1.Who is responsible?
Boxxpro is a service of Lilopel BV, registered with the Dutch Chamber of Commerce under number 66544122, VAT number NL856601317B01. Contact us about privacy or personal data requests at info [at] boxxpro.com.
Lilopel BV is the controller for data relating to our own accounts, customer relationships, support, billing and website. For personal data your organisation enters in Boxxpro, such as customer or employee information, Boxxpro generally acts as a processor on your organisation’s behalf. That organisation determines the purpose of the processing. If you are a customer or employee of a Boxxpro user, contact that organisation first; we assist where needed.
2.What data do we process?
This depends on the features you use. Data comes from you, authorised users in your organisation or a service you choose to connect.
- Account and contact: name, business email, company information, user permissions and login credentials.
- Business administration: customer and supplier information, invoices, quotations, payments, bank transactions, projects, tasks, hours, bookings, documents and notes you add.
- Support: information you provide when contacting us.
- Technical data: IP address, browser and device information, sessions and technical or security records.
- Optional integrations: information and permissions required for an enabled integration. Google Calendar is described separately below.
Only enter information needed for your administration. Avoid medical or other sensitive information in appointment titles or notes that will be synchronised to an external calendar.
3.Purposes and legal bases
- Providing the service: managing accounts, processing business records, running chosen integrations and providing support. For our own customer relationship, this is necessary to perform a contract or take steps you request before entering one.
- Reliability and security: resolving faults, preventing abuse and protecting access, based on our legitimate interests while considering your privacy interests.
- Legal obligations: including our own financial records and responding to valid legal requests.
- Consent: for optional analytics cookies and access to your Google account. You can withdraw consent.
When we process data for your organisation, that organisation determines the applicable legal basis. Without necessary account information we cannot provide an account. Google Calendar and analytics cookies are optional.
4.Google Calendar: access and use
Boxxpro Agenda is the name of our Google integration. It activates only after an authorised user chooses a Google account and grants access. Boxxpro does not receive your Google password.
The integration requests Google Calendar permission to view, create, modify and delete calendars and events. This permission is technically broad. Boxxpro uses it for its visible calendar and synchronisation features; it does not provide access to Gmail messages.
- Bookings: Boxxpro retrieves the primary calendar’s identification, including the account email. New and updated bookings are sent to that calendar. Cancelling or deleting a booking can remove its Google event.
- Event content: customer name, product or service, start and end times, time zone, booking reference and notes may be included. Only enter information you want displayed there.
- The existing task integration: Boxxpro may read your calendar list to find or create the Boxxpro calendar, and read, create, update and delete task events in it.
- Storage: we retain connection details such as the connected address, calendar or event identifiers and tokens needed for synchronisation. The bookings integration’s refresh token is encrypted at rest; temporary access tokens are cached.
Google receives information needed to update your calendar. People who can access that calendar may see events according to your Google sharing settings. We do not sell Google user data or use it for advertising, credit assessment or training general-purpose AI models. This calendar integration does not forward data obtained from Google APIs to our AI features.
Human access to data obtained from Google is limited to your specific consent or necessary security, troubleshooting or legal actions. Our use and any transfer of information received from Google APIs comply with the Google API Services User Data Policy, including Limited Use requirements.
Disconnecting and deleting data
In Boxxpro, open Bookings → Calendar sync → Disconnect. This removes the connected address, stored tokens and Google event references for that bookings connection from the active application. Your Boxxpro bookings remain.
- Without cleanup: existing Google events remain. Since their references are cleared, you may need to delete those events yourself in Google afterwards.
- With cleanup: select the option to also remove appointments from Google Calendar before disconnecting. Boxxpro first attempts to delete the linked events. A failure or missing Google access may still require manual deletion.
Disconnecting bookings does not automatically revoke other Boxxpro integrations or companies’ access. You can revoke all Google access for the app at myaccount.google.com/connections. This may also affect task synchronisation and other connections using the same Google account. For deletion of other Boxxpro data, contact info [at] boxxpro.com.
6.Connecting your own AI assistant
A user can connect their own AI assistant, such as Claude by Anthropic or ChatGPT by OpenAI, to Boxxpro through our AI connection (MCP). The assistant can then answer questions and carry out tasks, such as drafting an invoice or looking up a booking. The connection is off by default. It only works after a user creates it in the AI app and grants access in Boxxpro, and it can always be revoked under Settings → AI assistants (MCP).
- Same permissions: the assistant acts on behalf of the signed-in user, within the selected company and with exactly that user’s permissions. Sending and deleting only happen after explicit confirmation.
- What the assistant receives: only the data needed for the question asked, such as customer names and contact details, invoices, quotations, products, tasks, hours, projects and bookings, including notes.
- What is never shared: bank data (IBAN, BIC, bank accounts and bank transactions), passwords and access keys, national identification numbers (BSN), passport, ID card and driving licence numbers, date of birth, gender, nationality, health fields, IP addresses, profile photos, colleagues’ email addresses and hours worked, and links that open a booking, quotation or payment without logging in. Recognisable numbers in free text, such as an IBAN, BSN, card number or a password following the word ‘password’, are hidden.
- Be careful with notes: ordinary text, such as a description of symptoms or a treatment, cannot be recognised as sensitive and is shared. Do not put health data or other special categories of personal data in notes if your organisation connects an AI assistant.
- Role of the AI provider: the provider receives the data on your organisation’s instructions, through the account and under the terms your organisation has with that provider. The provider may process data outside the European Economic Area. Your organisation assesses whether the provider and the chosen settings fit its own privacy arrangements, for example whether conversations are used to train AI models. Lilopel BV does not send data to an AI provider on its own initiative through this connection.
- Records: Boxxpro records which user changes something through the connection and when, without the content of the conversation. The conversation itself is stored by the AI provider, not by Boxxpro.
This is separate from Boxxpro’s built-in AI features, such as reading purchase invoices, which are listed under providers above.
7.Retention
Retention depends on the purpose and arrangements with your organisation. We apply these criteria:
- Accounts and business records: while needed to deliver the service, then to complete cancellation, export, deletion requests or a specific dispute. Data held as a processor is also subject to your organisation’s instructions and agreements.
- Our own billing: for applicable statutory accounting and tax retention periods. This does not mean all account content must be kept equally long.
- Support and security records: as needed for the request, investigation, abuse prevention or substantiation of a claim.
- Google connection data: while connected; disconnecting bookings clears the active connection data described above. Events in Boxxpro and Google have separate lifecycles.
- Backups: deleted data may remain temporarily in existing backups until replaced or removed under the applicable backup schedule. A deletion request does not necessarily erase every backup copy immediately.
Cancelling a subscription, disconnecting an integration and deleting data are different actions. If needed, request an export before cancellation and specify what you wish to delete. Email us for the concrete periods applicable to your account.
9.Security and access
We take measures against unauthorised access, loss and misuse, including secure connections, authentication and user permissions. Not every employee or user should have access to all data. Protect your credentials, grant only necessary permissions and use available additional security. No system can guarantee absolute security.
10.Your privacy rights
Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your data. You may object to processing based on legitimate interests and withdraw consent. Withdrawal does not retrospectively invalidate earlier lawful processing.
Email info [at] boxxpro.com. We may appropriately verify that a request comes from the right person. We generally respond within one month; if a statutory extension is needed, we explain this within that period. Legal obligations or other people’s rights may limit a request, in which case we explain why.
You may also complain to the Dutch Autoriteit Persoonsgegevens or the relevant privacy authority in your country.
11.Changes and contact
We update this policy when the service or our practices change. The date above shows the last update. We will inform you of significant changes where required. This policy does not replace any data processing agreement with your organisation.
Privacy contact: Lilopel BV / Boxxpro — info [at] boxxpro.com.