Privacy Policy

1. Who is responsible?

The controller for your data is Solvation B.V.. Questions about your privacy or want to exercise a right? Contact us at info@solvation.ai.

2. What data do we process?

When you create an account

• Name (first and last) - for your profile and identification.
• Username (display name) - how you appear on the platform.
• Email address - for sign-in, verification and notifications.
• Password - stored encrypted (hashed), never readable by us.
• Neighborhood (wijk) - during registration you choose which neighborhood of Tilburg-Noord you live in.
• Language preference - to show the platform in your language.

While you use the platform

• Content you post: comments, event sign-ups and reports.
• Who you follow and your notification preferences.
• Anonymous usage counters: number of comments, votes, sign-ups and login days - not traceable to individual actions.
• Terms acceptance: the date and version you agreed to.

Voting (fully anonymous)

We separately store that you voted (to prevent double voting) and what was voted, with no link between them. Because of this separation and a delayed, randomly ordered processing step, your vote cannot be traced back - not even by us.

3. Purposes and legal bases

• Providing the platform and your account (basis: performance of the contract, art. 6(1)(b) GDPR).
• Confirming you live in the neighborhood (via your neighborhood choice) and preventing abuse/fraud in voting (basis: legitimate interest, art. 6(1)(f) GDPR).
• Sending notifications you configured (basis: contract and/or consent).
• Automatic translation of content (via DeepL) and automatic screening of comments for harmful content (via an AI service), to keep the platform multilingual and safe (basis: legitimate interest, art. 6(1)(f) GDPR).
• Complying with legal obligations (basis: legal obligation, art. 6(1)(c) GDPR).

Some data is required to participate: without an email address, password and neighbourhood you cannot create an account. All other data (such as a profile photo) is voluntary; leaving it out has no consequences for your account.

4. Cookies and statistics

The platform uses only functional and strictly necessary cookies. These require no consent, which is why we show no cookie banner.

• Session/sign-in cookie - to keep you logged in (necessary).
• Language preference - to remember your language (functional).
• Theme and display preferences - to render correctly without flicker (functional).
• 'Show original' preference - to remember your translation choice (functional).

For visitor statistics we use a privacy-friendly, cookieless measurement method (Vercel Web Analytics). It sets no cookies and stores no personal data or individual profiles. We do not use Google Analytics, nor any advertising or tracking cookies.

5. Who do we share data with?

We never sell your data. We do use carefully selected processors, with whom data processing agreements are in place:

• Convex - database and file storage (hosting of platform data).
• Vercel - website hosting and cookieless visitor statistics.
• Resend - sending emails (verification, notifications).
• DeepL - automatic translation of posted content (no account data).
• OpenAI - automatic content moderation.

Some of these parties may process data outside the EU (e.g. the US). This happens under appropriate safeguards, such as the EU-US Data Privacy Framework and/or the European Commission's standard contractual clauses.

6. How long do we keep data?

• Active accounts: as long as you use the account.
• Inactive accounts: deactivated after a reminder and eventually deleted.
• Events: publicly visible up to 6 months back. After 6 months we delete the images, sign-up data, reactions and saved favorites; the number of participants is kept as an anonymous total.
• Event data (title, date, totals): permanently deleted after 5 years.
• Notifications: up to 90 days (read in-app notifications shorter).
• Moderation and audit logs: up to 2 years.
• Temporary vote buffer: a few minutes at most, then deleted.
• Password reset and verification tokens: a few hours up to 24 hours.

7. Your rights

You have the right to access, rectification, erasure, restriction, objection and data portability. Where we process data based on consent, you may withdraw that consent at any time.

• Access and download: you can download your data as a file from your account settings.
• Erasure: you can fully delete your own account from your settings; your personal data is then erased and your comments anonymized.
• Other requests: contact us at info@solvation.ai.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl). We appreciate it if you contact us first at info@solvation.ai.

8. Security

Data is transmitted encrypted (HTTPS/TLS) and stored encrypted. Passwords are hashed. Access to data is restricted based on roles and permissions.

9. Changes

We may update this privacy policy. The current version is always on this page, with the version date at the top. We will inform you of significant changes.

10. Automated decision-making

We use automated systems to keep the platform safe. An AI service screens comments for harmful content; a rejected comment may be hidden immediately. Sanctions, such as a temporary restriction on commenting, only follow after an administrator has reviewed the rejection.

You have the right to human intervention in such decisions: object via the objection button next to the decision. An administrator will review your objection and can reverse the decision. Decisions with significant consequences, such as deleting your account, are never made fully automatically.

In addition, we translate content automatically (DeepL) and automatically check posted comments for harmful content. Those systems do not make decisions about you.