Who manages this website and application
This website and application are managed by SalesNote BV, Staatsbaan 305, 9870 Zulte, Belgium (VAT number BE 0765.323.961), hereinafter "Claritalk". Contact: +32 56 89 42 96, info@claritalk.com. By using this website and the application, you agree to the terms below.
1. Scope
This policy applies to the website https://claritalk.com, the application app.claritalk.com and all associated services, tools and communications.
2. Intellectual property rights
The content of this website and application, including trademarks, logos, software, texts, data and images, is protected by intellectual property rights. These rights belong to SalesNote BV or to third parties who have granted permission. It is not permitted to copy, distribute or use this content without prior written permission.
3. Use of the application (SaaS)
The application is offered as Software as a Service. By using the application, you undertake to provide correct and complete account details, to keep your login credentials confidential, not to use the application for illegal purposes and not to infringe the rights of third parties. SalesNote BV reserves the right to restrict or terminate accounts in case of misuse.
4. Limitation of liability
The information on this website is of a general nature and does not constitute professional advice. SalesNote BV cannot be held liable for direct or indirect damage, loss of data, interruptions or technical failures, or damage to systems or software. All content may be changed at any time without prior notice.
5. External links
The website may contain links to external websites. SalesNote BV has no control over these websites, is not responsible for their content and is not liable for damage resulting from their use.
6. Processing of personal data
Claritalk's role: controller and processor
Claritalk processes personal data in two capacities:
- As controller for the data it processes for its own purposes, such as website, account, billing and marketing data.
- As processor for the content that customers process within the application, such as conversation recordings, transcriptions and notes and the personal data they contain. Claritalk processes these exclusively on behalf of and for the account of the customer, who acts as controller, on the basis of a data processing agreement and according to the customer's instructions.
Which data is processed
- Identification data (name, e-mail, company).
- Account data.
- Communication and content data (such as notes or conversations within the application).
- Usage data (log data, interactions).
- Technical data (IP address, browser, device).
Purposes and legal bases
Claritalk processes personal data for the following purposes, each on the stated legal basis:
- Providing and improving the services: performance of the contract.
- Customer management and support: performance of the contract.
- Billing and administration: compliance with a legal obligation.
- Security and fraud prevention: legitimate interest of Claritalk.
- Communication and marketing: consent, or legitimate interest for existing customers.
- Customer and conversation data processed on behalf of the customer: on the basis of the data processing agreement with the customer.
7. Subprocessors
To provide its services, Claritalk uses external service providers (subprocessors), such as hosting, analytics and infrastructure providers. An up-to-date overview is available via the Claritalk GDPR Subprocessors Document on the legal page of the website.
- All subprocessors act in compliance with the GDPR.
- A data processing agreement has been concluded with each subprocessor.
- Data is processed exclusively according to the instructions of Claritalk and, where applicable, of the customer.
8. Transfer outside the EEA
If personal data is transferred outside the European Economic Area, this is done exclusively with appropriate safeguards, such as standard contractual clauses (SCCs) or an adequacy decision of the European Commission.
9. Retention periods
Personal data is not kept longer than necessary for the purposes for which it is processed. In general, data is kept for as long as your account is active and is deleted or anonymised when it is no longer needed. Billing and accounting data is kept for the legally required period. The concrete retention periods are explained in Claritalk's data retention policy.
10. Data security
Claritalk takes appropriate technical and organisational measures to protect personal data, including:
- Encrypted connections (SSL/TLS) and encryption of sensitive data.
- Access control and multi-factor authentication.
- Logging and monitoring.
- Regular security updates and vulnerability management.
11. Data breaches
In the event of a data breach, Claritalk investigates the incident immediately and takes measures to limit further damage.
- When there is a risk to the rights and freedoms of data subjects, the breach is reported to the Data Protection Authority within 72 hours of becoming aware of it.
- In case of a high risk, the data subjects are informed without undue delay.
- When Claritalk acts as processor, the customer concerned is informed without undue delay in accordance with the data processing agreement.
12. Use of cookies
Claritalk uses cookies and similar technologies. More information can be found in the cookie policy on the website.
13. Rights of the data subject
You have the following rights with regard to your personal data:
- Right of access.
- Right to rectification.
- Right to erasure.
- Right to restriction of processing.
- Right to data portability.
- Right to object.
- Right to withdraw a given consent.
You can exercise these rights via info@claritalk.com. You also have the right to lodge a complaint with the Data Protection Authority (Drukpersstraat 35, 1000 Brussels, contact@apd-gba.be, www.gegevensbeschermingsautoriteit.be).
14. Account and deletion
Users can have their account deleted and request or export their data. After deletion, data is deleted or anonymised; backups may be temporarily retained and are wiped afterwards.
15. Use of AI features
Where the application uses AI, data is processed to enable the features, exclusively within the context of the service provision. No solely automated decisions with legal or similar effects are taken without human intervention.
16. Data protection officer
Claritalk has appointed a data protection officer (DPO): Koen Victor, reachable via koen.victor@claritalk.com. Questions about this policy or about the processing of your personal data can be addressed to the DPO.
17. Changes to this policy
Claritalk may amend this policy at any time. In case of important changes, users are informed via the application or by e-mail.
18. Applicable law
This policy is governed by Belgian law. In case of disputes, only the courts of the judicial district where the registered office is located have jurisdiction.
19. Version history
- Version 1.0 · May 2025 · Existing published version · SalesNote BV
- Version 2.0 · June 2026 · Legal bases, processor/controller role, right to complain to the DPA and privacy contact point added · SalesNote BV