Privacy policy
Effective from 13 October 2026
This policy explains how ProductMicrobe BV, the company of Jonas Van Poucke (“we”), Adolf Baeyensstraat 109, B-9040 Gent, Belgium (VAT BE0729995472), processes personal data when you visit www.customer-conversations.com: the productmicrobe site with the course, the skills, the tailoring and coaching, the blog and the workshops. For the practice tool at app.customer-conversations.com the Privacy Policy of the app applies.
We follow the General Data Protection Regulation (GDPR) and Belgian law. ProductMicrobe BV is the data controller.
What data we process
What you give us yourself
- Contact form: name, email address, organisation (optional), the sentence that fits best and your message. The message reaches us as an email and is not stored in a database.
- Booking a call: the calendar belongs to Cal.com. They process your name, email address and appointment. We receive a notice of the booking with your email address and record that an appointment was booked.
- Registering for an open day or showing interest: name, work email, company, role, billing details (company name, VAT number, address), the UTM data of the link you came through and the moment you accepted the workshop terms. We send the invoice by email and take no payment on the site.
- Requesting a workshop for your team: name, email address, company, number of people and your message, by email.
- Free interview grade:your email address and the transcript of an interview. Your browser marks each line as the interviewer’s or the interviewee’s, so we receive no speaker names; the words themselves are stored as they are, and they are the words of the person you interviewed. We send the transcript to Anthropic to write the report, and we mail you the report with your transcript attached. We delete the transcript and the report 30 days after the upload. Three days after the report we send one email asking what you learned; you can unsubscribe in it. Each address gets two free reports, and each connection three attempts a day. The fuller description is in the privacy policy of the app.
What happens automatically
- Your IP address and browser details are visible to our hosting provider (Vercel) on every visit.
- To limit abuse of our forms, we keep your IP address together with the name of the form for a short time (a one-minute counter, cleared within a day).
- Your cookie choice and the proof of it: see below and the cookie policy.
- Only with your consent: analytics with PostHog (pages visited, errors, how parts of the site are used).
Why and on what basis
| Purpose | Legal basis |
|---|---|
| Answering your question through the contact form | Steps at your request before a possible contract (Art. 6.1.b GDPR) |
| Booking and preparing an introductory call | Steps at your request before a possible contract (Art. 6.1.b GDPR) |
| Reading an interview transcript for the free grade (Anthropic) and mailing you the report | Steps at your request (Art. 6.1.b GDPR); for the words of the person you interviewed, and for the one follow-up email, legitimate interest (Art. 6.1.f GDPR), with the agreement you confirm when you upload and an opt-out in the email |
| Open day registration, invoicing and communication | Performance of the contract (Art. 6.1.b GDPR) |
| Emailing people who showed interest about a next open day, and about the workshop | Legitimate interest (Art. 6.1.f GDPR); you can unsubscribe in every email |
| Invoicing and bookkeeping | Legal obligation (Art. 6.1.c GDPR) |
| Protecting forms against abuse | Legitimate interest (Art. 6.1.f GDPR) |
| Analytics with PostHog and our own visitor cookies | Consent (Art. 6.1.a GDPR) |
| Proving that you gave or refused consent (consent log) | Legal obligation to be able to show consent (Art. 6.1.c GDPR, Art. 7.1 GDPR) |
Your cookie choice and the proof of it
On your first visit we ask whether we may place analytics cookies. We use PostHog and our own visitor cookies for that, and without your consent they do not start. We keep every choice (accept, refuse or withdraw) in a log with the time, a random id of your browser, what you consented to (analytics), the site (www or app) and the version of the text you answered. We keep the full text of every version, so we can show what you were shown. If you were signed in to the app at that moment, we also keep your user account. We do not keep an IP address or user agent for this. We keep those records for five years after your choice. After that they become eligible for deletion.
Who we share data with
These parties process data on our behalf, or are responsible for their own part. Transfers outside the EEA rely on the standard contractual clauses of the European Commission.
| Party | What for | Region |
|---|---|---|
| Vercel | Hosting of the site | USA / EU (standard contractual clauses) |
| Supabase | Database: open day registrations, consent log, counters against abuse | USA (standard contractual clauses) |
| Resend | Sending email: contact messages, subscriptions and messages about the open day | USA (standard contractual clauses) |
| Anthropic | Reading the transcript of a free grade to write the report. Not used to train models | USA (standard contractual clauses) |
| Cal.com | Calendar and bookings for introductory calls | USA (standard contractual clauses) |
| PostHog | Analytics, only after your consent | EU |
We do not sell personal data. We only pass data to courts or regulators when the law requires it.
How long we keep data
- Contact messages and bookings: as long as needed to answer and follow up on your question. If no collaboration follows, we delete them afterwards.
- Registrations and invoices: we keep invoices and accounting records for seven years, as the law requires. We delete or anonymise the other data of a registration within 90 days after it is no longer needed.
- Interest in an open day: until you unsubscribe. Then we keep only your email address, marked as unsubscribed, so we do not email you again.
- Free interview grade: the transcript and the report are deleted 30 days after the upload. The mail we sent you stays in your own inbox.
- Counters against abuse: one day at most.
- Consent log: five years after your choice, to be able to show your consent. After that the records become eligible for deletion.
Your rights
You have the right to:
- see your data and ask for a copy;
- have incorrect or incomplete data corrected;
- have your data erased, except where a retention duty applies;
- have the processing restricted;
- take your data with you in a readable format;
- object to processing based on legitimate interest;
- withdraw your consent at any time, without affecting what happened before.
You withdraw your consent for analytics through “Cookie settings” at the bottom of every page. For the other rights, email info@productmicrobe.com. We reply within 30 days. You can also lodge a complaint with the Belgian Data Protection Authority: dataprotectionauthority.be.
Security
We take reasonable technical and organisational measures: encrypted connections, limited access and logging. No connection or storage is completely safe, so we cannot give absolute certainty.
Changes
We may change this policy when our way of working or the law changes. The latest version is always on this page. For an important change we inform you beforehand.
Contact
ProductMicrobe BV · Adolf Baeyensstraat 109, B-9040 Gent, Belgium
info@productmicrobe.com· +32 486 965 980