1. Who we are
Boekhoudlive is a trade name of Triban Online Group V.O.F., registered at Villafloraweg 1, 5928 SZ Venlo, the Netherlands (visiting address by appointment: Weena 690, 3012 CN Rotterdam). We are registered with the Dutch Chamber of Commerce (KvK) under number 93458649. We help entrepreneurs with online bookkeeping, tax returns, BV incorporation and tax advice — with Fenna, our AI bookkeeper, and an accountant who checks the work.
For privacy questions, contact us at privacy@boekhoudlive.nl or by phone on +31 85-130 2183.
We are the data controller for the data we process. This means we decide what we do with it, and we respect your rights under the GDPR.
2. What data we collect
If you are a client
- Company details: trade name, KvK number, VAT number, business address, legal form
- Contact details: name, phone number and email address of the contact person
- Financial administration: invoices, receipts, bank statements, annual accounts, tax returns — everything needed to keep your books correctly
- Identification data: when incorporating a BV we ask for a copy of your ID (only for the notary and the KvK)
- Citizen service number (BSN): only if we file an income tax return for you, because this is legally required
- Account details: the email address you use to log in to the client portal
- Communication: what you send us via WhatsApp, email or phone, and the messages with our accountants in your portal
- Conversations with Fenna: we do not store them. To generate an answer, your message is processed by Anthropic's AI model. We keep nothing afterwards. Anthropic may retain messages for a short time under its own terms, for example to prevent abuse. The conversation lives only in your own browser and disappears when you close the tab. Fenna never asks for personal data.
If you are not yet a client
- Application form: the details you fill in and send in our application (name, email, phone, company name, your situation and wishes). If you come via Fenna, it also contains the short summary she prepared for you. You see it before you send.
- Communication: your conversations with our advisors (we do not keep conversations with Fenna)
Anyone visiting the website
- Technical data: your IP address and browser data. These are needed to show the website (hosting via Netlify) and to load the fonts (Google Fonts)
- Local storage in your browser: your cookie choice and, while your tab is open, your conversation with Fenna. This is stored only on your own device
We currently use no analytics or marketing cookies. See our cookie notice for the full overview.
3. Why we collect it
We only collect what we need to help you properly. Specifically:
- To deliver our services — bookkeeping, tax returns, advice, incorporation
- To communicate with you — phone, email, chat, WhatsApp
- To process your administration in our accounting software (e-Boekhouden or Moneybird)
- To file returns correctly with the Dutch Tax Authority and other bodies
- To meet our statutory retention obligation (tax retention: 7 years)
- To comply with the Dutch Anti-Money Laundering and Anti-Terrorist Financing Act (Wwft)
- To keep the website secure and working
4. Legal basis
The GDPR requires a valid reason to process data. Our legal bases:
- Performance of the contract — for everything relating to your bookkeeping, tax returns and advice
- Legal obligation — the 7-year tax retention obligation (article 52 of the General State Taxes Act), filing obligations and the Wwft
- Legitimate interest — for securing our systems and improving our services
- Consent — for newsletters, and for analytics or marketing cookies if we use them in the future. You can always withdraw your consent
5. How long we keep it
| Type of data | Retention |
|---|
| Bookkeeping records | 7 years (statutory retention obligation) |
| Identification for BV incorporation | 5 years after the end of the relationship (Wwft) |
| Contact details (client) | During the relationship + 7 years afterwards |
| Lead data (did not become a client) | 2 years — then deleted automatically |
| Communication (email, chat, WhatsApp) | 2 years (longer if legally relevant) |
| Conversations with Fenna | Not stored by us |
| Local storage in your browser | See the cookie notice |
6. Who we work with (processors)
To run our service we work with the following parties. They process data on our behalf (processors), and we have agreements with them that meet the requirements of the GDPR.
| Partner | What they do | Location |
|---|
| e-Boekhouden | Accounting software in which we keep your administration | EU (Netherlands) |
| Moneybird | Accounting software in which we keep your administration, if you choose Moneybird | EU (Netherlands) |
| Supabase | Database for client accounts and the client portal, and for application and contact details | EU |
| Resend | Sending emails, such as the confirmation of your application | US (SCCs) |
| Anthropic (Claude API) | The AI model behind Fenna. Processes your messages to generate an answer; we do not store your conversation | US (SCCs) |
| Netlify | Hosting of this website | US (SCCs) |
For transfers outside the EU we use the European Commission's Standard Contractual Clauses (SCCs) as the legal basis.
Your data also reaches parties that are themselves responsible for what they do with it:
- WhatsApp (Meta) — if you contact us via WhatsApp. Messages via WhatsApp are also subject to WhatsApp's privacy policy.
- Google Fonts — the fonts on this website are loaded from Google's servers. Google sees your IP address when this happens. See Google's privacy policy.
- LinkedIn — only if you consent to marketing in the cookie banner. Then the LinkedIn Insight Tag loads, which lets us measure which LinkedIn ads work and show ads to visitors of the site. See the cookie notice and LinkedIn's privacy policy.
- Google Ads — also only with your consent to marketing. Then the Google Ads tag loads, which lets us measure which Google ads lead to an enquiry or sign-up. See the cookie notice and Google's privacy policy.
- Notary, KvK and Tax Authority — for BV incorporation and tax returns.
We never sell your data to third parties for commercial purposes.
7. How we secure it
- SSL/TLS encryption on all web traffic (HTTPS)
- Encrypted storage in our CRM and accounting software
- Two-factor authentication on accounts with access to client data
- Access to your administration only for the accountants who work on it, all bound by the same duty of confidentiality
- Logging of who viewed what and when, for accountability
- Regular backups in EU data centres
8. Your rights
Under the GDPR you have a number of rights. You can exercise each of them by emailing privacy@boekhoudlive.nl. We respond within one month. We may ask you to verify your identity.
- Access — ask which data we hold about you
- Rectification — have incorrect data corrected
- Erasure ("right to be forgotten") — insofar as this doesn't conflict with our statutory retention obligation
- Restriction — ask us to temporarily stop processing
- Data portability — receive your data in a common file format
- Objection — to processing based on legitimate interest
- Withdrawal of consent — for newsletters or other optional matters (not retroactive)
Automated decision-making: we make no decisions about you that are taken solely by a computer or AI. What Fenna does in your bookkeeping is checked by an accountant, and a tax return is only filed after your approval.
9. Complaints
Not happy with how we handle your data? Tell us first — we'd like to resolve it. If we can't work it out together, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): autoriteitpersoonsgegevens.nl.
10. Changes
We may update this privacy notice, for example when laws change or we add new services. You'll find the current version and the date of the last update at the top of this page. We will inform you of important changes by email.
TL;DR: We only collect what we need, use it only for your bookkeeping and service, secure it properly and never sell it. In case of doubt, email
privacy@boekhoudlive.nl.