Privacy statement

Who we are

Solvation builds and manages software for organisations, including the client portal on solvation.ai and the Solvation Shape feedback button inside the applications we deliver. Questions about this statement or your data? Email us at info@solvation.ai.

What data we process

Contact and call-back requests: the name, phone number and email address you leave through the contact form.

Client portal: the name, business email address and login credentials of portal users, plus an audit trail of key actions (such as approving a request or signing a quote, including timestamp and IP address). That record protects both parties.

Solvation Shape: when you send feedback through Shape we process your message, optionally your name and email address, a screenshot if you include one, and technical context such as the page you gave feedback on. If you choose to send anonymously, your name and email address are not sent and not stored.

Payments: credit purchases run through payment provider Mollie. We never receive or store account or card details; we only record the status and reference of the payment.

Why and on which legal basis

We process data to perform our agreement with your organisation (the portal, requests, quotes and payments), based on legitimate interest (improving the software using feedback, and security through audit trails) and where required based on your consent (such as including a screenshot).

For feedback sent through Shape in an application of your own organisation, Solvation acts as a processor on behalf of that organisation. Your organisation is then the controller; we sign a data processing agreement with them.

Visibility of Shape feedback

Feedback is first reviewed and assessed internally by Solvation. By default your organisation only sees counts in the client portal, never literal submissions.

When we bundle feedback into a concrete request, we may choose to make the literal submissions, with the submitter's name, visible in your own organisation's portal. Anonymously sent submissions never show a name. If you don't want your name to be visible, use the send anonymously option in the feedback form.

How long we keep data

Shape feedback: at most 24 months after a submission is resolved we anonymise it automatically. Name and email address are erased and the screenshot and technical context are deleted; the feedback text itself remains stored anonymously for product statistics.

Portal accounts and audit trails are kept for as long as the agreement with your organisation runs, and afterwards for as long as needed for legal retention duties and winding down the collaboration.

Contact requests are kept for at most 12 months after the last contact.

Who we share data with

We never sell data. We only share with suppliers needed to deliver the service, such as our hosting and infrastructure providers, Mollie for payments and Google Workspace for email. We sign data processing agreements with processors and restrict access to what is necessary.

Security

Data travels encrypted (TLS), access is role-based, and key actions in the portal are recorded in an audit trail. Document signing is secured with cryptographic hashes so it remains provable which document was signed.

Your rights

You have the right to access, rectification, erasure, restriction of processing, objection and data portability. Email us at info@solvation.ai and we respond within 30 days. If it concerns feedback you gave in an application of your own organisation, we may handle your request in coordination with that organisation.

If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes

We may update this statement when our services change. The date at the top shows when it was last updated.