Privacy Statement Buddy

Last updated: 2026-10-07

1. Introduction

When using Buddy, the AI assistant in the PlusPort learning environment, personal data about you is processed. This Privacy Statement helps you understand what personal data PlusPort B.V. collects and why we collect it, and how we handle, protect, store and delete your personal data.

Personal data is any information relating to an identified or identifiable natural person, such as an email address, street address, phone number, etc.

2. Contact us

If you have any comments or questions about this Privacy Statement, or any privacy concerns, including regarding a possible breach of your privacy, please contact us by sending an email to privacy@plusport.com or by using the privacy request form.

You can also contact our office at:

PlusPort B.V.Office: Louis Braillelaan 80, 5th floor, 2719 EK Zoetermeer, The NetherlandsTelephone number: +31 85 071 9500

3. PlusPort B.V. as Processor

For the personal data processed in Buddy, your employer is the Controller. PlusPort B.V. does in such cases act as a Processor and processes the personal data on behalf of and according to instructions given by your employer.

If you want to invoke your rights in relation to the processing of your personal data in Buddy, you should direct this to your employer.

4. PlusPort B.V. as Controller

In some cases, PlusPort B.V. will be the Controller for your personal data processed in Buddy. This is when PlusPort B.V. determines the purposes and means of the processing of personal data. When PlusPort B.V. is the Controller for your personal data processed in Buddy, this section 4 applies. If you want to learn more about PlusPort B.V.’s general processing of personal data and the specifics of data collected via the company's website, please see PlusPort B.V.’s general privacy statement.

4.1. Processing activities

PlusPort B.V. processes your personal data in Buddy for the processing activities described below. Please do not enter sensitive personal data in your questions to Buddy, such as health information or identification numbers.

SecurityPlusPort B.V. screens questions sent to Buddy for harmful content using Azure's content filter, so that Buddy does not respond to them. When a question is blocked, PlusPort B.V. records the conversation ID and the result of the screening for security investigation. The text of your question is not stored for this purpose. Questions that are not blocked are not recorded for this purpose.

Our legal basis for this processing of personal data is our legitimate interests, cf. GDPR article 6 nr. 1 f). The legitimate interest is to secure Buddy and the learning environment against misuse.

These records are deleted after 365 days, with access restricted to a limited number of authorised PlusPort staff.

Service improvementPlusPort B.V. analyses how Buddy is used and how well it answers, in order to improve the quality and reliability of Buddy. The personal data we process is the text of your questions and Buddy's answers, your feedback on answers, your internal user ID, portal ID and conversation ID, and technical data such as the functions and language model used and token counts.

Our legal basis for processing your personal data is our legitimate interest, cf. GDPR article 6 nr. 1 f). The legitimate interest is to improve the quality and reliability of Buddy.

The personal data is deleted automatically 6 months after collection. You can turn off this analysis in the Buddy settings at any time. We then stop using your conversations for this purpose and delete the data we already hold about you within 30 days.

4.2. How your personal data may be shared

PlusPort B.V. is a part of the Visma Group, which consists of several subsidiaries. In order to maintain an overview and insight, we may share your personal data across companies in the Visma Group within the EU/EEA.

PlusPort B.V. may also share your personal data with external third parties in the following contexts:

ProcessorsPlusPort B.V. uses processors to process personal data: Microsoft, for the screening of questions through the Azure OpenAI Service and its content filtering, and Pendo.io, Inc., for the analysis of Buddy conversations.

When using processors, PlusPort B.V. enters into a data processing agreement in order to safeguard your privacy rights. Both processors process the data within the EU/EEA. Where these processors or their sub-processors may access personal data from outside the EU/EEA, for example for support purposes, we ensure appropriate safeguards, such as the EU-US Data Privacy Framework or the European Commission's Standard Contractual Clauses. You are welcome to request more detailed information on our processors by contacting us as described in the section "Contact us".

Public authoritiesThe police and other authorities may request access to personal information from PlusPort B.V. In these cases, we will only provide the data where we are legally required to do so, on the basis of a valid court order or a similar legally binding request from a competent authority. We assess each request in accordance with our internal procedures and do not disclose more data than strictly necessary. If we receive a request from an authority outside the EU/EEA, we act in accordance with Article 48 of the GDPR.

4.3. Your rights

You can invoke the following rights in relation to our processing of your personal data:

Access. You have the right to request a copy of personal data we process about you.
Rectification. You have the right to request rectification of inaccurate personal data concerning you.
Deletion. You can request deletion of personal data relating to you.
Restriction. You may ask us to restrict the processing of your personal data.
Object. You have the right to object to our processing of your personal data on the basis of legitimate interests.

Please note that there may be certain exceptions or limitations to the abovementioned rights which could apply depending on the specific circumstances of your situation. In such cases, we will provide you with detailed information about the applicable exception or limitation and help you exercise your rights to the fullest extent possible, in accordance with applicable laws and regulations.

Please send an email to privacy@plusport.com or use this privacy request form to file requests as mentioned in this section.

Finally, you also have a right to file a complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) with regards to our processing of your personal data.

5. Changes

We encourage you to review the Privacy Statement regularly. If we make significant changes to the Privacy Statement that materially alter our privacy practices, we will notify you of this.

The Privacy Statement was last updated: 2026-10-07