Privacy Policy

1. Who we are

Koopscan (koopscan.com) is an AI-powered VvE document analysis tool for apartment buyers in the Netherlands. We analyze uploaded VvE documents and generate a risk report.

We are based in the Netherlands and operate under Dutch and EU law, including the General Data Protection Regulation (GDPR).

2. What data we collect

We collect only what is necessary to provide the service:

• Documents you upload — splitsingsakte, MJOP, notulen, jaarrekening, huishoudelijk reglement.
• Email address — if you provide one to receive your report or request contact.
• Basic usage data — page views and session data via anonymized analytics (no personal identifiers).

We do not collect your name, payment information, or any other personal data unless you explicitly provide it.

3. How we use your data

• To analyze your uploaded documents and generate a VvE risk report.
• To send you your report if you provided an email address.
• To improve the product based on anonymized usage patterns.

We do not sell your data. We do not use it for advertising. We do not share it with third parties except as described below.

4. Document handling

Uploaded documents are processed to generate your report. They are:

• Processed by our AI pipeline using third-party AI API providers.
• Kept for 30 days after your report is generated, then deleted.
• Not used to train AI models.
• Not shared with other users or third parties beyond what is needed to run the service.

5. Third-party services

• AI providers — (e.g., Mistral) — EU-hosted options only, for document analysis. They process data under their own GDPR-compliant terms.
• Hosting provider — EU-based infrastructure.
• Analytics — anonymized, cookieless where possible.

6. Legal basis (GDPR)

• Contract performance — to deliver the report you requested.
• Legitimate interest — for anonymized analytics to improve the product.
• Consent — where you explicitly provide your email address.

7. Your rights

Under GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction or deletion of your data.
• Object to processing or request restriction.
• Withdraw consent at any time (where consent is the basis).
• Lodge a complaint with the Dutch DPA: autoriteitpersoonsgegevens.nl

To exercise any of these rights, contact us at the email below.

8. Cookies

We use minimal cookies — primarily for session management and anonymized analytics. No third-party advertising cookies. You can disable cookies in your browser without losing access to the core service.

9. Data retention

Uploaded documents are used only for your analysis and deleted 30 days after your report is generated, unless you request earlier deletion. Email addresses are retained until you unsubscribe or request deletion.

10. Contact

11. Changes to this policy

We will update this policy when our legal entity is registered, or when our data practices change materially. The date at the top reflects the last update.