Privacy Policy

How KA IT SRL collects, uses, and protects your personal data in compliance with the General Data Protection Regulation (GDPR).

1. Introduction

KA IT SRL is committed to protecting the privacy and personal data of its website visitors and clients. This privacy policy explains how we collect, use, store, and protect your personal data when you visit our website ka-it.be or use our client portal at support.ka-it.be.

This policy complies with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable Belgian data protection legislation.

2. Data Controller

The data controller responsible for processing your personal data is:

  • Company: KA IT SRL
  • Responsible person: Abdelhak KHARRAZ, Managing Director
  • Address: Route de Lennik 451, 1070 Anderlecht, Belgium
  • Email: contact@ka-it.be
  • Phone: +32 489 59 42 27
  • BCE: 1000.771.962
  • VAT: BE 1000.771.962

3. Data Collected

We collect personal data only when you voluntarily provide it through our contact forms or quote request forms. The data collected may include:

  • Full name
  • Email address
  • Phone number
  • Company name
  • Message content

We do not collect any sensitive personal data (e.g., racial or ethnic origin, political opinions, religious beliefs, health data).

4. Purpose of Processing

Your personal data is processed for the following purposes:

  • Responding to your inquiries submitted via our contact forms
  • Preparing and sending quotes for our IT support services
  • Providing technical support and managing service requests
  • Communicating with you about our services when relevant to your inquiry

5. Legal Basis

The processing of your personal data is based on the following legal grounds under Article 6 of the GDPR:

  • Legitimate interest (Art. 6(1)(f)): Processing data submitted through contact and quote forms to respond to your inquiries and provide our services
  • Consent (Art. 6(1)(a)): For the use of non-essential cookies and analytics tracking, which you can accept or refuse
  • Contractual necessity (Art. 6(1)(b)): Processing data necessary for the performance of a service contract

6. Cookies and Analytics

This website uses Google Analytics 4 (GA4) to understand how visitors interact with our site and to improve it. No data is shared for advertising purposes.

Key privacy measures for our analytics:

  • Analytics cookies are only set after you give your consent via our cookie banner (Google Consent Mode v2 defaults to "denied")
  • IP addresses are anonymized by Google
  • The data is used solely for statistical purposes and does not identify you personally

GA4 is a service provided by Google. As part of this service, data may be processed outside the European Union; such transfers are governed by the European Commission's Standard Contractual Clauses (SCCs).

You can withdraw or change your cookie preferences at any time through your browser settings.

7. AI assistant and use of a processor

Our client portal (support.ka-it.be) provides an AI assistant that helps speed up the handling of your requests. The assistant operates on a principle of human oversight: the AI drafts a proposed reply, and a member of our team reviews it (and adjusts it where needed) before anything is sent. The AI takes no automated decisions that produce legal effects concerning you.

Purpose. To help our team draft relevant support replies more quickly (the quality and turnaround of your tickets).

Data concerned. The content you send us as part of a support ticket (your message and the technical context you describe), together with the information needed to handle your request. To limit the data transmitted, we first apply an automated data-minimisation step designed to remove, before transmission, directly identifying data that is not needed to handle the request.

Legal basis. Our legitimate interest (Article 6(1)(f) GDPR) in providing efficient, high-quality support, balanced against your rights and interests. You may object to this processing (see “Your rights”); handling without the AI assistant remains possible.

Processor and hosting. The assistant relies on the AI model Claude (Anthropic), run on our behalf by Amazon Web Services through the Amazon Bedrock service, in a region located within the European Union (Ireland). The processor hosting this processing is AWS EMEA SARL (Luxembourg), acting as a processor within the meaning of Article 28 GDPR under a data processing agreement. It processes the data on our behalf and on our instructions, solely for the purposes described above.

Data location within the European Union. For the operation of this assistant, the data is processed within the European Union and is not subject to any transfer outside the European Union. In addition, as part of this service, the prompts and responses are not retained by the hosting provider for its own use, nor used to train artificial-intelligence models. These safeguards are in addition to the minimisation described above and the encryption of communications. You can obtain further information about these safeguards by contacting us.

Retention. Data relating to your tickets is kept in accordance with the retention section of this policy.

Your rights. In respect of this processing, you have all the rights set out in the “Your rights” section (access, rectification, erasure, restriction and objection). To exercise them, or for any question about the AI assistant, email us at contact@ka-it.be. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données).

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Contact form data: Retained for a maximum of 3 years from the date of your last interaction with us, unless a contractual relationship requires longer retention
  • Google Analytics cookies: Maximum retention period of 13 months
  • Client portal data: Retained for the duration of the service contract plus the legally required retention period

After the retention period expires, your data is securely deleted or anonymized.

9. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right of access: You may request a copy of the personal data we hold about you
  • Right to rectification: You may request correction of inaccurate or incomplete data
  • Right to erasure: You may request deletion of your personal data ("right to be forgotten")
  • Right to data portability: You may request your data in a structured, commonly used, machine-readable format
  • Right to object: You may object to the processing of your data based on legitimate interest
  • Right to restriction: You may request that processing of your data be restricted under certain conditions

To exercise any of these rights, please contact us at contact@ka-it.be. We will respond to your request within 30 days.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

  • HTTPS encryption: All data transmitted between your browser and our website is encrypted using TLS/SSL
  • EU hosting: Our website and data are hosted within the European Union (France) by o2switch, ensuring compliance with EU data protection standards
  • Access controls: Only authorized personnel have access to personal data, on a need-to-know basis
  • Regular updates: Our systems and software are regularly updated to address security vulnerabilities

11. Policy Changes

KA IT SRL reserves the right to update this privacy policy at any time. Any changes will be published on this page with an updated revision date. We encourage you to review this policy periodically to stay informed about how we protect your data.

Significant changes that affect how your data is processed will be communicated to you directly where possible.

12. Contact and Complaints

For any questions, concerns, or requests related to this privacy policy or the processing of your personal data, please contact us:

If you believe that your data protection rights have been violated, you have the right to lodge a complaint with the Belgian Data Protection Authority:

Last updated: 4 June 2026

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