Privacy Policy
Friendly8 Version 1.0 Last updated: 30 April 2026, Bodegraven, Netherlands
1. Introduction
This Privacy Policy explains how Relead Consultancy B.V. ("Friendly8", "we", "us", "our") collects, uses, and protects personal data when you use the Friendly8 platform ("Platform") or visit our website. Friendly8 and Friendly Aide are official trade names of Relead Consultancy B.V., registered in the Dutch Chamber of Commerce under number 82933138.
If you are a business customer, please also refer to our Data Processing Addendum, which governs how we process personal data that you input into the Platform about your own customers or contacts.
2. Who We Are
Relead Consultancy B.V. Polderbrink 2, 2411 ZN, Bodegraven, Netherlands Dutch Chamber of Commerce (KvK) number: 82933138 Trading names: Friendly8, Friendly Aide Data controller contact: [privacy email]
3. Personal Data We Collect
3.1 Account and Registration Data
When you create an Account we collect your name, email address, password (hashed), organisation name, billing address, and payment method details (processed by our payment provider — we do not store full card numbers).
3.2 Usage Data
We collect data about how you interact with the Platform, including features used, pages visited, session duration, and actions taken (e.g. records created in, tasks completed, content scheduled.) And also - but not limited to - the organizations, contacts, notes and all the underlying data (like addresses, emails, phonenumbers you specify of these organizations and contacts).
3.3 Technical Data
We collect IP address, browser type and version, operating system, device identifiers, time zone, and referring URL. Just for statistics and we'll clean or anonomyze these data within 6 (six) months.
3.4 Communications
If you contact our support team, we retain records of those communications including email, chat transcripts, and any attachments.
3.5 Integrations and OAuth
When you connect third-party services (e.g. social media accounts for Posts8, email providers for Inboxes8), we collect the access tokens and any data you explicitly authorise those services to share with the Platform.
3.6 AI Feature Data
When you use AI-powered features (e.g. MakeNotes8 transcription, AI drafting), the content you submit is processed to generate output. Refer to Section 7 for how this data is handled.
4. How We Use Personal Data
We process personal data for the following purposes and legal bases:
| Purpose | Legal basis |
|---|---|
| Providing and operating the Platform | Performance of contract |
| Billing and payment processing | Performance of contract / Legal obligation |
| Sending service notifications and security alerts | Legitimate interests |
| Sending product updates and marketing (with opt-out) | Consent / Legitimate interests |
| Improving the Platform and troubleshooting | Legitimate interests |
| Complying with legal obligations | Legal obligation |
| Enforcing our Terms and Conditions | Legitimate interests |
5. How We Share Personal Data
We do not sell your personal data. We share it only in the following circumstances:
- Service providers. We share data with trusted third-party providers who help us operate the Platform (hosting, analytics, payment processing, email delivery, customer support tooling). All providers are bound by data processing agreements.
- Social media and integration partners. When you use Posts8 or Inboxes8 integrations, data is shared with the connected platforms as directed by you.
- Legal and regulatory. We may disclose data where required by law, court order, or regulatory authority.
- Business transfers. If we are involved in a merger, acquisition, or sale of assets, your data may be transferred to the acquirer, subject to equivalent protections.
- With your consent. For any other purpose with your explicit prior consent.
6. Cookies
We use cookies and similar tracking technologies. Please see our Cookie Policy for full details. You can manage your preferences via the cookie consent banner or your browser settings.
7. AI Features and Data Processing
AI-powered features in the Platform (voice transcription, AI-assisted drafting, AI suggestions) process the content you submit to generate outputs. Key principles:
- The data is stored in a protected PostgreSQL database.
- OpenAI processes such data on our behalf as a subprocessor.
- We configure our use of the OpenAI API such that customer data submitted through the API is not used to train OpenAI’s general models.
- OpenAI may temporarily retain API content for limited purposes such as abuse detection, security monitoring, and legal compliance, subject to OpenAI’s applicable data processing terms.
- Friendly8 applies data minimization principles and only transmits data necessary to provide the requested AI functionality.
- We do not use your Customer Data to train shared AI models, but we might store it for max 30 days to optimize the prompts and the algorithms.
- You remain responsible for reviewing AI-generated output before relying on it.
8. Data Retention
We retain personal data for as long as your Account is active and for a reasonable period afterwards to comply with our legal obligations, resolve disputes, and enforce agreements. Specific retention periods:
| Data type | Retention period |
|---|---|
| Account data | Duration of Account + 3 years |
| Usage and technical logs | 12 months |
| Billing records | 7 years (legal requirement) |
| Support communications | 3 years |
| Customer Data (Platform content) | 30 days post-termination, then deleted |
9. International Data Transfers
We are based in the Netherlands. The data is stored in the Microsoft Azure tenant, located in the Netherlands.
10. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you.
- Rectification — request correction of inaccurate or incomplete data.
- Erasure — request deletion of your data in certain circumstances.
- Restriction — request that we limit processing in certain circumstances.
- Portability — request a machine-readable copy of data you provided to us.
- Objection — object to processing based on legitimate interests or for direct marketing.
- Withdraw consent — where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, contact us at [privacy email]. We will respond within 30 days (or as required by applicable law). You also have the right to lodge a complaint with your local data protection authority.
11. Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include encryption in transit (TLS) and at rest, access controls, audit logging, and regular security assessments. However, no system is completely secure — please contact us immediately if you believe your Account has been compromised.
12. Children
The Platform is not directed at individuals under 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 30 days before they take effect. Continued use of the Platform after that date constitutes acceptance.
14. Contact
For any privacy-related questions or to exercise your rights:
Relead Consultancy B.V. (trading as Friendly8) Polderbrink 2, 2411 ZN, Bodegraven, Netherlands KvK: 82933138 Email: [privacy email]