This policy explains what personal data VanMate collects, why, how we protect it, and who we share it with. We keep it plain and honest. If anything here is unclear, email us at hello@vanmate.nl.
Who we are
VanMate is a digital toolkit for first-time van builders, run by Arthur & Saskia de Vries, based in the Netherlands. For privacy purposes, we are the "data controller" of your personal data. Contact: hello@vanmate.nl.
Trader details: VanMate, registered in the Netherlands. Chamber of Commerce (KvK) number: 42029212. VAT number: NL869380692B01.
What we collect
- Account & purchase data — your email address, the fact and details of your purchase, and an encrypted (hashed) password you set when you activate your WeightMate account.
- Payment data — handled by our payment provider (Stripe). We receive confirmation and limited metadata; we never see or store your full card details.
- WeightMate usage data — the van model you select and the materials/items list you upload, the weight estimates produced, and basic events (logins, uploads, estimates, errors) used to run and improve the tool and track our costs.
- Analytics & device data — pages visited, approximate location, and device/browser information, collected via analytics tools where you've consented.
- Communications and free-checklist requests — your email, request and delivery dates, subscription preference, the consent wording/version and confirmation or withdrawal dates. Leads are stored separately from app customers in the same Google Firestore database. Requesting a checklist does not create an app account.
- Lead service events — request, email-send, download, confirmation and unsubscribe events, with a pseudonymous lead ID and limited campaign labels. These go to our Google Cloud logs and BigQuery reporting, not to Google Analytics with your email or private link tokens. Temporary request counters help prevent repeated or abusive email requests.
Why we use it (legal bases)
- To deliver what you bought (contract) — create your account, give you access to WeightMate and your downloads, and provide support.
- To run and improve the service (legitimate interest) — security, fixing errors, understanding usage, and managing our costs.
- Free-checklist delivery — to fulfil the download you request. Giving marketing consent is not a condition of receiving the checklist.
- Lead marketing emails (consent) — only after you tick the optional box and confirm through the email link. This saves your preference for future VanMate build tips and product news; no automated follow-up sequence is currently enabled. Every marketing email has an unsubscribe link. Existing customer account preferences are separate; requesting this checklist does not change them.
- Analytics cookies (consent) — only where you've agreed via our cookie banner.
The AI weight tool
WeightMate estimates the weight of your build using an AI model. To do this, the van model and item list you enter are sent to a third-party AI provider (see the sub-processor list below) which returns a weight estimate. We send the build data only — not your name or email — so the AI provider does not receive information that identifies you. Estimates are approximations for planning and are not a substitute for an official weighbridge reading.
Who we share data with (sub-processors)
We don't sell your data. We share it only with the service providers below, who process it on our behalf to run VanMate. We add a provider to this list before we start using it for customer data, and we require appropriate data-protection safeguards (including EU Standard Contractual Clauses where data leaves the EU).
| Provider | What it does for us | Data it processes | Region |
|---|---|---|---|
| Stripe | Payment processing | Email, purchase & payment metadata (not full card details) | EU / US (SCCs) |
| Resend | Sending checklist, account and consented marketing emails | Email address, email content, delivery status | US (SCCs) |
| Google Cloud & Google Analytics | Hosting, database/storage, website analytics | Account & usage data, email, device/analytics data | EU (primary) / US |
| PostHog | Product analytics | Usage events, device & approximate-location data | EU |
| DeepSeek | AI weight estimation | Van model & uploaded item list only (no identifying data) | Outside EU |
| Moonshot AI | AI weight estimation | Van model & uploaded item list only (no identifying data) | Outside EU |
| OpenAI | AI weight estimation | Van model & uploaded item list only (no identifying data) | US (SCCs) |
| Anthropic | AI weight estimation | Van model & uploaded item list only (no identifying data) | US (SCCs) |
The AI weight estimation may be handled by any one of the listed AI providers depending on configuration; in all cases only the build data is sent, never your identity.
International transfers
Some providers are outside the EU. Where they process personal data, we rely on EU Standard Contractual Clauses or equivalent safeguards. The AI providers receive only your (non-identifying) build data.
How long we keep it
We keep account and usage data for as long as your account is active. Purchase and invoice records are kept for as long as Dutch tax law requires (currently 7 years). If you ask us to delete your account, we remove your personal data except what we must keep by law.
Your rights
Under the GDPR you can ask us to: access your data, correct it, delete it, export it, restrict or object to processing, and withdraw consent at any time. Email hello@vanmate.nl and we'll respond within 30 days. You also have the right to complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Cookies
The app uses essential cookies to keep you logged in. This marketing site loads Google Analytics only after you accept analytics cookies. Your choice is saved locally; campaign labels can pass between site pages without an attribution cookie. .
Changes
We may update this policy. We'll change the date above and, for material changes, let you know by email.
Questions? Email hello@vanmate.nl or DM @boxieonwheels.