Privacy Policy

Last updated: August 2026

This privacy policy (the “Privacy Policy”) applies to all processing activities carried out by Lagotta (as defined below) in its capacity as controller of your Personal Data.

Lagotta may update this Privacy Policy from time to time. The latest version can always be found on our website. Where the change is significant, we will take appropriate steps to inform you.

About this Privacy Policy

Lagotta understands and acknowledges that the protection of your Personal Data matters to you, and we make every effort to protect it. Because of your (potential) commercial relationship or recent contact with Lagotta, or because of a visit to our website, we may collect, store and otherwise process Personal Data relating to you or, if you represent an organisation, to its employees and representatives (“(your) Personal Data”) as a controller.

This Privacy Policy describes (i) how we collect, use and store your Personal Data; (ii) the rights you can exercise in relation to your Personal Data; and (iii) the measures we take to protect and secure your Personal Data.

Lagotta always strives to act in accordance with applicable privacy legislation, such as (non-exhaustive): (i) the European General Data Protection Regulation 2016/679 (“GDPR”); (ii) the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data; (iii) the ePrivacy Directive 2002/58/EC (including all future amendments and revisions thereof); and (iv) any other applicable rules concerning the processing of Personal Data (together, the “Privacy Legislation”).

1. Lagotta is the controller

We are Lagotta BV, a private limited company (besloten vennootschap) incorporated and existing under the laws of Belgium, with registered office at Koningsdonkstraat 42, 9050 Gentbrugge, Belgium, registered with the Belgian Crossroads Bank for Enterprises (Kruispuntbank van Ondernemingen) under number BE 1037.855.854 (LER Ghent) (hereinafter “Lagotta”, “we” or “us”).

You can contact us in relation to this Privacy Policy at privacy@lagotta.ai or via the postal address mentioned above.

In light of the Privacy Legislation, Lagotta acts as the controller of your Personal Data for the purposes described in this Privacy Policy. This means that we determine (and are responsible for) the purposes and means of the processing of your Personal Data.

Please note that this Privacy Policy does not cover the situations in which Lagotta processes personal data on behalf of and on the instructions of its customers as part of delivering its software and services. In those situations, Lagotta acts as a processor, and the relevant processing is governed by the data processing agreement concluded with the customer concerned, not by this Privacy Policy.

2. Lagotta’s processing activities

Below we describe the main processing activities that Lagotta carries out as a controller, the purposes for which we process your Personal Data, the categories of Personal Data involved and the legal ground for each activity.

A. Prospecting and lead generation

Identifying and researching potential customers (leads)

Purpose: Detecting, researching and qualifying organisations and professionals who may be interested in our services.
Personal data: First name, last name, business email address, business phone number, company name, job title, professional profile information (e.g. from professional networks) and other publicly available business information.
Legal ground: Our legitimate interest in developing our business and engaging in business-to-business outreach.

Outreach and sales sequences (e-mail / phone)

Purpose: Contacting potential customers to introduce Lagotta and its services, and following up on that contact.
Personal data: First name, last name, business email address, business phone number, company name, job title and engagement data (e.g. whether a message was opened, clicked or replied to).
Legal ground: Our legitimate interest in fostering our business (business-to-business), and/or your consent where required by applicable law.

Networking, fairs and events

Purpose: Following up after we have met you at a (virtual) event, fair or through professional networking.
Personal data: First name, last name, business contact details, company name and job title.
Legal ground: Your consent and/or our legitimate interest in developing our business.

B. Managing our business relationships (CRM)

Managing our relationship with you (CRM)

Purpose: Administering and maintaining our relationships with prospects, customers, business partners and suppliers, including managing accounts, opportunities, correspondence and the history of our interactions.
Personal data: First name, last name, business contact details, company name, job title, communication history and information relating to opportunities, agreements and services.
Legal ground: The performance of an agreement with you or your organisation (customers) and/or our legitimate interest in managing our business relationships (prospects, partners, suppliers).

Communicating with customers, partners and suppliers

Purpose: Corresponding with you by email, telephone or other channels in the context of our (potential) business relationship.
Personal data: First name, last name, business email address, business phone number, company name and any personal data you voluntarily provide to us.
Legal ground: The performance of an agreement and/or our legitimate interest in maintaining our business relationships.

Contracts, invoicing and accounting

Purpose: Entering into and performing agreements, issuing and processing invoices, and complying with our accounting and tax obligations.
Personal data: First name, last name, company name, business address, VAT / company number, email address and billing and payment information.
Legal ground: The performance of an agreement and compliance with a legal obligation to which Lagotta is subject (accounting and tax law).

C. Meeting recording, notes and transcription

Recording, note-taking and transcription of meetings and calls

Purpose: Capturing accurate notes, summaries and action points from meetings and calls, so that we can follow up correctly and keep a reliable record of what was discussed.
Personal data: First name, last name, the content of the transcript and notes, and meeting metadata (such as date, participants and duration).
Legal ground: Your consent and/or our legitimate interest in accurate record-keeping and follow-up. Where recording is used, we inform participants beforehand and obtain consent where this is required.

D. Marketing and communications

Newsletters, product and marketing updates

Purpose: Sending you newsletters and information about Lagotta, our services and relevant updates, and measuring engagement with those communications.
Personal data: First name, last name, business email address, company name, job title and engagement data (e.g. opens and clicks).
Legal ground: Your consent (in particular for prospects) and/or our legitimate interest in direct marketing towards existing customers. You can object to or unsubscribe from these communications at any time.

Events, webinars and seminars

Purpose: Organising events, webinars and seminars, managing your registration and following up afterwards.
Personal data: First name, last name, business email address, company name and job title.
Legal ground: Your consent.

Feedback and satisfaction

Purpose: Requesting feedback and measuring satisfaction in order to improve our services.
Personal data: First name, last name, business email address, company name, job title and the content of your feedback.
Legal ground: Our legitimate interest in improving our services and/or your consent.

E. General business administration

General business administration and internal operations

Purpose: Running our day-to-day operations, including storing and organising business contacts, documents and communications in our customer-relationship, productivity and cloud tools.
Personal data: First name, last name, business contact details, company name, job title and the content of correspondence and documents that relate to you.
Legal ground: Our legitimate interest in operating and administering our business and/or the performance of an agreement.

Answering enquiries (website and email)

Purpose: Answering questions and requests you send us via our website, by email or by other means, and taking any steps needed to respond to you.
Personal data: First name, last name, email address, phone number and the content of your message.
Legal ground: Your consent and/or steps taken at your request prior to entering into an agreement.

3. Legal grounds for processing

Depending on the activity, Lagotta relies on one or more of the following legal grounds under the Privacy Legislation:

your consent, which you can withdraw at any time (see Section 7);
the performance of an agreement with you or your organisation, or steps taken at your request prior to entering into such an agreement;
compliance with a legal obligation to which Lagotta is subject (for example accounting and tax obligations); and
our legitimate interests, in particular developing, promoting and administering our business, provided these are not overridden by your interests or fundamental rights and freedoms.

Where the legal ground is our legitimate interest, Lagotta will always:

assess the necessity of the processing activity in relation to its purpose (proportionality test); and
assess whether you could reasonably expect the processing to take place, so that we can estimate its possible impact on your fundamental rights and freedoms.

Where we cannot reasonably ensure that a fair balance exists between your rights and freedoms and our interests, we will either no longer carry out the processing for that specific purpose, or rely on another legal ground (for example your consent).

4. Retention periods

Unless a longer storage period is required or justified by law or by another legal obligation, Lagotta only stores your Personal Data for as long as is necessary to achieve and fulfil the purposes for which it was collected.

To determine the appropriate retention period, we take into account in particular:

the duration of our (potential) relationship with you or your organisation;
any statutory retention obligations (for example, invoices and supporting accounting records must be retained for the period prescribed by law);
the period during which a claim could arise from or in connection with our relationship; and
for processing based on consent, until you withdraw your consent, and for direct marketing, until you object.

When Personal Data is no longer needed, we securely delete or anonymise it.

5. Sharing of Personal Data with third parties

Lagotta does not disclose your Personal Data to third parties unless this is necessary for one of the purposes described in this Privacy Policy. Where we rely on service providers to process Personal Data on our behalf, they act as our processors and only process your Personal Data on our documented instructions.

These processors belong to the following categories of service providers:

customer-relationship management (CRM) and sales-engagement / prospecting providers;
email, marketing and newsletter platforms;
meeting recording, note-taking and transcription tools;
productivity, collaboration, cloud storage and hosting providers;
accounting, invoicing and professional-advisory service providers.

With each processor, Lagotta concludes a data processing agreement that contains the guarantees required by the Privacy Legislation regarding the confidentiality and security of your Personal Data.

Notwithstanding the foregoing, Lagotta may also disclose your Personal Data:

to competent authorities, (i) where Lagotta is obliged to do so under the law or in the context of legal proceedings, and (ii) to safeguard and defend our rights; and
to a third party that takes over Lagotta or the majority of its assets, in which case your Personal Data may be one of the transferred assets.

Lagotta does not sell your Personal Data, and does not transfer, rent out or otherwise pass it on to third parties for their own purposes.

6. Transfers of Personal Data outside the EEA

Some of the service providers we work with may process Personal Data outside the European Economic Area (EEA). Any such transfer to a third country or international organisation is subject to (i) an adequacy decision of the European Commission, or (ii) appropriate safeguards as required by the Privacy Legislation, such as the Standard Contractual Clauses adopted by the European Commission.

Where required, Lagotta assesses whether anything in the law or practice of the third country may affect the effectiveness of these safeguards and, if necessary, identifies and implements supplementary measures to ensure a level of protection essentially equivalent to that guaranteed within the EEA.

7. Your privacy rights

In relation to the processing of your Personal Data, you have the following rights:

Withdraw consent: Where the processing is based on your consent, you can withdraw it at any time. This does not affect the lawfulness of processing carried out before the withdrawal.
Access: You can ask us to confirm whether we process Personal Data relating to you and, if so, to obtain a copy of that Personal Data and further information about the processing.
Rectification: You can ask us to correct or complete any Personal Data relating to you that is inaccurate or incomplete.
Erasure: You can ask us to erase your Personal Data in certain circumstances.
Restriction: You can ask us to restrict the processing of your Personal Data in certain circumstances.
Object: You can object to the processing of your Personal Data that is based on our legitimate interests. You can object to the use of your Personal Data for direct marketing purposes at any time.
Data portability: You can ask to receive the Personal Data you provided to us in a structured, commonly used and machine-readable format, or to have it transmitted to another controller where technically feasible.
Lodge a complaint: You have the right to lodge a complaint with a supervisory authority (see Section 11).

Exercising your rights. You can exercise your rights at any time by contacting us at privacy@lagotta.ai. We may ask you for information to confirm your identity before acting on your request. We will respond within the time limits set by the Privacy Legislation and, in principle, free of charge.

Marketing opt-out. If you no longer wish to receive our newsletters or marketing communications, you can object at any time by using the unsubscribe link included in each such communication, or by contacting us at the address above.

8. Security of your Personal Data

The security and safety of your Personal Data is a priority for Lagotta. We implement appropriate technical and organisational measures designed to protect your Personal Data against (i) unauthorised access or disclosure and (ii) loss, misuse or alteration.

In concrete terms, these measures include (non-exhaustive list):

everyone who has access to your Personal Data on behalf of Lagotta is bound by confidentiality obligations;
access to Personal Data is restricted on a ‘need-to-know’ basis to those who need it to perform their role;
where we rely on processors, the necessary data processing agreements are concluded;
we use appropriate access controls, including strong authentication for our systems;
we make back-ups so that data can be recovered in the event of an incident;
we implement state-of-the-art technical measures to protect our systems against viruses and malware; and
we regularly review and evaluate our security measures.

9. Updates to this Privacy Policy

Lagotta is entitled to update this Privacy Policy by posting a new version on its website, indicating the revision date at the top. We therefore recommend that you consult this Privacy Policy regularly so that you are aware of any changes.

10. Contact

If you have any questions or remarks about this Privacy Policy or about the way in which Lagotta collects, uses and processes your Personal Data, please contact us by email at privacy@lagotta.ai.

Lagotta has not appointed a Data Protection Officer, as it is not required to do so under the Privacy Legislation. Privacy-related requests can be addressed to the contact points above.

11. Complaints

If you are not satisfied with the way in which we collect, store or otherwise process or secure your Personal Data, we would like to hear from you, and we are prepared to take reasonable measures to remedy the situation. Please contact us as described in Section 10.

You also have the right to lodge a complaint with the competent supervisory authority, being the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), or the data protection authority of (i) your place of residence or (ii) your place of work, if you consider that the processing of your Personal Data infringes the Privacy Legislation.

You can contact the Belgian Data Protection Authority at contact@apd-gba.be or via www.dataprotectionauthority.be.