee absolute security.

  • secure connections;
  • access control;
  • password protection;
  • limited access to personal data;
  • use of professional hosting and infrastructure partners;
  • technical monitoring;
  • back-ups where appropriate;
  • security of management environments;
  • limiting access to necessary persons;
  • regular technical updates where appropriate.

19. Children’s data

Boekbaar does not target children and does not knowingly collect personal data from minors via www.boekbaar.be.

If we find that we have received personal data from a minor without valid consent or legal basis, we will delete that data insofar as legally and technically possible.

20. Marketing communications

We may inform professional customers or contacts about Boekbaar or related services where legally permitted.

Recipients can unsubscribe from marketing communications via the provided unsubscribe option or by contacting us at hello@boekbaar.be.

Operational or contractual communication, such as messages about requests, invoices, delivery, hosting, domains or technical operation, is not considered marketing communication.

21. Cookies

Boekbaar may use cookies or similar technologies.

Cookies may be necessary for:

Non-essential cookies are only placed when a valid legal basis exists, for example consent where required.

More information is available in our cookie policy: https://www.boekbaar.be/en/cookies

  • correct operation of the website;
  • language preferences;
  • security;
  • form functionality;
  • cookie preferences;
  • analytics if activated.

22. Rights of data subjects

Within the limits of the GDPR, data subjects have certain rights regarding their personal data.

These rights include:

A request can be sent to: hello@boekbaar.be

We may ask to verify the identity of the requester before handling a request.

When Boekbaar acts as a processor for a customer, we may need to refer the request to the customer acting as controller.

  • right to information;
  • right of access;
  • right to rectification;
  • right to erasure;
  • right to restriction of processing;
  • right to data portability;
  • right to object;
  • right to withdraw consent when processing is based on consent;
  • right to lodge a complaint with a supervisory authority.

23. Right to object to direct marketing

When personal data is used for direct marketing, the data subject has the right to object at any time.

After objection, we will no longer use the personal data for direct marketing.

24. Complaints

If you believe we are not processing personal data correctly, we ask you to contact us first via:

hello@boekbaar.be

You also have the right to lodge a complaint with the Belgian Data Protection Authority:

Data Protection Authority

Drukpersstraat 35

1000 Brussels

Website: www.gegevensbeschermingsautoriteit.be

25. Privacy of our customers’ end customers

When an end customer books an appointment via a website that Boekbaar delivers to a customer, Boekbaar technically processes certain data on behalf of that customer.

In that situation, the customer is in principle the controller. The customer must properly inform their own end customers about the processing of their personal data.

Boekbaar only processes this data for the technical operation of the service, such as:

The customer remains responsible for the content of their own privacy policy towards their end customers.

  • registering appointments;
  • displaying appointments in the management environment;
  • sending confirmation emails;
  • sending reminder emails;
  • processing cancellations;
  • technical support;
  • security and troubleshooting.

26. Data processing agreement

When Boekbaar acts as a processor for the customer, additional agreements may apply in a data processing agreement.

This data processing agreement governs among other things:

  • the subject of the processing;
  • the purpose of the processing;
  • the types of personal data;
  • the categories of data subjects;
  • security measures;
  • sub-processors;
  • assistance with data subject rights;
  • data breaches;
  • deletion or return of data after termination.

27. Links to other websites

www.boekbaar.be may contain links to external websites.

We are not responsible for the content, security, privacy practices or terms of external websites.

We recommend reading the privacy policy of external websites.

28. Changes to this privacy policy

We may change this privacy policy when our services, legal obligations or processing change.

The most recent version is always available on www.boekbaar.be.

For important changes, we may inform customers by email or via the website.

29. Contact

For questions about this privacy policy or the processing of personal data, you can contact us via:

PUBLIKING VOF

Email: hello@boekbaar.be

Phone: +32 (0)474 08 35 50

Address: Rijnrode 95A, 3460 Assent