Batchir values privacy and the careful handling of personal data. This Privacy Statement explains how Batchir collects, uses, stores, shares and protects personal data in connection with its website, contact forms, intake processes, demos, proposals, client projects, automation services, integrations, communications and related business activities.

This Privacy Statement applies to personal data processed by Batchir when Batchir acts as a data controller, for example in relation to its own website visitors, leads, prospects, business contacts, suppliers and clients.

Where Batchir processes personal data strictly on behalf of a client as part of a client project, Batchir may act as a data processor rather than a controller. In such cases, the client is generally responsible for determining the purpose and means of the processing, and a separate data processing agreement, project agreement or contractual arrangement may apply.

Batchir is a business focused on automation, integration services, workflow configuration, digital coworkers, process improvement, dashboards, scripts, consulting and technical implementation.

For privacy-related questions or requests, you can contact:

Batchir
Hackfort 56
7006JD Doetinchem
The Netherlands
Email: info@batchir.com

This Privacy Statement applies to personal data processed by Batchir in connection with:

• visits to the Batchir website;
• contact requests and intake forms;
• quote requests and proposals;
• demos, meetings and discovery calls;
• customer communications;
• supplier and partner communications;
• project onboarding and delivery;
• newsletter or follow-up communications, where applicable;
• analytics, security and website functionality;
• use of third-party tools in the course of service delivery.

Depending on the relationship and context, Batchir may process the following categories of personal data:

4.1 Contact and identification data

• full name;
• business email address;
• phone number;
• company name;
• job title;
• billing or contact details.

4.2 Communication and intake data

• information submitted through contact forms;
• intake answers;
• project requirements;
• meeting notes;
• email content;
• support or communication history;
• demo-related communications.

4.3 Technical and usage data

• IP address;
• browser type;
• operating system;
• device information;
• website interaction data;
• timestamps;
• log files;
• referral and page visit information.

4.4 Project and operational data

Where relevant to a project, Batchir may receive or process project-related data, including workflow data, CRM-related information, process inputs, customer interaction data or operational data made available by the client.

4.5 Financial and administrative data

• invoicing details;
• payment-related contact data;
• transaction references;
• contractual records.

Batchir may collect personal data:

• directly from you when you contact us;
• when you fill in a form on our website;
• when you schedule a demo or meeting;
• during calls, emails or other communications;
• when a client provides project-related access or information;
• automatically through website technologies, logs or analytics tools;
• from business partners or publicly available business information where relevant for legitimate business contact.

Batchir may process personal data for the following purposes:

• responding to contact requests;
• preparing, sending and discussing offers or proposals;
• planning and conducting demos, discovery calls and meetings;
• onboarding clients and managing projects;
• building, configuring, testing and delivering automation workflows and integrations;
• communicating about ongoing services;
• handling invoices and administration;
• securing systems, services and the website;
• improving services, workflows and website performance;
• complying with legal obligations;
• documenting agreements, approvals, acceptance moments and project delivery.

Batchir processes personal data on one or more of the following legal bases, depending on the situation:

• performance of a contract or taking steps at your request prior to entering into a contract;
• legitimate interests, such as running and improving our business, responding to business inquiries, protecting systems, documenting project decisions and maintaining business communication;
• legal obligation, where Batchir must retain or disclose certain data under applicable law;
• consent, where consent is specifically required and requested.

Batchir does not rely on consent where another more appropriate legal basis applies.

If you use the Batchir website, contact forms, intake forms or quote request forms, Batchir may process the information you submit in order to:

• contact you;
• understand your request;
• assess whether Batchir’s services are suitable for your business;
• prepare a proposal, demo or project scope;
• keep a record of the request and follow-up communication.

Where forms are connected to automations, CRM systems or workflow tools, submitted information may be automatically routed, organized or stored for business processing purposes.

Batchir works with third-party tools and infrastructure as part of its services. Depending on the project, this may include tools such as:

• Make or comparable automation/integration platforms;
• OpenAI / ChatGPT or comparable AI tools;
• CRM systems;
• form tools;
• email tools;
• analytics tools;
• project management tools;
• cloud or hosting providers;
• other relevant third-party providers.

Batchir aims to be open and transparent about the tool stack used in a project. During the demo, proposal, onboarding or project discussion phase, Batchir may explain which third-party tools are involved, what role they play and how they may be connected to the workflow.

Where a client proceeds after such disclosure, including by approving a proposal, project scope, demo outcome, onboarding setup or acceptance document, the client acknowledges that the disclosed third-party tools may be used as part of the agreed service delivery and technical implementation.

This acknowledgement does not override mandatory privacy law, does not eliminate the need for a valid legal basis where required, and does not replace any separate contractual or data processing terms where applicable.

10.1 When Batchir is controller

Batchir generally acts as controller for personal data relating to its own:

• website visitors;
• prospects and leads;
• contacts;
• suppliers;
• own business administration;
• direct communications.

10.2 When Batchir is processor

Batchir may act as processor when it processes personal data strictly on behalf of a client, for example when building or maintaining a workflow, automation or integration that processes data controlled by the client.

In that situation:

• the client generally determines the purpose and means of the processing;
• Batchir acts on the client’s instructions, subject to the agreed scope and applicable law;
• a separate agreement, DPA or project contract may define the data processing terms.

10.3 Client responsibility

Where the client provides personal data to Batchir for project purposes, the client remains responsible for ensuring that it has an appropriate legal basis and any required notices, permissions or contractual rights for doing so.

Batchir may use third-party service providers and tools to support its website, communications, project delivery, automation setup, integrations, analytics, storage, AI-enabled features and business operations.

Depending on the project and context, these third parties may process personal data on Batchir’s behalf or on behalf of the client.

Examples may include providers for:

• automation and integration;
• AI processing;
• cloud storage;
• email;
• website hosting;
• CRM;
• forms;
• analytics;
• scheduling;
• documentation;
• project management.

Batchir seeks to work with third-party providers that are appropriate for business use, but cannot guarantee uninterrupted availability or permanent feature stability of third-party services.

Where required, Batchir will take reasonable steps to put appropriate contractual arrangements in place.

Batchir may use service providers that process or store personal data in the European Economic Area and/or outside it.

If personal data is transferred outside the EEA, Batchir will seek to ensure that appropriate safeguards are used where required under applicable law, such as adequacy decisions, standard contractual clauses or other lawful transfer mechanisms, depending on the provider and context.

Some services or internal workflows may involve AI-assisted tools, including OpenAI / ChatGPT or comparable tools.

Where such tools are used, they may assist with tasks such as:

• drafting;
• summarizing;
• structuring inputs;
• supporting automation logic;
• processing or transforming business content.

Batchir does not intentionally use AI tools for unlawful or unnecessary personal data processing. Where personal data is involved, Batchir aims to limit input to what is necessary for the project or business purpose.

Clients should not provide special categories of personal data or other highly sensitive personal data unless clearly required, legally permitted and contractually addressed.

Batchir may use cookies or comparable technologies for:

• website functionality;
• analytics;
• performance insights;
• security;
• remembering preferences;
• improving the website experience.

Where legally required, Batchir will request consent for non-essential cookies or tracking technologies.

For more detail, Batchir may provide a separate cookie notice or cookie banner.

Batchir does not keep personal data longer than necessary for the purpose for which it was collected or processed, unless a longer retention period is required or justified by law, contract, dispute prevention or legitimate business administration.

Retention periods may vary depending on the category of data and context. As a general framework:

• contact requests and intake submissions: as long as needed to handle the request and reasonable follow-up;
• proposal and sales communications: as long as relevant for business follow-up, recordkeeping or defense of legal claims;
• client and supplier records: as long as necessary for the contract, administration and legal obligations;
• project records: as long as necessary for delivery, support, documentation, acceptance history and legal defense;
• invoices and financial records: as required by applicable tax and accounting laws;
• logs and technical data: as long as reasonably necessary for security, troubleshooting and performance purposes.

Where possible, data may be deleted, anonymised or archived after it is no longer needed.

Batchir takes reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or unauthorized access.

These measures may include, where appropriate:

• access restrictions;
• password protection;
• multi-factor authentication;
• encryption where feasible;
• role-based access;
• secure service providers;
• logging and monitoring where appropriate.

No system can be guaranteed to be 100% secure. Batchir therefore cannot guarantee absolute security, but does take reasonable steps appropriate to the nature of its business and the processing involved.

Batchir aims to process no more personal data than reasonably necessary for the relevant purpose.

Batchir requests that clients, prospects and users do not submit unnecessary sensitive personal data through forms, email or project channels unless specifically requested and appropriately covered by law and contract.

Batchir treats business and project information confidentially where appropriate.

Employees, contractors or service providers with access to personal data are expected to handle such data confidentially and only insofar as necessary for their role or the agreed services.

Subject to applicable law and the circumstances of the processing, data subjects may have the following rights:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restriction of processing;
• the right to object;
• the right to data portability;
• the right not to be subject to certain forms of solely automated decision-making, where applicable;
• the right to withdraw consent where processing is based on consent.

If you want to exercise any of these rights, contact Batchir using the contact details above.

Batchir may ask for additional information to verify identity before processing a request.

If you have a complaint about how Batchir handles personal data, please contact Batchir first so that Batchir has the opportunity to address the matter.

You may also have the right to lodge a complaint with the competent supervisory authority, including the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), depending on your location and the applicable rules.

If Batchir becomes aware of a personal data breach, Batchir will assess the incident and act as required under applicable law.

Where Batchir acts as processor on behalf of a client, Batchir will generally inform the relevant client in accordance with the applicable agreement and legal requirements.

Batchir may update this Privacy Statement from time to time, for example if services, tools, legal requirements or processing activities change.

The most current version will be published on Batchir’s website or otherwise made available. The version date at the top indicates the latest revision.

For privacy-related questions, requests or concerns, please contact:

Batchir
Hackfort 56
7006JD Doetinchem
The Netherlands
Email: info@batchir.com