Privacy Policy — Key Colours / Clavis bv

Last updated: 14 January 2026

1) Who we are (Data Controller)

Key Colours is organised by Clavis bv (“we”, “us”). Clavis bv is the controller for the personal data described in this policy.

Clavis bv
Herkenrodeabdij 4b, 3511 Hasselt, Belgium
VAT / BTW: BE 0421 180 334
Privacy contact: privacy@clavisbooks.com

2) What data we collect

When you register for a webinar or interact with our pages, we may collect:

  • Identification & contact details: first name, last name, email address

  • Profile information you provide: e.g., “I am a…”, “picture book stage”, interest in a 1-on-1 session

  • Technical data: device/browser info, IP address (may be processed by our service providers for security and analytics)

3) Why we use your data

We use your data to:

  • Manage webinar registrations and provide access information (confirmation, reminders, practical updates, replay access if applicable)

  • Tailor the webinar content (examples, follow-up) based on aggregated participant profiles

  • Handle questions/support before or after the webinar

  • Improve our events and communications (basic reporting/analytics)

4) Legal basis

We process your data based on:

  • Legitimate interest: organising and delivering webinars and related practical communications

  • Consent: only where required (e.g., optional marketing communications if you explicitly opt in)

You can unsubscribe from non-essential communications at any time via the link in our emails.

5) Sharing your data (processors)

We only share your data with trusted service providers when needed to run the webinar and manage registrations, such as:

  • HubSpot (forms, contact management, email operations)

  • WebinarGeek (webinar hosting and access links)

  • Squarespace (website hosting)

These providers process data on our behalf under contractual obligations.

6) International transfers

Some service providers may process data outside the EEA. Where applicable, we rely on appropriate safeguards (such as standard contractual clauses) to protect your data.

7) How long we keep your data

We keep your data only as long as necessary for:

  • webinar administration and follow-up, and

  • legal/administrative purposes.

Typical retention: up to 24 months after the event, unless a longer period is required by law or you request deletion (where applicable).

8) Your rights

Depending on your location (e.g., EEA/UK), you may have the right to:

  • access your data, correct it, delete it,

  • restrict or object to processing,

  • data portability,

  • withdraw consent (where processing is based on consent).

To exercise your rights, contact us at privacy@clavisbooks.com.

9) Security

We take reasonable technical and organisational measures to protect your data. No method of transmission/storage is 100% secure, but we work with reputable providers and apply access controls.

10) Cookies and analytics

Our website and embedded services may use cookies or similar technologies for functionality and measurement. You can manage cookies via your browser settings and any cookie banner/settings we provide.

11) Complaints

If you believe your data has been processed unlawfully, you can contact us first. You may also file a complaint with your local data protection authority.