Privacy Policy
Last updated: March 2026
Organize IT SRL ("we", "our"), publisher of the UpBoard.ai platform, is committed to protecting the privacy of its users in accordance with the General Data Protection Regulation (GDPR - EU Regulation 2016/679).
1. Data Controller
Organize IT SRL
Rue du Mont-Lassy 54, 1380 Lasne, Belgium
Company number: 0650.555.046
Email: info@upboard.ai
2. Data Collected
2.1 Registration Data
- First and last name
- Professional email address
- Company name
- Password (stored in hashed form)
2.2 Usage Data
- Conversations with AI agents
- Preferences and settings
- Login logs
- Usage metrics (number of messages, tokens consumed)
2.3 ERP Data
ERP data (Odoo, SAP) is queried in real time and is not permanently stored on our servers. Only ERP connection credentials are stored, encrypted with a Fernet algorithm.
3. Legal Basis for Processing
- Contract performance: processing necessary for service delivery
- Legitimate interest: service improvement, security
- Consent: marketing communications (if applicable)
4. Processing Purposes
- Providing and improving the UpBoard.ai service
- Authentication and user account management
- Secure connection to ERP systems
- Billing and subscription management
- Technical support
5. Sub-processors
| Service | Provider | Location | Purpose |
|---|---|---|---|
| AI | Anthropic | United States | AI Agents (Claude) |
| Payment | Stripe | United States | Payment processing |
| Brevo | France | Transactional emails | |
| Monitoring | Sentry | United States | Error tracking |
| Hosting | Infomaniak | Switzerland | Server hosting |
Transfers to the United States are governed by Standard Contractual Clauses (SCCs) approved by the European Commission.
6. Data Retention
- Account data: duration of subscription + 30 days
- AI conversations: rolling 12 months
- Login logs: 6 months
- Billing data: 10 years (legal obligation)
7. Your Rights
Under the GDPR, you have the following rights:
- Access: obtain a copy of your personal data
- Rectification: correct inaccurate data
- Erasure: request deletion of your data
- Portability: receive your data in a structured format
- Objection: object to the processing of your data
- Restriction: restrict the processing of your data
To exercise your rights, contact us at: info@upboard.ai
8. Security
We implement the following security measures:
- TLS encryption for all communications
- Fernet encryption of ERP credentials
- bcrypt hashing of passwords
- Two-factor authentication (2FA)
- Data isolation by tenant (multi-tenancy)
- Access and action logging
9. Supervisory Authority
You have the right to lodge a complaint with the Belgian Data Protection Authority (DPA): www.autoriteprotectiondonnees.be
10. Contact
For any questions regarding this policy: info@upboard.ai