Privacy Policy

1. Who we are

VISUAILS is an AI-assisted, human-reviewed product-visuals service based in Enschede, the Netherlands. For the personal data described in this policy, VISUAILS acts as the data controller.

• Trading name: VISUAILS
• Location: Enschede, Netherlands
• Chamber of Commerce (KVK): 99742993
• VAT number: NL005407575B96
• Email: hello@visuails.com
• WhatsApp: +31 6 25436130

2. What data we collect

We only collect what we need to produce your visuals and run our business. Depending on how you use VISUAILS, this may include:

• Product photos and images you upload — the source material we use to create your visuals.
• Contact and business details — your name, brand or company name, email address, phone number, and (where relevant) your VAT number for invoicing.
• Message and brief content — the notes, instructions and correspondence you send us by form, email or WhatsApp.
• Payment data — handled by our payment provider. We do not store full card details on our own systems; we receive confirmation of payment and the information needed to issue an invoice.
• Basic technical data — limited information needed to host and secure the website. See our Cookie Policy for details.

3. Why we use your data

We use your personal data to:

• Produce and deliver the product visuals you order.
• Communicate with you about your brief, order, revisions and delivery.
• Issue invoices and meet our tax and accounting obligations.
• Respond to your questions and support requests.
• Maintain, secure and improve our service.

4. Legal bases for processing

Under the GDPR, we rely on the following legal bases:

• Performance of a contract — to deliver the visuals you order and manage your order.
• Consent — for anything optional, such as non-essential analytics cookies. You can withdraw consent at any time.
• Legitimate interests — to keep our service secure, prevent misuse and improve what we offer, balanced against your rights.
• Legal obligation — to retain invoicing and tax records as required by Dutch and EU law.

5. Processors and third parties

To run VISUAILS we work with a small number of carefully chosen service providers who process data on our behalf, under agreements that require them to protect it:

• An AI image-generation provider — used as part of the pipeline that creates your visuals.
• A payment provider — to process payments securely.
• Email and hosting providers — to run our website, store files and communicate with you.

We do not sell your personal data, and we do not share it for third-party advertising.

6. How long we keep your data

We keep your data only as long as it is needed. Order files and correspondence are retained for as long as necessary to deliver your order, handle revisions and provide support. Invoicing and tax records are kept for as long as the law requires. When data is no longer needed, we delete or anonymise it.

7. Your GDPR rights

As a data subject in the EU, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — ask us to delete your data, where no legal obligation requires us to keep it.
• Portability — receive your data in a structured, commonly used format.
• Restriction and objection — ask us to limit or stop certain processing.
• Withdraw consent — at any time, where processing is based on consent.

To exercise any of these rights, email us at hello@visuails.com. You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).

8. International transfers

We aim to keep processing within the European Economic Area (EEA). Where a provider processes data outside the EEA, we take steps to ensure an adequate level of protection — for example through European Commission adequacy decisions or Standard Contractual Clauses.

9. Security

We use appropriate technical and organisational measures to protect your data, including access controls, encrypted connections and limiting who can access your files. No system is completely secure, but we work to keep your data safe and to respond quickly if anything goes wrong.

10. How to contact us

If you have any questions about this policy or how we handle your data, contact us at hello@visuails.com or via WhatsApp on +31 6 25436130. We aim to respond promptly.