Privacy notice

Last updated: 12 September 2026.

1. Who is responsible?

Web-ICT Services B.V. is responsible for processing personal data when you contact us or use this website. For questions and requests, email info@web-ict.com.

2. What data do we use and why?

• Enquiries and quotations: your name, email address, optional phone number and company name, subject and message. We use these to respond and prepare quotations or assignments. The legal basis is taking steps at your request before entering a contract, or our legitimate interest in handling business enquiries and correspondence.
• Services and administration: contact, assignment and invoice details needed to fulfil agreements and maintain records. The basis is performance of a contract, our statutory recordkeeping obligations or, for an organisation’s contact persons, our legitimate interest in maintaining the client relationship.
• Operation and security: server logs may contain technical data such as IP address, time, requested page and browser information. The purpose and legitimate interest are troubleshooting and preventing and investigating misuse.

The contact form requires your name, email address, subject and message; phone number and company name are optional. We cannot handle your request without sufficient contact details. Please do not send sensitive personal data, passwords or copies of identity documents.

3. Cookies and external websites

This website contains no advertising trackers or analytics services. Language selection uses links and does not set a preference cookie. The contact form sends your details to Web-ICT Services. Links to other websites open an external service with its own privacy policy.

4. How long do we keep data?

We keep contact details and messages while an enquiry, quotation or resulting assignment is being handled. Afterwards we retain only what is needed to fulfil ongoing agreements, meet statutory recordkeeping obligations or substantiate a specific legal claim. Administrative records are subject to the applicable statutory retention period. Technical logs are kept for troubleshooting and security investigations and deleted when no longer needed for those purposes; incident records may remain necessary until the incident has been resolved.

5. Sharing and security

We share data only as needed for the purposes above, for example with hosting, email and administration providers, or where required by law. We make confidentiality, security and processing arrangements with providers processing personal data on our behalf. We do not sell your personal data. We take appropriate technical and organisational measures and restrict access to people who need the data for their work.

If a provider processes personal data outside the European Economic Area, a valid transfer mechanism is required, such as an adequacy decision or appropriate contractual safeguards. Contact us for information about the recipients and safeguards applicable to your data.

6. Your rights

You can request access to, correction or deletion of your personal data. Depending on the circumstances, you may also request restriction or portability and object to processing based on a legitimate interest. Where processing is based on consent, you can withdraw it without affecting the lawfulness of earlier processing.

Email your request to info@web-ict.com. We normally respond within one month. If an extension is needed, we explain the reason within that month. We may request additional information to verify your identity. You can lodge a complaint with the Dutch Data Protection Authority.

7. Client assignments and changes

When processing personal data on a client’s behalf, we document the arrangements in a separate data processing agreement where required. This privacy statement does not replace that agreement. We may update this statement when our services or the rules change. The date at the top indicates the latest revision.

8. BEUKK plugin for ChatGPT

Web-ICT Services B.V. publishes the BEUKK plugin and provides the technical connection to the BEUKK ordering system. This section describes data processing when you connect your account and use the plugin. The plugin does not change the party with whom you enter into an agreement for an order. Processing we perform on a client's behalf is also subject to the arrangements described in section 7. The purposes and legal bases in section 2 apply to our own support and security activities. Granting ChatGPT technical access is not automatically the legal basis for every processing activity.

Sign-in and access

You sign in on the BEUKK connection's login page, select your customer account and delivery location, and grant access to the functions shown there. Your login details are used to verify your identity and permissions. Your password is not returned to ChatGPT in a plugin response. ChatGPT receives an access token to make authorised requests on your behalf. The login page uses a functional session cookie for the sign-in and authorisation process. The connection is encrypted and access is limited to your account, location and granted permissions.

Data processed and returned by the connection

• Account and location: customer and location names, their identifiers, customer type, and information about ordering permissions or demo status. These determine which information and functions you may access.
• Products and delivery: search queries, permitted products and product groups, product and supplier names and identifiers, customer-specific prices, availability and delivery options. These are needed to answer your questions and calculate a proposal.
• Proposals and orders: products, quantities, units, delivery location, delivery dates, amounts, VAT, applicable charges, references and notes. Previous orders, order numbers and order statuses may also be retrieved at your request. Free text and names may contain personal data.
• Authorisation and verification: records of granted access, validity and revocation, proposal content and version, and timestamps and status of confirmation and processing. These help prevent unauthorised use and duplicate orders and support fault investigations.

ChatGPT sends the input required for the selected function to the connection and receives the corresponding results. Results may appear in your conversation and order card. The plugin does not itself request your entire ChatGPT conversation history or memory. However, a request ChatGPT sends to the plugin may contain information from your conversation. Provide only information needed for your question or order, and do not include passwords or sensitive personal data in searches, references or notes.

Ordering and recipients

An order proposal is not yet an order. Placing an order requires ordering permissions and your separate confirmation. The existing ordering system then processes the order and makes the necessary information available to the relevant supplier(s) and for fulfilment, including any order notifications. Demo accounts cannot place real orders.

Depending on your use, recipients include Web-ICT Services B.V. for technical services and support, the BEUKK ordering system and its service providers, OpenAI as the provider of ChatGPT, and the suppliers involved in an order. Processing within ChatGPT is also subject to OpenAI's privacy information and the settings and terms of your ChatGPT account or workspace. We do not thereby determine how long OpenAI retains your conversations or which usage settings apply to your account. Contact us with questions about service providers and any transfers outside the EEA; see also section 5.

Retention and disconnecting

The connection stores authorisation records, order proposals and confirmation and processing records. An access token is valid for no more than ten minutes; renewable authorisation has a maximum lifetime of thirty days, after which you need to sign in again. These validity periods are not deletion periods for stored data. Expiry of a proposal also does not automatically delete its stored content.

Retention decisions take into account fulfilment and verification of your request, security, recovery from incidents, ongoing agreements, statutory recordkeeping obligations and specific disputes. Data processed on a client's behalf is subject to that client's documented retention instructions. Orders form part of the ordering system's records. Back-ups may contain data and are not individually modified when you disconnect. Contact us for information about retention and deletion applicable to your data, including back-ups.

You can disconnect BEUKK in your ChatGPT settings. For revocation on the connection's side or a request for access, correction or deletion, email info@web-ict.com and mention the BEUKK plugin. The rights and procedure in section 6 also apply here. Do not send your password or access token. Disconnecting does not cancel placed orders or automatically delete proposals, business records or data previously sent to ChatGPT. Manage or delete your conversations separately in ChatGPT.