Privacy Policy and Terms & Conditions

Kozik Consulting (VOF)

Last updated: 17 January 2026

Privacy Policy

1. Data Controller
The controller of your personal data is:
Kozik Consulting (VOF)
Enterprise/VAT number: BE 0689.942.885
Registered address: Kleine Geeststraat 185, 1933 Zaventem, Belgium
Email: anya@kozikconsulting.com

2. Personal Data We Collect
Depending on how you interact with us and which service you purchase, we may collect and process:
• Identity and contact data (e.g., name, email address, phone number if provided, country/time zone).
• Service and booking data (e.g., your request, session arrangements, information you share to receive
mentoring/coaching).
• Payment and invoicing data (e.g., billing details, VAT status including EU VAT number where applicable,
invoice details, payment status).
• Communications (emails and messages you send us).
• Website technical data (e.g., IP address, browser/device information, and basic logs needed for security
and site operation).
Coaching/mentoring notes: We may keep working notes from sessions. These notes are stored in Microsoft
OneNote and are accessible only by Kozik Consulting.

3. Purposes of Processing
We process your personal data to:
• Provide mentoring/coaching services and deliver purchased digital products.
• Communicate with you, schedule sessions, and run Zoom meetings.
• Issue invoices, manage payments, and comply with accounting and tax obligations.
• Respond to inquiries and requests.
• Maintain website security and improve site performance.
• Send marketing/news updates only if you explicitly opt in (e.g., via MailerLite, if activated).

4. Legal Basis (GDPR)
We rely on the following legal bases:
• Performance of a contract (to provide the services you request and manage bookings).
• Legal obligation (accounting and tax compliance).
• Legitimate interests (basic business administration, service improvement, and security).
• Consent (optional marketing communications and non-essential cookies, if used).

5. Data Sharing
We do not sell your data. We may share personal data only where needed with trusted providers, such as:
• IT and hosting providers (website operation and security).
• Email and marketing provider (e.g., MailerLite) if you opt in and once activated.
• Zoom (to deliver remote sessions).
• Accountant and professional advisors where necessary for compliance.
• Public authorities where legally required.

6. International Transfers
Some providers may process data outside the EEA. Where applicable, transfers rely on appropriate
safeguards (such as adequacy decisions or contractual safeguards used by the provider).

7. Retention Periods
We keep personal data only as long as needed for the purposes described above and to meet legal
obligations. In particular:
• Invoices and accounting/supporting documents: retained for 10 years (as required by Belgian
accounting and tax rules).
• Client administration (contact and booking history): up to 24 months after the last paid session or last
contact, unless you book again or we must keep information longer to handle disputes/legal
obligations.
• Coaching/mentoring notes (OneNote): retained for up to 36 months after the last session to support
continuity if you return, then deleted or irreversibly anonymised, unless a longer period is necessary
due to an ongoing relationship, a legal claim, or legal obligations.
• Marketing contacts: until you unsubscribe or withdraw consent.
• Website logs: retained for a limited period necessary for security and troubleshooting.

8. Your Rights
You have the right to request access, correction, deletion (where applicable), restriction, objection (where
applicable), and portability (where applicable). You can withdraw consent at any time for consent-based
processing.
To exercise your rights, email anya@kozikconsulting.com.
You also have the right to lodge a complaint with the Belgian Data Protection Authority (APD/GBA).

9. Cookies
We use essential cookies needed for the website to function. If analytics or marketing cookies are enabled
in the future, you will be asked for consent via a cookie banner and you will be able to change your
preferences at any time.

10. Security
We apply reasonable technical and organisational measures to protect personal data (access controls,
device security, least-access principle). No system is risk-free, but we take protection seriously and
minimise access to your data.

11. Changes to this Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the
current version.

Terms & Conditions

1. General
These Terms govern your use of this website and the purchase and use of services and digital products
offered by Kozik Consulting. By purchasing, booking, or using the site, you accept these Terms.

2. Services
Kozik Consulting provides remote mentoring/coaching consultations and related support (including single
sessions and packages), as well as digital products. The scope of each service is described on the relevant
service page or in the written agreement by email.
Important: We do not guarantee employment outcomes. Results depend on your situation, engagement,
and third-party decisions (e.g., employers). Our services are mentoring/coaching and do not replace legal
advice, psychotherapy, or medical services.

3. Booking and Delivery
3.1 Booking sessions
Sessions are scheduled by email. You will receive written confirmation of the date, time, meeting format,
and any preparation instructions.
3.2 Remote delivery
Sessions are delivered remotely (typically via Zoom). You are responsible for a stable internet connection
and a functional device.

4. Prices, VAT, and Payment
4.1 Prices
Prices are shown in EUR. Where applicable, prices include VAT.
4.2 VAT
VAT treatment depends on the type of customer and location. In particular:
• Belgium consumers (B2C): Belgian VAT is charged where applicable.
• EU business customers with a valid EU VAT number (B2B): VAT may be reverse-charged (subject to
verification and applicable rules).
• Non-Belgian customers: VAT may apply depending on the service/product type and place-of-supply
rules.
The invoice you receive confirms the applicable VAT treatment and VAT amount (if any).
4.3 Payment (bank transfer only)
Payment is made by bank transfer only, using the bank details provided by email and/or stated on the
invoice.
• Single sessions: payment is due before the session (unless explicitly agreed otherwise in writing).
• Packages: payment is due before the first session in the package (unless explicitly agreed otherwise in
writing).
• Digital products: payment is due before delivery/access.
If payment is not received, Kozik Consulting may postpone the session or delay delivery until payment is
confirmed.

5. Cancellations, Rescheduling, and No-shows
5.1 Standard policy (24 hours)
You may cancel or reschedule up to 24 hours before the session start time.
5.2 One-time courtesy reschedule
For each purchased session (or each session within a package), you may request one courtesy reschedule
even if you are within the 24-hour window, provided you notify us as soon as possible. This courtesy
reschedule is granted once per session and is subject to availability.
5.3 Late cancellation and no-show
If you cancel less than 24 hours before the session (and the courtesy reschedule has already been used) or
do not attend, the session is treated as delivered and is not refunded.

6. Digital Products (manual delivery)
Digital products are delivered manually after payment (e.g., by email with access instructions or a download
link). Delivery timing will be stated on the product page or in your purchase confirmation email.

7. Consumer Right of Withdrawal (distance contracts)
If you are an EEA consumer buying online, you generally have a 14-day right of withdrawal for distance
contracts, subject to legal conditions and exceptions.

8. Intellectual Property
All materials provided by Kozik Consulting (including documents, templates, written guidance, and digital
products) are for your personal use only unless stated otherwise. You may not copy, resell, redistribute, or
publish them without written permission.

9. Confidentiality
We treat what you share as confidential, except where disclosure is required by law or strictly necessary to
protect vital interests.

10. Liability
Kozik Consulting is not liable for technical failures outside reasonable control (including internet outages
and third-party platform issues), indirect or consequential damages, or outcomes dependent on third
parties (e.g., employers). Nothing in these Terms limits liability where such limitation is not permitted by
mandatory law.

11. Complaints and Contact
All questions, requests, and complaints can be sent to: anya@kozikconsulting.com. We aim to respond
within 10 business days.

12. Governing Law and Jurisdiction
These Terms are governed by Belgian law. Disputes fall under the competent courts determined by Belgian
law and any mandatory consumer protection rules.