Privacy Statement for End Users (via Klantly)
1. Introduction
This privacy statement applies when you submit your personal data via a form, quotation request, configurator or appointment module provided by a company that uses Klantly.
The company in question (hereinafter: “the service provider”) is responsible for the processing of your personal data. Klantly merely provides the platform on which this data is processed.
2. Who processes your data?
Data controller: the company to which you submit a request
Data processor: Klantly (software platform)
If you have any questions about your data, please contact the relevant service provider.
3. What data is collected?
Depending on the form or application, the following data may be processed:
3.1 Contact details
Name
Email address
Telephone number
Address details
3.2 Enquiry details
Content of your enquiry or message
Selected products or services
Specifications (e.g. dimensions, preferences)
Any photos uploaded
3.3 Technical data
IP address (anonymised where possible)
Browser and device information
Interaction with the form (for analysis)
4. Why is your data processed?
The service provider uses your data for:
Preparing and sending a quotation
Contacting you in response to your enquiry
To fulfil a contract
Customer service and follow-up
Improving our services
5. Legal basis
The processing of your data is based on:
Consent (when completing a form)
Performance of a contract or quotation request
Legitimate interest (such as business operations)
6. Sharing of data
Your data will not be sold. Data may be shared with:
Klantly (as a software provider)
Any partners of the service provider (where necessary for performance)
7. Integrations
Google Calendar
Where a business using Klantly has linked Google Calendar, Klantly may use calendar information to manage appointments and availability. This may involve Klantly checking which time slots are available or booked, so that double bookings are prevented and appointments can be scheduled correctly.
If you book an appointment via a Klantlybooking page, this appointment may be saved in the Google Calendar of the relevant company. In doing so, details such as your name, email address, telephone number, appointment date, time, location and any comments may be processed for the purpose of scheduling and managing the appointment.
Klantly Google Calendar uses this data exclusively for displaying availability, scheduling, amending and cancelling appointments, and synchronising appointments between Klantly and Google Calendar. This data is not used for advertising purposes and is not sold to third parties.
8. Retention period
The service provider does not retain your data for longer than is necessary:
Quotation requests: for up to 1–2 years
Customer data: for as long as the business relationship continues
Legal obligations (such as record-keeping): up to 7 years
9. Security
Klantly and the service provider take appropriate measures to protect your data, including:
Secure connections (SSL)
Access control
Encryption where necessary
10. Your rights
You have the right to:
Access your data
Have your data amended or deleted
Object to the processing of your data
Transfer your data
Please contact the relevant service provider for this.
11. Cookies and tracking
Depending on the service provider’s settings, the form may use:
Functional cookies
Analytical tools (such as Google Analytics)
Marketing tools (such as Meta Pixel)
Consent may be requested for this.
12. Use of communication channels and automation
The service provider may use various communication channels via the Klantlyplatform to contact you and follow up on your enquiry. This may take place via, amongst other things:
- Telephone
- WhatsApp or similar messaging services
- Chat features on websites or forms
12.1 Use of WhatsApp and external communication platforms
If you provide your telephone number, the service provider may contact you via WhatsApp. This communication takes place via the official WhatsApp Business API, with messages being technically processed via Klantly.
By providing your details and/or submitting an enquiry, you agree that the service provider may contact you via these channels, insofar as this is relevant to your enquiry or the provision of the service.
12.2 Automated follow-up
The service provider may use automated messages to follow up on your request, such as:
- Confirmations of enquiries
- Reminders
- Follow-up messages following a quotation or enquiry
- Messages containing additional information
These messages may be sent automatically based on your interaction with the platform.
12.3 Use of AI (artificial intelligence)
Within the Klantlyplatform, AI technology may be used to:
- Draft replies
- Analyse and categorise messages
- Respond to queries more quickly and efficiently
AI is used solely to support communication. Where necessary, a member of staff from the service provider may assess, amend or take over the communication.
12.4 No fully automated decision-making
No decisions that have significant consequences for you will be made solely on the basis of automated processing without human intervention.
12.5 Opting out of communications
You always have the right to opt out of further communications via email or messaging services. You can do this by:
- Using an unsubscribe link (where available)
- Or by contacting the service provider directly
13. Role of Klantly
Klantly processes data exclusively on behalf of the service provider and does not use it for its own purposes, except:
The technical operation of the platform
Security and maintenance
Anonymised analyses
14. Changes
This privacy statement may be amended. The most up-to-date version is always available via the service provider.
15. Contact
If you have any questions about your personal data, please contact the service provider to whom you submitted your request.