01Who is responsible
WizeNotch is a product of N-Sign Special Event Planning B.V., a Dutch private limited company registered with the Chamber of Commerce under number 32052726 and located at Javalaan 40, 1217 HG Hilversum, the Netherlands. N-Sign Special Event Planning B.V. is the controller for website, account, contact, service administration, and security data. Contact us at info@wizenotch.com or +31 35 625 10 70.
For personal data that a customer organisation uploads or creates in a project, that organisation normally determines the purpose and means of processing and is the controller. WizeNotch then acts as processor on its instructions. Questions about that project data should first be directed to the organisation that invited you or manages the project.
02Personal data we process
Depending on how you use WizeNotch, we process:
- account data, such as name, email address, language, password hash, user type, invitations, memberships, and project roles;
- project data, such as event details, documents, information, participant lists, notes, tasks, evaluations, questions, answers, and source references;
- participant and contact data entered by customers, including imported spreadsheet fields and potentially dietary, allergy, health, accessibility, or other sensitive information;
- technical and security data, such as session identifiers, browser or device information, timestamps, error logs, and service activity;
- communications, support requests, and transactional email delivery information; and
- browser storage used to remember language, session, selected project, preferences, and unfinished or recent assistant activity.
03Where data comes from
We receive data directly from you, from the organisation or project administrator that invites you, from other authorised project users, and automatically from the website and service. Participant data may be imported from files supplied by a customer organisation.
04Purposes and legal bases
We process personal data for the following purposes and legal bases:
- to create accounts, manage invitations, provide projects, store content, send service emails, and deliver requested features: performance of a contract or steps before entering one;
- to secure, troubleshoot, monitor, maintain, and improve the service and prevent misuse: our legitimate interests in a reliable and secure service;
- to answer support or business enquiries and administer customer relationships: contract performance and legitimate interests;
- to meet tax, accounting, legal, and regulatory duties and respond to lawful requests: legal obligation;
- to process project and participant data on customer instructions: the customer’s documented instructions and applicable processing agreement; and
- for optional activities where consent is required: consent, which can be withdrawn at any time.
05AI and automated processing
WizeNotch uses Google Gemini services for functions including semantic search, embeddings, document processing, imported-column mapping, summaries, and AI answers. When you use these functions, relevant prompts, project context, and document excerpts may be sent to Google for processing.
Do not include more personal data in prompts or documents than needed. Customer organisations must ensure that their use of AI features for participant or sensitive data is lawful. WizeNotch does not use AI output to make decisions producing legal or similarly significant effects about individuals.
07Location and international transfers
Core WizeNotch infrastructure is configured in the AWS eu-central-1 region. Some providers or support operations may nevertheless process data outside the European Economic Area. Where required, we use an adequacy decision, standard contractual clauses, or another lawful transfer mechanism and apply appropriate safeguards.
08Retention and deletion
We retain account and project data only as long as needed for the service, customer instructions, dispute handling, security, and legal obligations. Exact periods depend on the type of data, the agreement, the project settings, and statutory retention duties.
Projects may have a removal date. Once reached, the scheduled process permanently deletes project data and records a limited deletion log for accountability. Deleted data may remain temporarily in protected operational backups until the applicable backup cycle expires.
Security, transaction, and legal records may be retained longer where necessary. Data no longer needed is deleted or anonymised.
09Browser storage and cookies
WizeNotch uses functional browser storage to keep you signed in and remember language, selected project, display preferences, and assistant state. The public website also loads web fonts from Google, which may receive technical request data such as an IP address.
We currently do not use browser storage for behavioural advertising. You can clear local storage through browser settings, but this signs you out and resets saved preferences.
10Security
We use reasonable technical and organisational measures, including access controls, password hashing, encrypted connections, role-based project access, and restricted infrastructure access. Security risk cannot be eliminated entirely. Report suspected incidents to info@wizenotch.com.
11Your privacy rights
Depending on the situation, you may request access, correction, deletion, restriction, data portability, or object to processing. You may withdraw consent without affecting earlier lawful processing. When processing is based on legitimate interests, you may object for reasons relating to your situation.
Send a request to info@wizenotch.com. We may ask for information to verify your identity. For project data controlled by a customer, we may forward or refer your request to that customer. You also have the right to complain to the Dutch Data Protection Authority or your local supervisory authority.
12Children
WizeNotch is a professional service and is not directed at children. Customer organisations must not enter children’s personal data unless they have a valid reason, legal basis, and appropriate safeguards.
13Changes and contact
We may update this policy when the service or legal requirements change. Material changes will be communicated through the service or by email where appropriate. The date above shows the latest revision.
Questions or privacy requests: info@wizenotch.com or +31 35 625 10 70.