Privacy Policy

Version: 1 · Last amended: 2026-05-17 · Effective from: 2026-05-17

Data controller

The data controller for personal data processed through the Tavuni platform is:

  • Tavuni BV (trading as Tavuni)
  • Kastanjekouter 4, 3040 Huldenberg, Belgium
  • VAT: BE1039500597
  • Company registry: 1039.500.597
  • Contact: hello@tavuni.com

Data Protection Officer

For any privacy-related question, contact:

Categories of personal data we process

We process the following categories of personal data, only to the extent necessary to deliver the platform:

  • Account information: Name, email address, organisation, role, password hash, MFA factors.
  • Usage metrics: Login timestamps, IP address, session metadata, audit-log entries linked to your account.
  • Billing data: Subscription plan, invoice history, payment-instrument metadata (we never see your full card number — see the Mollie sub-processor below).
  • Support tickets: Messages, attachments, and metadata exchanged with our support team.

Legal basis for processing

Account, usage, and billing data are processed on the legal basis of contract performance (GDPR Art. 6(1)(b)). Audit-log entries are also processed for our legitimate interest in platform security (GDPR Art. 6(1)(f)). Marketing communications, if any, are processed on the basis of your consent (GDPR Art. 6(1)(a)); you may withdraw consent at any time without affecting prior lawful processing.

Retention periods

Retention is governed by per-tenant policies and the retention catalogue. Account and contractual data are retained for the duration of the agreement plus the statutory archive period applicable to invoices in your jurisdiction (10 years in Belgium). Audit-log entries follow the per-tenant retention policy table; the default is 24 months. You may request earlier erasure subject to overriding legal obligations (e.g. tax archives).

Recipients and sub-processors

We engage the following sub-processors. All are established in the EU/EEA except Apple and Google, through which push notifications reach the mobile app (see International transfers).

  • Hetzner Online GmbH (DE, EU/EEA) — Infrastructure: servers and file storage in Germany, encrypted backups in Finland
    Data categories: all platform data
    Data Processing Agreement
  • Lettermint (NL, EU/EEA) — Transactional email delivery
    Data categories: recipient email address; email subject line; email body
    Data Processing Agreement
  • Mollie B.V. (NL, EU/EEA) — Payment processing for Tavuni invoices
    Data categories: payer name; payer email; payment instrument metadata; transaction amount
    Data Processing Agreement
  • e-invoice.be (BE, EU/EEA) — Peppol access point: sending and receiving e-invoices
    Data categories: invoice parties and addresses; invoice lines and amounts
  • Mistral AI (FR, EU/EEA) — AI features: summaries of customer communication, company look-up, assistant
    Data categories: text, photos or web page content sent with an AI request
  • Apple (Apple Push Notification service) (US, US) — Push notifications to iOS devices
    Data categories: device token; notification title and text
  • Google (Firebase Cloud Messaging) (US, US) — Push notifications to Android devices
    Data categories: device token; notification title and text

International transfers

Our servers and files are hosted by Hetzner in Germany, our encrypted backups by Hetzner in Finland. Push notifications to the mobile app go through Apple (iOS) and Google (Android), companies established in the United States. A push notification carries the device token and a fixed text or the title of a message; the content of a message stays with us. For Google, the EU-U.S. Data Privacy Framework applies (Google LLC is certified), supplemented by standard contractual clauses. Apple does not participate in that framework, so nothing more than the device token and that short text goes through Apple. You only receive push notifications if you allow them on your device.

Your rights

Under GDPR Articles 15–22, you have the right to:

  • Access — obtain a copy of the personal data we hold about you.
  • Rectification — correct inaccurate or incomplete data.
  • Erasure — request deletion, subject to overriding legal obligations.
  • Portability — receive your data in a structured, machine-readable format.
  • Restriction — limit how we process your data while a dispute is resolved.
  • Objection — object to processing based on legitimate interest.

To exercise any of these rights, contact dpo@tavuni.com.

Complaints

If you believe we have processed your personal data unlawfully, you may lodge a complaint with the supervisory authority in your country. For Belgian residents:

© 2026 Tavuni BV. Version 1.