Privacy Policy
Privacy Policy
Last updated: 7 June 2026
Introduction
This Privacy Policy explains how TopLan Solution collects, uses, stores, shares, and protects personal data when you visit our website, contact us, request information, book a consultation, receive a proposal, purchase a service, pay an invoice, or interact with business systems provided or managed by TopLan Solution.
TopLan Solution provides smart business systems for customer communication, bookings, reviews, websites, smart menus, customer follow-up, and AI-assisted business support.
We process personal data in a transparent, responsible, and secure manner, in line with applicable European data protection requirements, including the General Data Protection Regulation (GDPR), where applicable.
This Privacy Policy applies to:
Website visitors
Business leads and prospects
Clients of TopLan Solution
Client team members
End-customers who interact with systems created or managed by TopLan Solution on behalf of clients
Users who communicate with us through forms, booking pages, direct communication channels, payment systems, or business systems
Who we are
TopLan Solution is operated as a Belgian sole proprietorship under the trade name TopLan Solution.
Legal name / registered business name: TopLan Solution
Trade name: TopLan Solution
Legal form: Sole proprietorship / Eenmanszaak, operated as a secondary occupation / zelfstandige in bijberoep
Company number: 1001.822.730
VAT number: BE1001.822.730
Business address: Kattenstraat 188, 8800 Roeselare, Belgium
Contact details:
Email: [email protected]
Phone / WhatsApp: +32 476 09 11 20
For privacy-related questions, requests, or complaints, contact:
TopLan Solution has not appointed a formal Data Protection Officer. The email address above is the main privacy contact for TopLan Solution.
Our role under data protection law
Depending on the situation, TopLan Solution may act as either a Data Controller or a Data Processor.
3.1 TopLan Solution as Data Controller
TopLan Solution acts as Data Controller when it decides why and how personal data is processed.
This includes situations such as:
Website visitors contacting us
Leads requesting information
Clients requesting proposals
Clients purchasing services from us
Invoicing and payment administration
Our own marketing and business communication
Accounting, tax, and legal obligations
Security and internal business administration
3.2 TopLan Solution as Data Processor
TopLan Solution may act as Data Processor when it processes personal data on behalf of a client.
This may happen when we provide services such as:
Smart customer communication systems
Smart booking systems
Review request systems
Smart menu and ordering systems
Website forms
Customer follow-up flows
AI-assisted message organization
Client management systems
Reporting and communication support
In these cases, the client is usually the Data Controller. The client decides what data is collected, why it is collected, and how it is used.
TopLan Solution processes that data according to the client’s instructions, the agreed service terms, and applicable data protection requirements.
Where required, a separate Data Processing Agreement may apply between TopLan Solution and the client.
Personal data we collect
The personal data we collect depends on how you interact with us and which services are used.
4.1 Website visitors and leads
When you visit our website or contact us, we may collect:
Name
Business name
Email address
Phone number
Country or city
Website link
Social media link
Business type
Message content
Service interests
Booking or consultation details
Communication history
IP address
Device information
Browser type
Pages visited
Cookie preferences
4.2 Clients and business contacts
When you become a client or request a proposal, we may collect:
Name
Job title or role
Business name
Business address
Billing details
Company number
VAT number
Email address
Phone number
Contract details
Proposal details
Service details
Payment status
Invoice information
Project communication
Access information provided by the client
Technical setup information
Support requests
4.3 Payment and billing data
When payments are made, we may process:
Invoice number
Amount paid
Payment status
Transaction reference
Billing details
Payment date
Subscription details
Refund or cancellation status
Payment provider information
Payout and fee information
Payments may be processed through third-party payment providers such as Stripe or similar providers.
TopLan Solution does not intentionally store full payment card numbers. Payment card data is normally processed by the payment provider according to its own security and privacy standards.
4.4 Data processed through client systems
When we provide systems to clients, the client may collect data from its own customers.
Depending on the service, this may include:
Customer name
Phone number
Email address
Booking details
Order details
Branch or location selection
Product or service preferences
Review feedback
Customer messages
Communication history
Appointment status
Notes added by the client or its staff
Follow-up status
Form submissions
The exact data collected depends on the client’s business and the systems the client chooses to use.
4.5 Sensitive data
TopLan Solution does not intentionally request sensitive personal data unless it is necessary for a specific service and suitable safeguards are in place.
Sensitive data may include health-related information, medical notes, biometric information, religious information, or other special categories of personal data.
Clients must not use TopLan Solution systems to collect sensitive data unless:
They have a valid legal basis
They have informed their customers properly
They have obtained any required consent
They have implemented appropriate safeguards
A suitable data processing arrangement is in place
For clinics, beauty centers, dental clinics, medical services, or similar sectors, the client remains responsible for ensuring that health-related or sensitive data is processed lawfully.
How we collect personal data
We may collect personal data through:
Website forms
Booking pages
Direct communication channels
Phone or WhatsApp communication
Social media messages
Client onboarding forms
Contracts and proposals
Payment systems
Invoicing systems
Smart business systems
Client support communication
Cookies and similar technologies
Analytics tools
Systems connected to services provided to clients
We may also receive personal data from our clients when they provide customer lists, booking data, order data, communication records, or business information needed to deliver the agreed service.
Why we use personal data
We process personal data for the following purposes.
6.1 To respond to inquiries
We use contact details and message content to respond to questions, explain services, prepare proposals, and arrange consultations.
6.2 To provide services
We use client and project data to set up and manage services such as websites, smart booking systems, review systems, smart menus, customer follow-up systems, and AI-assisted communication support.
6.3 To manage clients and projects
We process data to manage onboarding, project delivery, support requests, communication, updates, and service improvements.
6.4 To process payments and invoices
We use billing and payment data to issue invoices, track payments, manage subscriptions, handle refunds where applicable, manage payment disputes, and meet accounting and tax obligations.
6.5 To improve our website and services
We may use technical and usage data to understand how visitors use our website, improve performance, fix errors, and improve service quality.
6.6 To provide smart assistant and AI-assisted features
Some services may include smart response support, customer message organization, customer follow-up, or AI-assisted business communication.
These features are designed to support faster replies, better organization, and fewer missed customer opportunities.
They are not intended to replace human judgment in sensitive, legal, medical, financial, or high-risk situations.
6.7 To send service communication
We may send important messages related to service updates, invoices, account information, project progress, security alerts, or changes to our terms.
6.8 To send marketing communication
Where legally permitted, we may contact business leads or clients about relevant services, updates, or offers.
Where consent is required, we will request it. You can opt out of marketing communication at any time.
6.9 To protect our business and systems
We may process data to detect fraud, protect accounts, prevent misuse, secure systems, enforce agreements, and defend legal claims.
6.10 To comply with legal obligations
We process data when required for accounting, taxation, legal compliance, dispute handling, regulatory requests, or other legal obligations.
Legal bases for processing
We process personal data based on one or more of the following legal bases.
7.1 Contract
We process data when it is necessary to provide our services, prepare an offer, manage a client relationship, issue invoices, or perform an agreement.
7.2 Legitimate interests
We may process data for legitimate business purposes, such as responding to business inquiries, improving services, securing systems, managing client relationships, and communicating with business prospects, provided that such interests do not override the rights and freedoms of the individual.
7.3 Consent
We rely on consent where required, for example for certain cookies, certain marketing activities, or specific data uses that require permission.
You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
7.4 Legal obligation
We process data where necessary to comply with legal, accounting, tax, regulatory, or administrative obligations.
7.5 Vital interests or public interest
These bases are rarely used by TopLan Solution, but may apply in exceptional situations where required by law or to protect vital interests.
Cookies and similar technologies
Our website may use cookies and similar technologies.
Cookies may be used to:
Make the website function properly
Remember preferences
Measure website performance
Understand visitor behavior
Improve user experience
Support marketing or advertising measurement
Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, are used only where legally permitted and, where required, after consent.
You can manage your cookie preferences through the cookie banner or cookie settings available on our website.
For more information, read our Cookie Policy.
AI-assisted features and smart systems
TopLan Solution may use AI-assisted or smart system features to support business communication, customer organization, booking assistance, review requests, customer follow-up, and internal workflow support.
These features may help generate suggested replies, organize incoming messages, classify customer inquiries, or support follow-up.
TopLan Solution does not intentionally use automated decision-making that produces legal or similarly significant effects on individuals without human involvement.
Clients remain responsible for reviewing important, sensitive, or high-risk communication before acting on it.
Smart assistant features must not be used as a substitute for professional legal, medical, financial, or emergency advice.
Who we share personal data with
We do not sell personal data.
We may share personal data with trusted service providers where necessary to operate our business and provide our services.
Categories of recipients may include:
Technology platform providers
Hosting providers
Customer communication system providers
Payment processors
Accounting and invoicing providers
Peppol or electronic invoicing providers
Analytics providers
Email and messaging service providers
Security and monitoring providers
AI-assisted service providers
Professional advisers such as accountants, lawyers, or tax advisers
Public authorities where legally required
These providers may only process personal data as needed to provide their services to us or to our clients.
Where required, we use contracts, data processing agreements, confidentiality obligations, or other safeguards.
Specific provider information may be included in a separate Sub-processors Notice, client agreement, or data processing document.
Third-party tools and providers
TopLan Solution may use third-party tools to deliver its services.
Depending on the service, these may include tools for:
Client management
Customer communication
Booking systems
Review requests
Smart menus
Payment processing
Invoicing
Analytics
AI-assisted features
Hosting and security
Project management
Support communication
Electronic invoicing
Some providers may act as independent controllers for certain data, while others may act as processors or sub-processors.
When a provider acts as a processor or sub-processor, we aim to rely on suitable contractual and technical safeguards where required.
International data transfers
Some of our technology providers may process or store personal data outside Belgium, outside the European Economic Area, or in countries that may not provide the same level of data protection as the European Union.
Where personal data is transferred internationally, we aim to rely on appropriate legal safeguards where required.
These safeguards may include:
Adequacy decisions
Standard Contractual Clauses
Data Processing Agreements
Recognized data transfer frameworks
Other lawful transfer mechanisms under applicable data protection laws
Where our service providers rely on the EU-U.S. Data Privacy Framework, Standard Contractual Clauses, or similar transfer safeguards, we may rely on those mechanisms where appropriate.
TopLan Solution does not guarantee that all personal data will remain inside Belgium or inside the European Economic Area.
Data retention
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy.
Retention periods depend on the type of data, the service provided, legal requirements, accounting obligations, tax obligations, contractual needs, and legitimate business interests.
In general:
Website inquiry data may be kept for as long as needed to respond and manage business communication.
Lead and prospect data may be kept for a reasonable period for follow-up unless you object.
Client account and project data may be kept during the client relationship and for a reasonable period after the service ends.
Accounting, invoice, payment, and tax records are kept for the period required by applicable accounting and tax law.
Support communication may be kept for service quality, dispute handling, and internal reference.
Client system data may be retained according to the client’s instructions, service settings, technical feasibility, and applicable legal requirements.
When data is no longer needed, we will delete, anonymize, or securely archive it where appropriate.
Data security
We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, disclosure, or destruction.
These measures may include:
Access control
User permission management
Password protection
Two-factor authentication where available
Encryption where available
Secure hosting providers
Secure payment providers
Limited internal access based on business need
Confidential handling of client information
Regular system updates where applicable
Separation between client workspaces where technically available
Backup and recovery measures provided by technology providers
Monitoring and security tools where available
No digital system can be guaranteed to be completely secure. However, we work to reduce risk through structured setup, careful access management, and professional data handling.
Client responsibilities
When a client uses systems provided or managed by TopLan Solution, the client is responsible for:
Having a lawful basis to collect and use customer data
Informing its own customers about data processing
Providing accurate privacy notices where required
Obtaining consent where required
Ensuring that customer data entered into the system is lawful and relevant
Reviewing important customer communication
Managing staff access and permissions
Informing TopLan Solution of any sensitive or regulated data
Complying with industry-specific legal requirements
Handling customer requests where the client is the Data Controller
TopLan Solution is not responsible for data that a client collects unlawfully, uploads improperly, or uses outside the agreed service purpose.
Payment processing
Payments may be processed through third-party payment providers such as Stripe or similar providers.
When you make a payment, the payment provider may collect and process payment-related data according to its own terms, security standards, and privacy policy.
TopLan Solution may receive payment status, transaction references, customer details, invoice information, fees, payout information, and refund information.
We use this information for billing, accounting, payment confirmation, subscription management, dispute handling, and financial administration.
Electronic invoicing and accounting
TopLan Solution may use electronic invoicing, accounting, and document storage systems to manage invoices, payments, and legal obligations.
Where applicable, invoices may be issued or received through structured electronic invoicing networks such as Peppol for Belgian B2B transactions.
Invoice and accounting data may be shared with accountants, tax advisers, software providers, payment processors, e-invoicing providers, or public authorities where legally required.
Marketing communication
We may contact business prospects or clients with relevant service information, updates, or offers.
Where required by law, we will obtain consent before sending marketing communication.
You may unsubscribe or object to marketing communication at any time by contacting:
Service-related communication, such as invoices, contract updates, security messages, and project communication, may still be sent even if you opt out of marketing communication.
Your privacy rights
Depending on applicable law, you may have the following rights.
19.1 Right of access
You may request information about whether we process your personal data and request a copy of your personal data.
19.2 Right to rectification
You may request correction of inaccurate or incomplete personal data.
19.3 Right to erasure
You may request deletion of your personal data where legally applicable.
19.4 Right to restriction
You may request restriction of processing in certain circumstances.
19.5 Right to object
You may object to processing based on legitimate interests or direct marketing.
19.6 Right to data portability
Where applicable, you may request to receive your personal data in a structured, commonly used, and machine-readable format.
19.7 Right to withdraw consent
Where processing is based on consent, you may withdraw that consent at any time.
19.8 Right to lodge a complaint
You have the right to lodge a complaint with a data protection authority.
If you are located in Belgium, you may contact the Belgian Data Protection Authority.
You may also contact the data protection authority in your country of residence, workplace, or where the alleged infringement occurred.
How to exercise your rights
To exercise your rights, contact:
We may need to verify your identity before responding to a request.
If your request relates to data processed by TopLan Solution on behalf of one of our clients, we may refer the request to the relevant client because the client may be the Data Controller.
We aim to respond to valid requests within the time required by applicable law.
Children’s privacy
Our services are intended for businesses and are not directed at children.
We do not knowingly collect personal data from children for our own marketing or business purposes.
If you believe that a child has provided personal data to us, contact:
Links to third-party websites
Our website or systems may contain links to third-party websites, platforms, payment pages, communication tools, or client websites.
We are not responsible for the privacy practices, content, security, or policies of third-party websites.
We recommend reviewing the privacy policies of third-party services before providing personal data.
Data breach handling
If a personal data breach occurs, we will assess the situation and take appropriate steps.
Where legally required, we will notify the relevant supervisory authority and/or affected individuals.
If the breach relates to data we process on behalf of a client, we will inform the client where required and support the client according to the applicable service terms and data processing agreement.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will be available on our website.
If changes are significant, we may take reasonable steps to inform clients or users where required by law.
The “Last updated” date at the top of this Privacy Policy shows when it was last revised.
Contact
For questions, requests, or complaints about this Privacy Policy or how we process personal data, contact:
TopLan Solution
Kattenstraat 188
8800 Roeselare
Belgium
Email: [email protected]
Phone / WhatsApp: +32 476 09 11 20
Company number: 1001.822.730
VAT number: BE1001.822.730
Privacy contact: [email protected]
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