Privacy Policy — ClientAssist

1. Who we are

ClientAssist is a trade name of JB Business Solutions, Jacques Urlusstraat 43, 2202 SN Noordwijk, Chamber of Commerce 89825802. We provide an AI receptionist for businesses: an assistant that answers the phone, answers questions, schedules appointments and transfers calls when needed. We also provide a chatbot and a choice wizard for businesses' websites.

Questions about privacy or a request about your data? Email info@clientassist.nl.

2. Two roles

For the data of visitors to this website, of anyone who contacts us and of our customers, we are the controller. That is covered in part A.

If you are in contact with a business that uses ClientAssist, because you call it or use the chatbot or choice wizard on its website, that business is responsible for your data and we process it on its behalf, as processor. That is covered in part B.

Part AData for which we are responsible

This part covers what we collect ourselves: when you visit this website, contact us, are a customer of ours or pay us.

3. What data, why and for how long

When	What data	Why and on what legal basis	How long
You visit the website	IP address and technical data in our hosting provider's log files	Keeping the site secure and working; legitimate interest	According to the hosting provider's log retention period; we do not analyse them
You use the chat on this website	Name, phone number, email address, your messages and the replies, the page where you started; your IP address for abuse prevention	Answering your question and calling you back if needed; at your request. Preventing abuse; legitimate interest	The conversation for up to 24 months after the last message; the IP address is deleted after 24 hours
You request a demo, a quote or contact	Name, email address, phone number, company and what you write to us	Handling your request; at your request, prior to any agreement	Up to 24 months after the request, unless you become a customer
You ask our demo assistant to call you	First name, company name, mobile number and industry; the text-message code and your IP address, both stored only in encrypted form; the recording, the transcript and a summary; the time you name for a call back	Holding the demo call and contacting you afterwards; consent, which you give with the tick box on the form. Limiting abuse, for example one demo per number per day; legitimate interest	90 days
You request the brochure	Name, company, email address, phone number, optionally your industry, and whether you open the download link	Sending you the brochure and contacting you once to see if you have questions; at your request, before any agreement. The newsletter only if you tick that box separately; consent	Up to 24 months after the request, unless you become a customer
You request the ROI calculation	Email address, company details and the figures you enter	Sending you the calculation; at your request	Up to 24 months after the request
You receive our newsletter	Name, email address, company, and whether you open the email or click a link	Keeping you informed; consent, or for existing customers legitimate interest (article 11.7(3) of the Dutch Telecommunications Act)	Until you unsubscribe, via the link at the bottom of every newsletter
You become a customer	Contact persons, email addresses, company, Chamber of Commerce and VAT details, billing address and account details	Performing the agreement	For as long as the agreement runs; we delete the account within 30 days after it ends
You pay us	Invoice details and the details of your payments. If you pay by bank transfer or direct debit, also your account number (IBAN); the mandate only if you have granted one	Performing the agreement and meeting our statutory tax retention obligation	Seven years, as required by law
You call a business that uses ClientAssist	Your phone number (encrypted), the time, duration and country of origin of the call, and how the call ended	Detecting and stopping abuse, spam and fraud involving our service, for example a number that calls dozens of times a day; legitimate interest. We do not use the content of calls for this.	Counts 30 days; a block until 90 days after it is lifted or expires; alerts about unusual calls 12 months

We do not sell data, do not use it for advertising and do not make decisions about you that are based solely on automated processing.

4. Who we share data with

We engage the following parties. They process the data only on our behalf.

Party	Purpose	Location
Supabase	Database and storage	EU (Ireland)
Google (Workspace)	Email	EU and US
Vercel	Website hosting	US, with servers worldwide
Anthropic (Claude)	The language model behind the chat on this website	US
Telnyx	The text-message code and the phone line of the demo assistant	US, with servers in the EU
Retell AI	The demo call: speech recognition and conducting the call	US
OpenAI (via Retell)	The language model of the demo assistant	US
ElevenLabs	The voice of the demo assistant	US
MailBlue	Sending the newsletter	EU and US
Mollie	Payments by iDEAL and Bancontact, and direct debit if you have granted a mandate for it	EU (Netherlands)

Google Maps (the map on the contact page) only loads if you give your consent via the cookie notice, or if you press the button to show the map yourself. Google processes that data partly under its own responsibility.

Part BIf you are in contact with a business that uses ClientAssist

This part applies if you call a business that uses our AI receptionist, or if you use the chatbot or choice wizard on such a business's website. That business is responsible for your data; we process it on its behalf.

5. What happens to your data

If you call. At the start of the call you hear that you are speaking with an AI assistant and that the call is being recorded. During the call the following is processed:

the recording and a written version (transcript) of the call;
your phone number, and the date, time and duration of the call;
what you tell us yourself, such as your name and the reason for your call;
a summary, and where applicable an appointment or callback request.

Would you rather not speak to an AI assistant? Then ask for a member of staff; the assistant will transfer you to the number the business has set up for that purpose.

If you use the chatbot or choice wizard. The following is processed: your messages, the assistant's replies, and what you fill in yourself, such as your name or contact details.

In both cases the business determines what this data is used for and is responsible for it. Do you want to access your data, have it corrected or deleted, or do you object? Then contact that business. If your request reaches us, we forward it and help the business handle it.

We delete the content of a conversation (recording, transcript, chat messages, summary, your name and phone number) no later than 90 days after the conversation. Only the date, time and duration are kept longer, because the business is invoiced on that basis. The business can agree a shorter period with us.

To counter abuse of our service, we also keep track, for ourselves, of how often a number calls. If a number calls the same business very often in a short time, it may be refused temporarily. We are responsible for this ourselves; see part A.

6. Sub-processors

To make the AI receptionist, the chatbot and the choice wizard work, we engage the following parties:

Party	Purpose	Location
Retell AI	Speech recognition and conducting the conversation	US
OpenAI (via Retell)	The language model behind the AI receptionist: understanding and answering the question	US
ElevenLabs	The assistant's voice	US
Twilio	Telephony and phone numbers	US
Supabase	Storage of conversations in the dashboard	EU (Ireland)
Anthropic	The language model behind the chatbot and the choice wizard on the business's website	US

We notify our customers of a new sub-processor at least 30 days in advance, so that they can object. The arrangements for this are set out in the data processing agreement.

For both partsTransfers, security and your rights

The following sections apply to both part A and part B.

7. Transfers outside the European Economic Area

Some of the parties listed above are based in the United States. We base those transfers on the EU-US Data Privacy Framework insofar as the party is certified under it, and otherwise on the standard contractual clauses of the European Commission included in that party's data processing terms.

8. Security

All connections are encrypted (TLS); the database is stored encrypted.
Each customer sees only its own data. This is enforced by the database itself (row-level security), not just by the website.
Only those who need it for their work have access to data.
We do not use call data to train AI models. For our suppliers, we select the setting that excludes use of the data for training AI models, insofar as that setting is available.

9. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection. Where processing is based on consent, you can withdraw that consent at any time. For data under part A, email info@clientassist.nl; we respond within one month. For data under part B, contact the business you were in contact with.

If you are not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

10. Cookies

This website stores in your browser only what is needed to make the site and the dashboard work: your choice in the cookie notice and, if you log in, your session. Google Maps only loads after your consent and may then place its own cookies. We do not use analytics, marketing or advertising cookies.

11. Changes

We update this policy when our service, our suppliers or the law change. We notify our customers of material changes in advance.

Contact details

JB Business Solutions

Trading as ClientAssist

Jacques Urlusstraat 43

2202 SN Noordwijk

The Netherlands

Chamber of Commerce: 89825802

VAT: NL004763207B69

Email: info@clientassist.nl