Privacy Policy
Last updated: October 14, 2026
This policy explains what personal data The Expat Buddy collects, why, how long we keep it, and what your rights are.
1. Who we are
The Expat Buddy is a trade name of Nathalie De Langhe, sole proprietor, Lange Zavelstraat 69, 2060 Antwerpen, Belgium. Company and VAT number: BE 1020.017.950.
We are the controller of your personal data. Questions or requests: info@theexpatbuddy.com.
2. What we collect, why, and on which legal basis
Newsletter
What: email address, first name (optional), whether you're an expat or in HR.
Why: to send you the newsletter you asked for.
Legal basis: your consent. You can withdraw it at any time via the unsubscribe link in every email.
First 90 Days checklist
What: email address, first name (optional), whether you also opted in to follow-up emails.
Why: to send you the checklist. If you ticked the box, also a short series of follow-up tips and the newsletter.
Legal basis: to deliver what you requested (the checklist); your consent (follow-up emails and newsletter).
Onboarding Maturity Scan
What: your name, work email, company, job title, number of international employees, and your answers and score.
Why: to calculate your score, send you your report, and follow up with a few relevant emails about international onboarding. We may contact you personally about your results.
Legal basis: to deliver the report you requested; our legitimate interest in following up with professionals who requested a business assessment. You can object at any time via the unsubscribe link or by emailing us.
Bookings and payments (Expat Admin Session, calls)
What: name, email, the answers you give in the booking form, and payment details.
Why: to plan and deliver the session or call, and to invoice.
Legal basis: performance of a contract; our legal obligations (accounting and tax).
Onboarding & Integration Audit
What: contact details of the client's contact person; for interviewed employees: name, role and interview content.
Why: to deliver the audit. Interview content is reported to the client in aggregated, anonymised form unless the employee agrees otherwise.
Legal basis: performance of a contract with the client; our legitimate interest in delivering the audit, balanced against the employee's interests.
Free platform account (self-registration)
What: your name, email address and password, and optionally your municipality, arrival date in Belgium and the name of your employer.
Why: to create and run your account, and to send you your confirmation and welcome email. If you tell us who your employer is, we may tell that company how many of its employees use The Expat Buddy, as a number only and only when at least five of its employees use the platform, so that no one can be identified. We never share your name, details or documents with your employer unless you join through your employer's account.
Legal basis: performance of a contract (your account); our legitimate interest (aggregated employer insight).
Website statistics
What: anonymous page views and funnel events (for example “scan started”), without cookies, names, email addresses or IP addresses.
Why: to understand which pages work and improve the site.
Legal basis: our legitimate interest.
3. How long we keep your data
Newsletter and follow-up emails: until you unsubscribe.
Scan results and leads: up to 24 months after our last contact, unless you become a client.
Bookings, invoices and payment records: for the legal retention period for accounting records (currently 10 years).
Audit interview notes: until 12 months after the audit is delivered.
Anonymous website statistics: up to 24 months.
Free platform accounts: deleted automatically after 12 months without logging in. We warn you by email one month before.
4. Who processes your data for us
We use the following service providers. They only process your data on our instructions.
| Provider | What for | Location |
|---|---|---|
| Supabase | Database and hosting of our data | EU (Ireland) |
| Vercel | Website hosting and anonymous statistics | EU/US |
| Resend | Sending emails | US |
| Stripe | Payments | EU/US |
| Cal.com | Booking the Expat Admin Session | EU/US |
| Meetergo | Booking calls with companies | EU (Germany) |
Where data is transferred outside the European Economic Area, this happens on the basis of the EU-US Data Privacy Framework or the European Commission's Standard Contractual Clauses.
We never sell your data and never share it with third parties for their own marketing.
5. Cookies
Our public website does not use tracking or advertising cookies, so we don't show a cookie banner. We also don't use cookies to keep you signed in: the login area of our platform uses your browser's local storage instead.
6. Your rights
You have the right to access, correct or delete your data, to restrict or object to its processing, to receive it in a portable format, and to withdraw your consent at any time. Email info@theexpatbuddy.com and we'll respond within one month.
You also have the right to file a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit), www.dataprotectionauthority.be.
7. Changes
If we change this policy, we'll update the date at the top. For significant changes, we'll let subscribers know by email.