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 — emails you send us and your marketing preferences.
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.
- Marketing emails — as an existing customer, we may send you occasional build tips and product updates about similar VanMate products (a "soft opt-in"). You can opt out at activation and unsubscribe from any email at any time.
- 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 transactional & account emails | Email address, email content | 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
We use essential cookies to keep you logged in, and analytics cookies only with your consent (managed via our cookie banner). You can change your choice at any time.
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.