The studio
Legal notice & privacy.
Published pursuant to Articles III.74 and XII.6 of the Code of Economic Law. The contractual terms of the subscription are set out, for their part, in the terms and conditions.
1Publisher of the site and of the service
The Convivos site and service are published by:
- Company name
- Jim Legrandhenri
- Legal form
- Entreprise individuelle (droit belge)
- Registered office or establishment unit
- Rue Delhasse 14, 4900 Spa, Belgique
- Company number (CBE)
- 1037.815.074
- VAT number
- BE 1037.815.074
- Responsible publisher
- Jim Legrandhenri
- noah@jimos.be
2Hosting and location of the data
The service and its databases are hosted on a virtual private server (VPS) located in the European Union, with OVH SAS, 2 rue Kellermann, 59100 Roubaix, France — RCS Lille Métropole 424 761 419.
The encrypted backups are kept with an object storage provider located in the European Union. Neither we nor our sub-processors transfer any data outside the European Economic Area, with three exceptions, described in § 4.4: the data an establishment passes to Stripe for its customers’ optional online payment; the data of an SMS of the reminder option, which Brevo has delivered by routing operators some of which are established, or have servers, outside the European Economic Area, notably in the United States; and our billing data, which the technical support of our invoicing software may occasionally access from outside the European Economic Area.
3What the service does
Convivos is booking software sold by subscription to professional establishments — restaurants, accommodation providers, and businesses providing services by appointment. It comprises a public booking module embedded in the establishment’s website, a private booking book in which the establishment runs its service, and the automatic sending of confirmations and reminders.
4Personal data
4.1Two distinct roles, not to be confused
The data of guests, travellers and appointment clients — name, contact details, bookings and appointments, notes in the book — is processed on behalf of the establishment, which is the controller of that data. Convivos acts only in the capacity of processor within the meaning of Article 28 of the GDPR. The data processing agreement is set out in § 10 of the terms and conditions, which binds the publisher to each client establishment.
The data of the professional client — the login accounts (yours and those of your staff: one account may serve several establishments), billing details, technical logs — is processed by us in the capacity of controller. That is what the remainder of this section describes.
4.2What we process, why, and on what basis
| Data | Purpose | Legal basis (Art. 6 GDPR) | Retention |
|---|---|---|---|
| Name, e-mail address, language, password (hashed) | Open and maintain the account, authenticate | Performance of the contract for the account holder; for staff members, and during the year after the end of the last contract, legitimate interest (providing the access the establishment asks for, allowing a return) | While a contract is running; one year after the end of the last contract, with no sign-in for a year, the account is anonymised |
| Name of the establishment, billing details | Invoice, keep the accounts | Legal obligation (accounting) | 7 years (accounting retention period) for invoices; a billing address that is a person’s own leaves with the erasure of their account |
| Log of the SMS reminder option: each activation, deactivation or change of the cap, its date, the account that made it and the price shown | Prove the order of a paid option and justify its invoice | Legitimate interest (proof of a contractual commitment) | For the term of the contract; deleted with the establishment’s data (§ 12 of the terms) — the number of SMS billed remains on the invoice |
| Technical logs, connection IP address | Security, abuse prevention, diagnostics | Legitimate interest | At most 12 months |
| Sending e-mail addresses and delivery status | Deliver the messages of the service | Performance of the contract | 12 months, except notices of amendment of the terms (below) |
| Date and version of the acceptance of the terms, and the organisation for which it is given | Prove the acceptance of the terms | Legitimate interest: proving the conclusion of the contract and the accepted version (Art. 6(1)(f) GDPR) | Term of the contract + 10 years |
| IP address of the acceptance of the terms | Link the acceptance to a connection | Legitimate interest (Art. 6(1)(f) GDPR) | Until the account is erased |
| Notices of amendment of the terms: version, date sent, organisations concerned and recipient’s address | Prove the written notice (§ 13 of the terms) | Legitimate interest (Art. 6(1)(f) GDPR) | Term of the contract + 10 years; the recipient’s address, until the account is erased |
| Technical identifier of an establishment whose data has been deleted, or of an anonymised account; module and date | Make a deletion or an anonymisation permanent: replay it after any restoration of a backup (§ 12 of the terms) | Legitimate interest: guaranteeing an erasure that was requested or is due (Art. 6(1)(f) GDPR) | 90 days (at most 180 in the encrypted copies off the server) |
| Assistance log: the operator, the establishment and account concerned, the action and what it changed, its written reason, the operator’s IP address and the date of each of our operations — including a refused action | Make each of our operations in a client’s space verifiable (§ 10.4 of the terms); the copy of your data that we hand over to you, and the destruction of our own copy, are shown to the administrators of your space, on the ‘Équipe’ (team) screen — without the operator, the reason or the IP address | Legitimate interest (Art. 6(1)(f) GDPR) | 12 months |
| Download log: the date, the establishment, the line of business, the file downloaded (the complete copy or a CSV export of the book) and the account from which it was downloaded — never the content of the file; the IP address is not written in it, but the request appears, like any other, in the technical logs (above) | Let the administrators of the client’s space, on its ‘Équipe’ (team) screen, and us know when an establishment’s data has left the book (§ 11 of the terms) | Legitimate interest: the client’s, in knowing who took its data, and ours, in being able to account for data leaving our hosting (Art. 6(1)(f) GDPR) | 12 months, including after the book’s data has been deleted; an erased account is then referred to only by a technical identifier |
| Subscription request: the modules and billing frequency requested, the free-text note, the date, the account that files it | Answer the request; while it awaits an answer, the trial does not close | Performance of the contract (Art. 6(1)(b) GDPR); after the answer, legitimate interest: keeping a record of what was requested (Art. 6(1)(f) GDPR) | Until the answer, then 12 months |
| Prospecting: the name and business contact details of an establishment (its e-mail address, telephone number and website), which it publishes on its website or Google listing, and the name of its manager if shown there; the date of our messages and its reply | Present our services to establishments that may have a use for them, by a hand-written e-mail or a visit | Legitimate interest: making our services known to professionals, about their trade (Art. 6(1)(f) GDPR) | 12 months without follow-up, then deleted; the address of anyone who asks not to be contacted again is kept, to honour that request, for as long as we prospect |
4.3What we do not do
We sell no data. For our own processing (§ 4.2), we carry out no profiling and no automated decision-making producing legal effects; the no-show tracking an establishment enables for its guests or clients is its own processing, described in its privacy policy. The public site sets no audience-measurement or advertising cookie: the only cookies set are strictly necessary to its operation — your choice of language, set only if you change it; a sign-up identifier, set only if you submit the sign-up form and erased as soon as your address is confirmed — it holds nothing but a random number, neither your address nor your name; and a session, set only if you sign in. They therefore require no prior consent, and that is why this site imposes no banner on you.
4.4Sub-processors
| Sub-processor | Role | Location |
|---|---|---|
| OVH SAS | Hosting of the server and of the databases | France (EU) |
| Scaleway SAS | Storage of the encrypted backups, away from the server | France (EU) — Paris region |
| Brevo (Sendinblue SAS) | Delivery of transactional messages — e-mails, and SMS of the reminder option | France (EU) |
For the SMS of the reminder option, Brevo uses its own routing sub-processors, chosen according to the number’s country. For a Belgian or French mobile number: iBasis (Liechtenstein; servers in Austria and Germany), Vonage (United States; servers in the Union) and Telnyx (Ireland; servers in the Union and in the United States). The transfers this routing may involve are framed by the European Commission’s standard contractual clauses and supplementary measures (Brevo’s list of sub-processors, version of 1 October 2025).
Convivos subscriptions are invoiced and collected manually, without a payment provider. When an establishment enables online payment by its customers, they pay the deposit on Stripe’s secure page, and Stripe processes that payment on behalf of the establishment — not on ours — under the agreement between them, and also acts as a controller in its own right, in particular against fraud: Stripe is therefore not in the list above. We send it the customer’s e-mail address, the amount, a description, the reference and technical identifiers of the booking or appointment, and the language of the page; when an establishment’s Stripe account is opened, a contact e-mail address, its country and our internal identifier for it. Payment details are entered with Stripe, never with us. The Stripe group may process this data outside the European Union, under the EU–US Data Privacy Framework and the European Commission’s standard contractual clauses; its privacy policy is published at stripe.com/privacy.
Our subscription invoices are issued from our invoicing and accounting software, Accountable SA (Belgium). For that purpose it receives your organisation’s billing data (§ 4.2), and no data of your guests, your travellers or your appointment clients: it is therefore not in the list above. According to its privacy policy, Accountable hosts its data with Amazon Web Services, in the European Union (Frankfurt); remote technical support or maintenance may occasionally be carried out from outside the European Economic Area, under the European Commission’s standard contractual clauses (Implementing Decision (EU) 2021/914).
We also use two technical monitoring services: healthchecks.io, which receives only a signal that our automatic tasks are running correctly, and UptimeRobot, which queries our services from outside — it is the probe referred to in § 8 of the terms. No data of your guests, your travellers or your appointment clients is transmitted to them: they are not sub-processors.
Any change to this list is communicated to professional clients at least thirty days in advance — for Brevo’s routing operators, as soon as Brevo informs us —, together with the right to object provided for in § 10.8 of the terms and conditions.
4.5Your rights
You have a right of access, of rectification, of erasure, of restriction, of objection and of portability. You may exercise them at any time by writing to the address given in § 1. We reply within one month.
The ‘Account’ area also allows you to delete the account without going through us, and the book allows its owner to export bookings and guest records in CSV format and to download the complete copy of the establishment’s data (the format of your data), at any time during the term of the contract, except during a suspension (§ 6 of the terms).
You may lodge a complaint with the Data Protection Authority, rue de la Presse 35, 1000 Brussels — autoriteprotectiondonnees.be.
5Intellectual property
The software, its code, its interfaces, its texts and its visual identity are protected and remain the exclusive property of the publisher. The subscription confers a personal and non-exclusive right of use, for the term of the contract — assignable only under the conditions of § 14 of the terms and conditions — and nothing more.
The data entered by the client and that of its guests belong to the client: we acquire no right in them. The name, the colours and the logo of the establishment displayed in the booking module remain the property of the establishment, which authorises us to display them for the sole purposes of the service.
6Liability
The publisher takes reasonable steps to ensure the accuracy of the information published on this site. The undertakings relating to the service — availability, backups, security — are defined by the terms and conditions, which prevail over this page for everything concerning the subscription.
7Governing law
This legal notice is governed by Belgian law.