Privacy policy
Version of 02/11/2026
This is a translation. If the versions differ, the French text prevails: version française.
It explains what data is processed, why, for how long, and what your rights are.
Data controller
[PUBLISHER: name, legal form, company number and registered office to be completed]. Contact: contact@kyna-pro.be. This policy covers the data processed by the Publisher on its own behalf (website visitors and KYNA customers). The data that tradespeople enter about their own clients is processed on their behalf, under the data processing agreement.
Data, purposes and retention periods
| Data | Why | Legal basis | Retention |
|---|---|---|---|
| Name, email, phone, business, VAT number of the KYNA customer | Creating the account, providing the service, support | Performance of the contract | Duration of the contract + 3 years |
| Subscription invoicing | Invoices, accounting | Legal obligation | 10 years |
| Version and date of acceptance of the terms | Proving agreement | Legitimate interest | Duration of the contract + 5 years |
| Technical connection logs (IP address, date, device) | Security, abuse prevention | Legitimate interest | 12 months maximum |
| Messages sent to support and feedback (“Give feedback”): text, app page, version, device type | Replying, fixing, improving the service | Legitimate interest | 12 months after handling, 24 months at most; emails received: 3 years |
| Screenshot attached to “Report a problem” (only if the “Attach screenshot” box stays ticked): the visible part of the screen, which may show client names or amounts | Seeing the problem as you see it, in order to fix it | Legitimate interest | Visible only to the KYNA support team; deleted once the problem is solved |
| Questions asked to the help assistant (question text, language, screen) | Answering the question | Legitimate interest / performance of the contract | Not kept by KYNA (only the number of requests is counted, 90 days); processed by the AI provider under annex 1 of the data processing agreement |
| Average time of your quotes, only if you tick “Share my average time anonymously”: average minutes, number of quotes measured, line of work, month (no name, business, customer or amount) | Measure the time KYNA saves, by trade | Consent (box unticked by default, can be unticked at any time) | Answers stored with no account or business; the marker that prevents a second submission in the same month is deleted the following month |
| Use of KYNA without an account, during the test phase (unless you untick the box in Settings → My data): trading name, trade, line of work, town, language, KYNA version and number of customers, quotes and invoices, with a random device number (never your customers, amounts, documents or e-mail address) | Know who is testing KYNA and help them, improve the service | Legitimate interest (box can be unticked at any time) | 12 months after last use; erased on simple request |
| Route calculation ("Estimate travel" in a quote): departure, arrival and stop addresses; the server only keeps the date and the account, to limit the number of calculations | Calculate the km and driving time | Performance of the contract | Addresses: not kept; counter: 30 days |
| Automatic app error reports: technical message (email addresses, numbers and IBANs removed before sending), page, version, device type | Detecting and fixing failures, especially those affecting invoices and data | Legitimate interest | 12 months after the fix, 24 months at most |
| Prospecting self-employed professionals (name, business, trade, business contact details, conversation notes) | Introducing KYNA to professionals who may be interested | Legitimate interest (business-to-business prospecting); you can object at any time | 24 months without reply or after refusal, then automatically deleted |
| Tracking subscriptions and payments received | Managing the subscription, accounting | Contract; legal obligation | Duration of the contract; payments: 10 years |
| Account activity (creation date, last activity, number of documents, without their content) | Monitoring service quality, helping users who drop off | Legitimate interest | Duration of the contract |
| Sign-in and password reset emails | Securing access to the account | Performance of the contract | Sending logs: 12 months maximum |
What KYNA does not do
No selling or renting of data. No advertising. No advertising trackers or third-party analytics. No calls to Google fonts or services on the website. Data is not used to train artificial intelligence models.
Storage on the device
The app keeps on the device the data needed to work offline, and the sign-in session. This storage is strictly necessary for the service and does not require consent. The website uses no cookies.
Recipients and location
Only the necessary technical providers, listed in annex 1 of the data processing agreement. Data is hosted in the European Union (Ireland). Any transfer outside the European Economic Area is covered by the European Commission's standard contractual clauses or an adequacy decision.
Your rights
Access, rectification, erasure, restriction, objection, portability, withdrawal of consent. In the app: Settings → My data → “Export a backup” to download all your data (portability), Settings → My data → “Delete my account” to erase everything yourself (immediate and permanent). Otherwise, write to contact@kyna-pro.be; reply within one month. You can also lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels (dataprotectionauthority.be).
Security
Encrypted connections (HTTPS), passwords of at least 12 characters, sign-in with a passkey (fingerprint, face or phone, no password), two-step verification by code (authenticator app) offered to everyone and mandatory for administration, strict separation of each business's data enforced by the server, backups. In the event of a data breach presenting a risk, the people concerned and the Authority are notified within the legal deadlines.
Acceptance
This document is accepted by ticking, in the KYNA app, the box “I have read and accept the KYNA terms and conditions, privacy policy and data processing agreement”. The accepted version and the date are recorded in your account. You can ask for a copy of your acceptance at contact@kyna-pro.be.