Privacy Policy

Introduction

Who we are

• Address: Nationalestraat 49, 2000 Antwerp
• Email: info@kozyantwerp.be
• Website: www.kozyantwerp.be

Who this policy is for

Data we collect

• Identification and contact details: name, phone number, email address, postal address, nationality.
• Accommodation details: property address, type of accommodation, tourist permit number, photos, etc.
• Business and financial details: billing address, VAT/tax number, bank details.
• Guest booking data: first name, last name, email, phone (optional), stay dates, and the property concerned.
• Payment data: processed by our payment provider Stripe (we do not store full card numbers).
• Communication data: messages and emails you send us via the website contact form (name, email, phone, message and related property details).
• Technical information that may be required for security and hosting (for example IP address or logs at our hosting provider), without analytical or marketing cookies in the current website version.

How we collect this data

• Directly from you, when you contact us by email or phone;
• When you enter into a management agreement with us;
• Through the public booking flow on the website (stay data stored in our database);
• When paying online, via Stripe Checkout;
• Automatically via strictly necessary technical means of the hosting/CDN infrastructure (no analytical or marketing cookies in the current release).

Why we collect this data

• Delivering and managing property management services;
• Processing and confirming stay bookings;
• Collecting stay payment via Stripe;
• Communicating with you about your property and our services;
• Preparing and managing contracts, quotes, and invoices;
• Complying with legal or tax obligations;
• Improving our website and the quality of our services.

We do not sell, rent, or share your data for third-party marketing purposes.

Legal basis for processing

• Performance of a contract (or steps taken prior to entering into a contract);
• Your consent, when you contact us or subscribe to updates;
• Legal obligations (for example accounting or tax compliance);
• Legitimate interests, such as improving our services and maintaining client relationships.

Sharing of data

• Administrative or accounting service providers;
• IT and hosting partners;
• Stripe, Inc. and its affiliates (payment processor): card payments and related data, under Stripe’s privacy policy;
• Local authorities (for example for tourist permit registration, city tax, or taxation).

Guest bookings, payments, and cancellation

• Before payment: you can cancel your request via the cancellation link in the email. No payment has been collected at that stage.
• After payment: cancellation is not self-service. Contact us at info@kozyantwerp.be. A refund request may be reviewed within 48 hours of payment; after that, a refund is not guaranteed.
• If Kozy Antwerp cancels a paid booking: full refund of the amount paid. Stripe processing fees remain at Kozy Antwerp’s expense.

International data transfers

Data retention

• Client and contract data: up to 5 years after the end of the business relationship.
• Accounting and financial data: 6 years, in accordance with Belgian tax legislation.
• Guest booking contact data (name, email, phone): anonymised 30 days after check-out, unless a longer legal duty applies. Stay dates and amounts may be kept for operations and accounting.
• Email / phone communications: up to 1 year after the last communication.

Your rights

• Access your personal data;
• Request correction or deletion of your data;
• Object to or request restriction of processing;
• Withdraw your consent (where applicable);
• Request data portability.

Data security

Cookies & analytics

Contact & complaints

Amendments