Privacy policy

Last updated: 20 August 2026

1. Introduction

With this privacy policy, Guestflow Agency VOF informs you about our procedures for collecting, using and disclosing personal data when you use our services. We work to handle your personal data in line with the applicable laws and regulations, including the General Data Protection Regulation (GDPR).

2. Collection of personal data

2.1 Data you provide to us

When you fill in our contact form, we collect the following data:

• Name
• Email address
• Phone number (optional)
• Details about your property (optional): location, number of bedrooms and the support you are looking for
• Any other information you include in your message

When you complete the income scan, we additionally collect the characteristics of your holiday home that you enter: municipality, address (optional), type of property, number of bedrooms, bathrooms and guests, floor area, condition and features, own use, your current rental situation and any current figures, your preference for support and the optional extra fields (number of beds, floors, year of construction, link to your listing and preferred start date). We use these details to send you the income report by email and to contact you without obligation about your enquiry. The calculated estimate is stored along with your data.

2.2 Data collected automatically

When our contact form is submitted, the following data is collected automatically for security reasons:

• IP address
• Device information (device type, operating system, browser)

3. Use of personal data

We use your personal data for the following purposes:

• To communicate with you and answer your questions or requests
• To carry out and follow up the management and letting of your holiday home properly
• To improve our services
• To safeguard the security and integrity of our website

4. Legal basis for processing

We process your personal data on the following legal bases:

• Consent (article 6(1)(a) GDPR): when you voluntarily provide your details through our contact form
• Performance of a contract (article 6(1)(b) GDPR): where applicable
• Legitimate interest (article 6(1)(f) GDPR): in particular for security purposes

5. Retention periods

We do not keep your personal data longer than strictly necessary to achieve the purposes for which it is collected. The following periods apply:

• Contact form: 2 years after your question or request has been dealt with.
• Clients with an ongoing or completed management agreement: in line with the statutory retention periods for contractual and accounting records.
• Security data (IP address, device information): a maximum of 6 months, unless a longer period is needed as part of an ongoing investigation into abuse.

6. Sharing personal data with third parties

Guestflow does not sell your data to third parties. We only share your data with third parties where this is necessary to deliver our services, to meet a legal obligation or to safeguard the security of our website.

To deliver our services we use the following processors:

• Postmark (ActiveCampaign) (United States): sending transactional emails (confirmations, notifications). Email addresses are processed in line with their privacy policy.
• Cloudflare, Inc. (United States): spam prevention through Cloudflare Turnstile (see section 9).

7. Security of your data

We take appropriate technical and organisational measures to protect your personal data against loss, unauthorised access, disclosure and unlawful processing.

8. Website analytics

8.1 Matomo Analytics

We use Matomo Analytics, a privacy-friendly alternative to Google Analytics, to understand how our website is used. Matomo is configured to meet the strictest privacy standards:

• IP addresses are anonymised before they are stored.
• No cookies are used for tracking purposes.
• Data is not shared with third parties and is stored locally on our own servers.
• We only collect anonymised data about page visits and general usage statistics.

The processing of this anonymised data rests on our legitimate interest (article 6(1)(f) GDPR) in improving our website and our services.

9. Cloudflare Turnstile

We use Cloudflare Turnstile on our website to distinguish real users from bots. Cloudflare Turnstile collects and assesses data such as IP addresses, browser information and session data. For more information we refer you to Cloudflare's privacy policy.

10. Your rights

You have the right to:

• Request access to your personal data
• Have your personal data corrected or deleted
• Withdraw your consent to the processing of data
• Object to the processing of your personal data
• Lodge a complaint with the Data Protection Authority

To exercise these rights you can contact us at info@guestflowbeheer.be.

11. Complaints

If you have a complaint about the processing of your personal data, please contact us. You also have the right to lodge a complaint with the Data Protection Authority.

12. Cookies and similar technologies

Guestflow does not use cookies for tracking or marketing purposes. We use Matomo Analytics in cookie-free mode to analyse site visits. No cookies are placed and no personal data that identifies individual visitors is collected.

13. Changes to this privacy policy

We reserve the right to amend this privacy policy at any time. Any changes will be published on this page.

14. Contact

For questions or remarks about this privacy policy you can contact us at info@guestflowbeheer.be.