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Privacy Policy

Woning en Gezin · Effective date: 01/01/2026

1.Introduction

Agent Assist is a private internal web application developed for the sales and back-office teams of a Belgian company operating under the domain woningengezin.be.

This Privacy Policy explains how Agent Assist collects, uses, stores, and protects personal data in compliance with the General Data Protection Regulation (GDPR) and applicable Belgian data protection laws.

Agent Assist is not a public application and is strictly intended for authorized internal users only.

2.Data Controller

The data controller responsible for the processing of personal data within Agent Assist is:

  • Company Name: Woning en Gezin
  • Website: https://www.woningengezin.be
  • Email: no-reply@woningengezin.be
  • Country: Belgium

3.Scope of the Application

Agent Assist is a private internal application used exclusively by authorized employees and staff members for:

  • Managing client records
  • Handling appointments and calendar scheduling
  • Processing sales activities
  • Managing internal administrative workflows
  • Back-office operations

The application is not available to the public.

4.Personal Data We Collect

Depending on operational needs, Agent Assist may process the following types of personal data:

Client data

  • Full name
  • Email address
  • Phone number
  • Address details
  • Appointment information
  • Communication history
  • Sales-related information

Employee data

  • Name
  • Company email address
  • Role within the organization
  • Activity logs within the system

Technical data

  • Login timestamps
  • IP address
  • Device/browser metadata
  • OAuth authentication tokens (if applicable)

5.Use of Google Services

Agent Assist may integrate with Google services such as Google Calendar API, Google Meet and Google OAuth authentication.

Google user data is accessed strictly for business purposes such as

  • Creating, updating, and deleting calendar events
  • Generating meeting links
  • Synchronizing scheduling data

Agent Assist does not

  • Sell Google user data
  • Share Google data with third parties
  • Use Google data for advertising
  • Use Google data for profiling

All access to Google data is limited to the minimum required scopes and strictly for internal operational use.

6.Google API Limited Use Disclosure

Agent Assist's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Agent Assist does not use, transfer or sell any raw, aggregated, anonymized or derived Google Workspace user data to create, train, fine-tune or improve foundational or generalized artificial intelligence or machine learning models.

Google Calendar data is processed only to create, update and delete appointments for authorized employees. It is never sent to any artificial intelligence or machine learning service.

7.Artificial Intelligence Features

Agent Assist contains one isolated AI feature: reading the details of an identity card uploaded by an authorized employee, using the OpenAI API (paid commercial API tier, model gpt-4o-mini).

This feature only receives the uploaded identity card image. It has no access to Google Calendar or any other Google user data. Under OpenAI's API terms, data sent through the API is not used to train its models.

Agent Assist does not use AI gateways, model aggregators, or self-hosted models for Google user data.

8.Legal Basis for Processing

Personal data is processed under one or more of the following legal bases:

  • Performance of a contract
  • Legitimate business interests
  • Legal obligations
  • Explicit consent where required

9.Data Storage and Security

We implement appropriate technical and organizational measures to protect personal data, including:

  • Secure HTTPS connections
  • Role-based access controls
  • Authentication and authorization mechanisms
  • Restricted internal access
  • Encrypted data transmission
  • Secure cloud hosting infrastructure

Only authorized personnel can access Agent Assist.

10.Data Retention

Personal data is retained only for as long as necessary to:

  • Fulfill business purposes
  • Comply with legal obligations
  • Maintain internal records

Data is securely deleted or anonymized when no longer required.

11.Data Sharing

Personal data is not sold or shared with third parties except:

  • When required by law
  • When necessary for secure cloud hosting providers
  • When required for Google API functionality strictly within the scope of the application

All third-party services comply with applicable data protection regulations.

12.International Data Transfers

If data is transferred outside the European Economic Area (EEA), appropriate safeguards are implemented in accordance with GDPR requirements.

13.User Rights (GDPR)

Individuals whose data is processed have the right to:

  • Access their data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Request data portability

Requests may be submitted via our contact page or to no-reply@woningengezin.be.

14.Cookies and Tracking

Agent Assist does not use advertising cookies or tracking technologies. Only essential session cookies and authentication tokens are used to operate the system securely.

15.Changes to This Policy

This Privacy Policy may be updated periodically to reflect legal or operational changes. Updates will be published on this page.

16.Contact Information

For any privacy-related inquiries, please contact:

  • Company Name: Woning en Gezin
  • Website: https://www.woningengezin.be
  • Email: no-reply@woningengezin.be
  • Country: Belgium

AgentAssist © 2026 · Woning en Gezin · Contact