Privacy policy

1. Data controller

The data controller for personal data collected through the Colively service is:

Colively SRL
Brussels, Belgium
Contact: privacy@colively.app

2. Data we collect

We collect the following data depending on how you use the service:

• Account data: email address, name, company name — collected when you create an account or request a demo.
• Maintenance case data: tenant email content, incident descriptions, property addresses, tenant and contractor contact details, quotes, photos, and attached documents.
• Usage data: pages visited, in-app actions. Collected via Plausible Analytics (self-hosted in Europe), cookieless and without personal identification.

3. Purposes and legal bases

• Contract performance (Art. 6.1.b GDPR): processing maintenance cases, communicating with contractors and tenants, billing.
• Legitimate interest (Art. 6.1.f GDPR): improving the service, aggregated usage analysis, platform security.
• Consent (Art. 6.1.a GDPR): marketing communications, where you have explicitly opted in.

4. Retention

Account and case data are retained for the duration of the contractual relationship and for 5 years thereafter, unless a longer legal retention period applies.

Aggregated analytics data is retained indefinitely as it cannot be used to identify any individual.

5. Sub-processors and transfers

We work with technical sub-processors to host and operate the service. All are established in the European Union or provide adequate safeguards under GDPR.

We do not use third-party cookies or advertising trackers. Our analytics tool (Plausible) is self-hosted and shares no data with third parties.

No personal data is transferred outside the EU/EEA without appropriate safeguards.

6. Your rights

Under GDPR, you have the following rights:

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to data portability
• Right to restriction of processing
• Right to object to processing
• Right to withdraw consent at any time

To exercise these rights, contact us at privacy@colively.app. We will respond within 30 days.

7. Complaints

If you believe your data is being processed in breach of GDPR, you have the right to lodge a complaint with the Belgian Data Protection Authority (APD):

Rue de la Presse 35, 1000 Brussels, Belgium
dataprotectionauthority.be

8. Automated decisions

Colively uses artificial intelligence to structure and categorise maintenance reports. These automated processes do not produce legal effects on data subjects and are subject to human review and validation by the property manager.

9. Updates

We may update this policy at any time. For material changes, we will notify you by email or through the service interface. The version in force is the one published on this page.