Privacy policy

1. Who operates Recepzion

Recepzion is operated by Madunet. Our visiting address is Oude Liermolenweg 5, 2678 MN De Lier, The Netherlands. Madunet is registered with the Chamber of Commerce (KvK) under number 64953645; VAT number NL002023793B14.

For privacy questions or requests, email info(at)madunet.nl. Our Contact page contains the same company details.

2. Our role and your Organization's Reception

Madunet acts as controller for personal information it processes for its own purposes, including Organization and Staff account administration, authentication, billing, service operation, support, security and fraud or abuse prevention.

Customers interact with an Organization's Reception. That Organization may determine the purposes and context of its customer relationship, including access, published content and communication. Madunet provides the platform through which this information is processed. The respective roles depend on the particular processing; they are not necessarily the same for every activity.

Specific data-processing arrangements may apply between Madunet and an Organization where required. This policy does not imply that a separate data-processing agreement already exists for every Organization, or that every Customer has a direct contract with Madunet.

3. Information used by the service

• Organization and Staff: account and contact details, email, Organization identity, authentication and security information, membership and role, invitations, and billing or subscription relationships.
• Customers: email, optional name, account and Organization links, Reception and Location-access relationships, language preference, activation status and access periods.
• Communication: Chat messages, sender information, notifications, message previews, read state and timestamps.
• Mobile and push: app or installation identifiers, push token, platform and environment information, device registration and delivery state. Push alerts use a generic message and routing identifiers, rather than the body of your Chat message.
• Billing: purchases, credit entries and balances, amounts and tax, subscription state, and payment-provider references. Stripe handles card payments; Recepzion does not store full card numbers, CVC or card expiry details.
• Technical and security: request and security information, logs and rate-limit information. Hosting or provider logs may contain network, browser or device information, including IP addresses, depending on their configuration. Rate limiting uses IP addresses without persisting them as domain data.
• Organization-authored content: Reception text, translations, logos and images. These may contain personal information supplied by the Organization or participants.

Email verification is required for Customer account or Reception-access flows that use it. Names are optional in the Customer account. Without information required for a particular operation, we may be unable to authenticate you, provide access or complete that operation.

4. Why information is processed

Information is processed to provide and manage Recepzion: authenticate users, manage Reception access, deliver Content, Chat and Notifications, send sign-in codes and service email, deliver enabled push notifications, process billing and credits, prevent abuse, protect the platform, respond to contact or support requests, and meet applicable legal or accounting obligations.

Recepzion currently uses no first-party analytics or marketing tracking. These activities are not used to build an advertising profile.

5. Legal bases

The applicable legal basis depends on the processing and our role. Where Madunet acts as controller, relevant bases may include performance of an agreement where an agreement with you applies; legitimate interests in operating and securing the service and preventing abuse, subject to the applicable balancing of rights and interests; and legal obligations concerning financial records.

Consent or permission may be needed for optional device functionality or other processing where required by law. Device notification permission is not a blanket legal basis for all personal-data processing. Where processing relies on consent, you may withdraw it; withdrawal does not affect the lawfulness of processing before withdrawal.

For an Organization's customer relationship, the relevant Organization's purposes and legal bases may apply. Contact us or that Organization for information about the particular processing.

6. Providers and sharing

The service uses hosting, database and filesystem infrastructure, an email/SMTP provider for service email, Stripe for payments and billing, and Expo and Firebase Cloud Messaging for push delivery. Providers receive the information necessary for the relevant service. An Organization and its authorized Staff can access information within their Reception relationship and permitted scope.

Provider roles and applicable arrangements depend on the service and contract. Stripe-hosted Checkout has its own privacy and storage practices. Information may also be disclosed where required by applicable law.

External providers may process information outside the Netherlands or the European Economic Area, depending on their setup. Such transfers must be covered by the applicable safeguards where required. The arrangements depend on the provider and processing; this policy does not promise that all processing stays in the EEA. You can request information about the providers and applicable transfer arrangements at info(at)madunet.nl.

7. Retention and deletion

Information is retained while needed to provide and manage the service, support the relevant Organization/customer relationship, protect security, or meet legal and accounting requirements. Account, access and communication records may remain while relevant to those purposes; financial records may need to remain where legally required. Security-log retention depends on operational and security needs. Backup copies may remain for an operational recovery period.

Recepzion does not currently have one general automatic deletion schedule. Access expiry, reading a message or signing out does not automatically erase the related records. Retention is reviewed against the relevant purposes, and information may be deleted or anonymized when no longer needed, subject to legal and operational requirements. Specific periods depend on the data and context.

You can ask about retention or request deletion using the contact below. Requests involving an Organization's Reception may need to be handled with that Organization. Deletion of active records and handling of backup copies may follow different operational steps.

8. Cookies and device storage

The website uses authentication cookies, security/antiforgery cookies and functional cookies for temporary redirect feedback and protected access state. These support sign-in, request protection and normal service operation. Some cookies last for a browser session; protected Customer account and Reception-access cookies can remain for up to 30 days, with access validity checked by the service.

The Android app uses device SecureStore for account and Reception-access credentials and push-installation state. Signing out clears saved account/access credentials and disables push registration, with retry state retained where necessary to finish disabling it.

No first-party analytics or marketing cookies, or first-party browser localStorage/sessionStorage usage, are currently used by Recepzion. External services such as Stripe Checkout are separate and may use their own cookies or storage.

9. Security

Madunet uses technical and organizational measures intended to protect personal information, including authentication, access controls and safeguards for credentials and service operations. No system can guarantee absolute security. Keep account credentials controlled and avoid including unnecessary sensitive information in Reception content or Chat.

10. Your privacy rights

Subject to the applicable conditions, you may request access to your personal information, correction, deletion or restriction, object to processing, and request portability where applicable. Contact info(at)madunet.nl. We may need appropriate information to verify your identity and understand the request.

For information processed in a particular Organization's Reception, a request may need to be handled with or through that Organization, depending on the respective roles. You may also lodge a complaint with the relevant supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens.

11. Intended use and updates

Recepzion is a business/service platform and is not specifically directed at children. Organizations remain responsible for ensuring that their content, use and customer relationships comply with applicable requirements.

This policy may be updated to reflect the service and applicable requirements. The date at the top identifies the current version. Questions can be sent to info(at)madunet.nl.