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: report email content, incident descriptions, property addresses and building composition (units, ownership shares), contact details of tenants, occupants, owners, caretakers, co-ownership council members and contractors, quotes, invoices, insurance claim data (policy, declaration, loss adjustment, indemnity), photos, and attached documents.
Website visit data: pages viewed on colively.app. Collected via Plausible, self-hosted on our Scaleway servers, cookieless and without personal identification.
Application usage data: for logged-in managers, pages viewed, in-app actions and session recordings (on-screen journeys, with sensitive fields masked). Collected via PostHog, self-hosted on our Scaleway servers, using a first-party session cookie. No third party has access. Purpose: understand how the product is used and fix friction.

3. Purposes and legal bases

Contract performance (Art. 6.1.b GDPR): processing maintenance cases, communicating with contractors, tenants, occupants and owners, 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.

The application and its data are hosted at Scaleway (datacenter in France, European Union), which also provides the artificial intelligence APIs used by the service. The models used are open source Mistral models. Content processed through these APIs is neither retained nor used for training by the provider.

The other sub-processors that process personal data to deliver the service are:

Lettermint B.V. (Netherlands): sending and receiving email on your organisation's dedicated address.
Infobip Ltd (United Kingdom, European Commission adequacy decision): sending and receiving WhatsApp messages. Messages are stored and processed in its EU/EEA data centres.
MapTiler AG (Switzerland, adequacy decision): map tiles displayed in the application. The manager's browser sends its IP address and the viewed area; no case content is sent.

The up-to-date list, with each sub-processor's role, is published on our Security & data page. Any change is announced 30 days in advance.

We do not use third-party cookies or advertising trackers. Our analytics tools (Plausible, PostHog) are self-hosted and share 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.

Privacy policy