Privacy Policy

Last updated: April 2, 2026

BeeKing ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how your personal information is collected, used, and disclosed when you use the BeeKing web application and its associated services (collectively, our "Service").

By accessing or using our Service, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and our Terms of Service.

Definitions and Key Terms

• Company: When this policy mentions "Company," "we," "us," or "our," it refers to Columbus Holdco, Schaarbeeklei 647, 1800 Vilvoorde, Belgium, responsible for your information under this Privacy Policy.
• Country: Where BeeKing or the owners/founders of BeeKing are based — Belgium.
• Service: The BeeKing web application and all related features and tools provided by Columbus Holdco.
• User / You: Any individual or organization registered with BeeKing to use the Service in an administrative or client capacity.
• Personal Data: Any information that directly or indirectly identifies a natural person.
• Third-party Service: External providers whose tools or infrastructure we use to deliver the Service.
• Device: Any internet-connected device (desktop, laptop, tablet) used to access the BeeKing web application.

What Information Do We Collect?

Information You Provide to Us

• First name and last name
• Email address
• Password (encrypted)
• Date of birth (optional)
• Profile photo (optional)
• Job title (optional)
• Preferred language and timezone (optional)

Information Automatically Collected

When you use BeeKing, we may automatically collect:

• Usage Data: Pages visited, features used, actions taken, session duration
• Technical Data: Browser type and version, operating system, screen resolution, referring URL
• IP Address: Used to identify approximate location and for security monitoring
• Cookies and Session Tokens: To maintain your authenticated session and user preferences

Legal Basis for Processing (GDPR)

We process your personal data on the following legal grounds:

• Contract Performance: Processing necessary to provide the BeeKing Service you have signed up for
• Consent: Where you have provided explicit consent for specific data processing activities
• Legitimate Interests: To improve our Service, ensure security, prevent fraud, and communicate relevant updates
• Legal Obligations: Where required to comply with applicable Belgian and EU law

How Do We Use the Information We Collect?

The information we collect is used to:

• Create and manage your BeeKing account
• Provide access to event management, action review, and reporting features
• Authenticate your identity and maintain a secure session
• Personalise your experience and remember your preferences
• Send important account and service notifications
• Analyse usage patterns to improve the platform
• Detect, investigate, and prevent fraudulent or unauthorised activity
• Comply with legal obligations

Do We Share the Information We Collect with Third Parties?

Third-Party Service Providers

We share personal data with trusted third-party providers solely to operate the Service, including:

• Cloud hosting and infrastructure
• Authentication and security services
• Analytics and application performance monitoring
• Email delivery services
• Customer support tools

All third-party processors are contractually obligated to protect your data in accordance with GDPR and this Privacy Policy.

Business Transfers

If Columbus Holdco is involved in a merger, acquisition, or asset sale, your personal data may be transferred. You will be notified via email and/or a prominent notice on the Service of any change in ownership or use of your personal information.

Legal Requirements

We may disclose your information where required by law or in response to valid requests from public authorities (e.g., courts or government agencies).

International Data Transfers

Your data may be stored or processed on servers located outside Belgium or the EEA. Where such transfers occur, we ensure appropriate safeguards are in place — such as Standard Contractual Clauses approved by the European Commission — to protect your personal data.

How Long Do We Keep Your Information?

• Account Information: Retained for the duration of your account plus 60 days after deletion
• Event and Action Data: Retained for up to 6 years for business records and compliance
• Communication Records: Retained for up to 3 years
• Technical / Log Data: Retained for up to 12 months

Upon account deletion, personal data is deleted or anonymised within 60 days, unless retention is required by law.

How Do We Protect Your Information?

We implement the following security measures:

• All data in transit is encrypted using SSL/TLS
• Passwords are hashed using industry-standard algorithms
• Access to personal data is restricted to authorised personnel only
• Regular security reviews and vulnerability assessments
• Secure cloud infrastructure with access controls and monitoring

No method of transmission over the Internet is 100% secure. While we take commercially reasonable precautions, we cannot guarantee absolute security.

Your Rights Under GDPR

As a resident of the EEA, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Request that we limit how we use your data
• Right to Data Portability: Receive a copy of your data in a structured, machine-readable format
• Right to Object: Object to our processing of your personal data
• Right to Withdraw Consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at the details below. We will respond within 30 days. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit) at www.dataprotectionauthority.be.

Cookies and Tracking Technologies

BeeKing uses the following cookies and local storage technologies:

• Essential Cookies: Required for authentication and secure session management
• Preference Cookies: To remember your language and display preferences
• Analytics: Aggregated, anonymised usage data to improve the platform

We do not place personally identifiable information in cookies accessible by third parties.

You may configure your browser to block cookies, but doing so may prevent certain features of the Service from functioning correctly.

Third-Party Services

Google Maps API

BeeKing uses the Google Maps API to display event locations and geographical data. Google may collect device and usage information in accordance with its Privacy Policy. We are not responsible for Google's data practices.

We are not responsible for the privacy practices of third-party services. Links to third-party sites or services are provided for convenience and are subject to their own terms and privacy policies.

Automated Decision Making

We do not use automated decision-making or profiling that produces legal effects or similarly significantly affects users.

Children's Privacy

BeeKing is intended for use by professionals and business users. We do not knowingly collect personal data from anyone under the age of 16. If you believe a minor has provided us with personal data, please contact us immediately and we will take steps to remove that information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice within the Service before changes take effect. Continued use of the Service after such changes constitutes acceptance of the updated policy. If you do not agree, you may close your account.