Privacy Policy

Introduction

This Privacy Policy explains how Kapanza BV (doing business as “Chat Surveys”, “we”, “us”, “our”) collects, uses, shares, and protects personal data when you use our website and application (collectively, the “Services”). Our Services help users create and publish surveys and forms using AI-powered features.

Information We Collect

We collect information you provide directly to us and information collected automatically when you use the Services.

• Account and profile information: name (if provided), email address, and basic profile details.
• Authentication information: if you sign in with Google OAuth, we receive identifiers and profile details made available by Google (such as your email and profile name). If you sign in via email, we process your email address and login verification details.
• Billing information: purchases and subscription status. Payment card details are processed by Stripe; we do not store full payment card numbers.
• Survey and form content: content you create in the builder (questions, settings, logic), assets you upload (such as images), and—if enabled by you—survey responses submitted by respondents.
• AI interaction data: prompts, instructions, and related context you provide to use AI features (for example, “change the color to X”).
• Usage and device data: log data, approximate location (derived from IP), device/browser information, and pages/actions within the Services.
• Communications: messages you send us (e.g., support requests) and our replies.

How We Use Your Information

We use personal data to operate and improve the Services, including to:

• Provide the Services and features you request (including AI-powered functionality).
• Create and manage your account and authenticate sign-ins.
• Process subscriptions and manage billing (through Stripe).
• Monitor, maintain, and secure the Services; prevent fraud and abuse.
• Provide customer support and communicate with you about the Services.
• Analyze usage and performance to improve reliability and user experience (e.g., via analytics).
• Comply with legal obligations and enforce our terms and policies.

Legal Bases for Processing (EEA/UK)

If you are located in the European Economic Area (EEA) or the United Kingdom, we process personal data only when we have a valid legal basis, including:

• Contract: processing is necessary to provide the Services you request.
• Legitimate interests: to secure, operate, and improve our Services (where those interests are not overridden by your rights).
• Consent: for certain cookies/analytics or where required by law (you can withdraw consent at any time).
• Legal obligation: to meet legal, tax, accounting, and regulatory requirements.

Information Sharing

We do not sell your personal data. We may share personal data in the following situations:

• Service providers: we use trusted vendors to run our Services (for example: hosting/infrastructure providers, email delivery providers such as Resend, payment processing via Stripe, analytics providers such as Google Analytics, and AI model providers used to deliver AI features). These providers process data on our instructions and subject to appropriate safeguards.
• Legal and safety: to comply with law, lawful requests, or to protect the rights, property, and safety of us, our users, or others.
• Business transfers: if we are involved in a merger, acquisition, financing, reorganization, or sale of assets, personal data may be transferred as part of that transaction.

Surveys, Respondents, and Customer Content

If you create surveys or forms using our Services, you control what data you collect from respondents and how you use it. In many cases, you (the survey creator) are the “controller” of respondent data, and we act as a “processor” on your behalf. If you are a respondent and want to exercise your privacy rights regarding a specific survey, you should contact the survey creator directly. We may assist the survey creator where required.

AI Features

Our Services include AI-powered features. When you use these features, your instructions (prompts) and relevant context (such as parts of your survey) may be processed by third-party AI providers to generate outputs for you. Please avoid submitting sensitive information (e.g., government IDs, health data) unless you have a clear need and the right to do so. You are responsible for reviewing and validating AI-generated outputs before using them.

Data Retention

We retain personal data only as long as necessary for the purposes described in this Policy, including to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Typically, account and survey content are retained while your account is active. If you delete content or close your account, we will delete or anonymize data within a reasonable period, subject to backup cycles and legal retention requirements (for example, records related to billing).

International Data Transfers

We are based in Belgium, but some of our service providers may process data outside of your country, including outside the EEA. When we transfer personal data internationally, we rely on appropriate safeguards as required by applicable law (such as Standard Contractual Clauses) where needed.

Data Security

We implement appropriate technical and organizational measures designed to protect personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or method of electronic storage is 100% secure.

Cookies and Tracking

We use cookies and similar technologies to operate the Services and, where permitted, to understand usage and improve performance (for example, using Google Analytics). Some cookies are strictly necessary for the Services to work; others are optional.

Where required by law (for example, in the EEA/UK), we will request your consent before placing non-essential cookies. You can also control cookies through your browser settings.

Your Rights

Depending on where you live, you may have rights regarding your personal data. If you are in the EEA/UK, these rights can include:

• Right to access your personal data.
• Right to correct inaccurate or incomplete personal data.
• Right to delete your personal data (in certain circumstances).
• Right to restrict or object to certain processing.
• Right to data portability.
• Right to withdraw consent (where we rely on consent).

To exercise your rights, contact us using the details below. You also have the right to lodge a complaint with your local supervisory authority. In Belgium, this is the Gegevensbeschermingsautoriteit / Autorité de protection des données (APD/GBA).

Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing personal data.

Children's Privacy

Our Services are not intended for children under the age of 13. We do not knowingly collect personal data from children under 13. If you believe a child has provided personal data to us, please contact us and we will take steps to delete such information. If we ever need to rely on consent as a legal basis for a child in Belgium, parental/guardian consent may be required for children under 13.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the “Last updated” date. Your continued use of the Services after an update constitutes acceptance of the updated Policy.