Privacy Policy

Twin Fin Studio is the trading name of Bart Gotemans (sole trader). Bart is the data controller for this website. We help hospitality and local businesses with AI automation: an AI back-office assistant, mail and support triage, custom ops apps and automations, and AI visibility and AI-ready sites. Websites and SEO are part of the package.

Contact: Bart Gotemans, trading as Twin Fin Studio Kleine Nieuwedijkstraat 64/002, 2800 Mechelen, Belgium Enterprise number (KBO): BE 0872.060.484 VAT-exempt small enterprise (art. 56bis Belgian VAT Code) [email protected] | +32 470 825 165

We collect personal data in the following situations:

Contact form — name, email address, website URL, and any information you include in your message.

Hours check — When you do the hours check, we use your first name, email, business details and answers to send you your score and tips, and to follow up with you once. Our AI assistant Kai writes the result email, and it is sent through our email provider Brevo. We only add you to our newsletter if you tick that box, and you can unsubscribe in every newsletter. We keep your details in our own customer system for 12 months, then delete them unless you become a client. Want them deleted sooner? Email us at [email protected].

Newsletter — your email address (and your name, if you give it) when you sign up.

Former visibility scorecard — if you filled in our visibility scorecard before we removed it in October 2026, we keep the details and answers you sent (business name, email address, website URL, business type and country). We keep them for a maximum of 2 years from the day you sent them, or until you ask us to delete them.

Analytics — we use Google Analytics 4 to collect anonymised data about how visitors use our website (pages visited, time on site, general location by country). This only happens with your consent via our cookie banner.

Cookies — see our Cookie Policy for details.

Contact form — to respond to your inquiry (legitimate interest / pre-contractual steps).

Newsletter — to send you our newsletter (consent). You can unsubscribe with the link in every email.

AI-prepared replies — our AI assistant helps us prepare a reply to your form answers. This is part of answering your inquiry (legitimate interest / pre-contractual steps). See "AI processing" below.

Analytics — to understand how our website is used and improve it (consent).

Contact form submissions and lead records are kept for a maximum of 2 years or until you ask us to delete them. Newsletter data is kept until you unsubscribe.

Google Analytics data is retained for 14 months as per our GA4 settings.

We do not sell, rent, or share your personal data with third parties for marketing purposes.

We use the following processors:

Cloudflare (Cloudflare, Inc.) — content delivery and security for our website. Cloudflare may process data in the US.

Hostinger — hosting of our own server (VPS) in Frankfurt, Germany (EU).

Brevo — sends our newsletter and our transactional emails, such as replies to your form.

Notion: when you subscribe to the newsletter, we store your details (name and email address) in Notion, which we use to manage these contacts.

Google Analytics (Google LLC) — anonymised website usage data, only after you accept analytics cookies. Google may process data in the US under Standard Contractual Clauses.

Google (Google Calendar appointment scheduling): when you book a call, Google processes your name, email address and the time you choose.

Anthropic (Claude) — processes the answers you submit in our forms so our AI assistant Kai can prepare a reply. Anthropic is based in the US. This transfer relies on appropriate safeguards.

We also use Notti, our own self-hosted lead and CRM system. Your contact details and messages are stored there. Notti is not a third party.

When you fill in a form on our site, our AI assistant Kai reads your answers and prepares a draft reply. Kai runs on Claude, from Anthropic.

A human (Bart) reviews every reply before it is sent.

We do not use AI to make automated decisions about you that have legal or similarly significant effects.

If you are based in the EU/EEA, you have the right to:

• Access — request a copy of the data we hold about you • Rectification — ask us to correct inaccurate data • Erasure — ask us to delete your data ("right to be forgotten") • Restriction — ask us to pause processing your data • Portability — receive your data in a portable format • Object — object to processing based on legitimate interest

To exercise any of these rights, email us at [email protected]. We will respond within 30 days.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit, GBA).

Apart from strictly necessary security cookies, we only use analytics cookies, and only with your explicit consent. See our Cookie Policy for full details. You can withdraw consent at any time by clearing your browser cookies or using our cookie banner.

We may update this policy from time to time. The "last updated" date at the top of this page will reflect any changes. Material changes will be notified via our website.

Questions about this policy? Contact us at:

Twin Fin Studio — Bart Gotemans Kleine Nieuwedijkstraat 64/002, 2800 Mechelen, Belgium Email: [email protected] Phone: +32 470 825 165