Legal notice

Site publisher

The kayo.agency website is published by:

• →Trade name: Kayo Agency
• →Natural person: Kevin Forma (self-employed — sole proprietorship)
• →Address: 27 Avenue Pénélope, Bte 7, 1190 Forest (Brussels), Belgium
• →Email: hello@kayo.agency
• →Company number (CBE): BE 0697.861.253
• →VAT status: Exemption scheme — Article 56bis of the Belgian VAT Code (VAT not applicable)
• →NACE-BEL codes: 62200 (IT consulting, main activity), 62100 and 62900
• →Publishing director: Kevin Forma

Activity

Kayo Agency is the trade name under which Kevin Forma carries out a digital creation business covering the design and development of websites, web and mobile applications, the creation of visual identities, content production (copywriting, art direction), search engine optimisation and the management of online advertising campaigns, as well as the maintenance, integration and automation of digital tools.

Hosting

The website is hosted by:

• →Company: Vercel Inc.
• →Address: 340 S Lemon Ave #4133, Walnut CA 91789, United States
• →Website: vercel.com

Personal data

The processing of personal data collected through this website is governed by our privacy policy, below.

Cookies

The use of cookies on this website is described in our cookie policy, below.

Contact

For any question regarding this legal notice: hello@kayo.agency

Accessibility

Kayo Agency aims for kayo.agency to conform to level AA of the Web Content Accessibility Guidelines (WCAG 2.2). The site is partially conformant: this status comes from a self-assessment of 15 October 2026 (automated testing tool on 60 pages and manual keyboard checks), without an external audit.

Known issues, being fixed:

• →the Escape key does not close the cookie consent banner (a keyboard check on 23 October 2026 no longer found any element hidden by the banner);
• →two texts on the Contact page and some tables on this page have a contrast slightly below the recommended 4.5:1 ratio;
• →the French review quoted on the English pages is not marked up as French text.

Cannot access some content or a feature? Write to us at hello@kayo.agency with the page concerned and the difficulty you met: we will look for a solution or an alternative.

Purpose and acceptance

These terms of use govern access to and use of the kayo.agency website by any visitor. Browsing the website implies acceptance of these terms. As soon as a service is ordered, the general terms and conditions of sale also apply.

Access to the website

The website is accessible free of charge, without creating an account. Kayo Agency strives to keep it available at all times but may suspend access, without notice or compensation, for maintenance, updates or security reasons. Connection costs and equipment remain the visitor's responsibility.

Acceptable use

Visitors agree not to: disrupt the website or attempt unauthorised access; submit forms in an automated or repeated manner; transmit unlawful or misleading content, or content infringing third-party rights; systematically extract the website's content by automated means. Kayo Agency may ignore or refuse any request that does not comply with these rules.

Contact form and booking

The form on the Contact page or the “Book a 20-minute call” window comes before booking a free 20-minute discovery call. Visitors agree to provide accurate information. The time slot is chosen through a third-party service (Cal.com), subject to its own terms. Kayo Agency may postpone or cancel an appointment by informing the visitor, in particular in the case of a clearly mistaken or abusive booking. Data processing is described in the privacy policy.

Intellectual property

All elements making up the kayo.agency website — text, images, illustrations, source code, visual identity, logo, structure — are the exclusive property of Kevin Forma, unless explicitly stated otherwise and except for elements belonging to third parties (fonts, licensed images, client work reproduced with their permission).

Any reproduction, representation, modification, publication or adaptation of all or part of the website's elements, by any means or process whatsoever, is prohibited without the prior written consent of Kevin Forma.

Website content

Information published on the website is general and provided for guidance only. It may change without notice and constitutes neither a contractual offer nor a quote: only an accepted quote binds Kayo Agency. The service combinations shown are examples; the projects shown are real projects.

Links to other websites

The website contains links to third-party websites (for example client projects or booking tools). Kayo Agency does not control their content and is not responsible for their availability, content or use.

Liability

Kayo Agency takes reasonable steps to ensure the accuracy of the information and the security of the website, but cannot guarantee that it is free from errors, interruptions or technical failures. It cannot be held liable for damage resulting from the use of the website or the inability to access it, except in the case of wilful misconduct or gross negligence, and to the extent permitted by law.

Changes to these terms

Kayo Agency may amend these terms at any time. The applicable version is the one published on this page at the time of the visit. The date of the last update appears at the top of the page.

Governing law and disputes

These terms are governed by Belgian law, without prejudice to applicable mandatory provisions. The courts of the judicial district of Brussels have jurisdiction, unless a mandatory legal rule provides otherwise.

Introduction

This privacy policy is drawn up in accordance with the General Data Protection Regulation (GDPR — Regulation (EU) 2016/679) and applicable Belgian data protection legislation.

It applies to all personal data collected through the kayo.agency website, through the espace.kayo.agency client area and in the course of our business exchanges. Audience measurement and advertising cookies are only set after your consent, given purpose by purpose via the banner shown on your first visit; you can change or withdraw that consent at any time from the "Cookie preferences" link at the bottom of the page.

Data controller

• →Identity: Kevin Forma
• →Trade name: Kayo Agency
• →Address: 27 Avenue Pénélope, Bte 7, 1190 Forest (Brussels), Belgium
• →Email: hello@kayo.agency
• →Company number (CBE): BE 0697.861.253

Data collected

We may collect the following data:

• →Through the form on the Contact page or the “Book a 20-minute call” window, completed before booking a call: name (first and last name in the window), email address, company or website (Contact page only), business sector, phone number (optional) and a description of what you would like to improve.
• →Technical data: to limit spam and abuse, your IP address is used, in the server's memory, to limit the number of form submissions per visitor (Contact page and booking window); Kayo Agency does not record it, but the site's host (Vercel) may log it in its technical logs.
• →Through the booking calendar (Cal.com): as soon as the calendar is displayed, after the contact form or the booking window is sent, Cal.com receives your name, email address and notes taken from the form (company or website, sector, need described) to prefill the booking; the chosen time slot is added if you book.
• →Through the website's AI assistant (chat window): the messages you write there and, only if you tick the box provided for that purpose, your contact details (name, email address, optional phone number, company and business sector), a summary of your request and your answers to the few questions asked to prepare the conversation (preferred timeframe, nature and context of the project), which you are free not to answer. The AI assistant also writes, for Kayo Agency, a short reason for passing your request to the team and an estimate of how pressing your request is (hot, warm or cold): these items are used to handle your request, and no automated decision results from them.
• →Through Google Tag Manager, Google Analytics 4, Google Ads, Microsoft Clarity and the Meta pixel, only if you accept: browsing and conversion data (pages visited, traffic source, device, pseudonymous cookie identifier) and, with Clarity, a pseudonymised recording of clicks and scrolling (input fields and the AI assistant are masked). See the cookie policy below.
• →For outreach to businesses: publicly available professional contact details (see "Outreach to professionals" below).
• →For our clients and their contact persons: name, position, professional contact details, billing data, project-related exchanges and technical access provided to perform the service.
• →For our clients' contact persons who use the client area: the data described in "Client area" below.

Purpose of processing

The data collected is used for the following purposes:

• →Preparing the discovery call you book and taking a first look at your situation (pre-audit)
• →Responding to contact and quote requests
• →Answering your questions through the website's AI assistant and, if you ask, passing your request on to the team so that it can contact you
• →Performing the services ordered and managing the business relationship
• →Providing our clients with a secure area to follow their projects, and keeping it secure
• →Measuring website audience and advertising campaign results, if you accept
• →Complying with legal obligations, in particular accounting obligations

To prepare the pre-audit, your form answers may be analysed with the help of an artificial intelligence tool. They are anonymised first: your name, email address, phone number and company or website are removed, and only the description of your needs is submitted to the tool. The tool used is Claude (Anthropic); the option allowing the provider to use content to improve or train its models is turned off. The analysis is always reviewed and completed by a human: no decision producing legal effects or similarly significantly affecting you is taken by automated means (Art. 22 GDPR).

Legal basis

Your data is processed on the following legal bases, depending on the case:

• →Steps taken at your request prior to entering into a contract, and performance of the contract (Art. 6(1)(b) GDPR) — response to the Contact page form, preparation of the call, quotes and services
• →Performance of the contract (Art. 6(1)(b) GDPR) where the client is a natural person (self-employed), or Kayo Agency's legitimate interest in performing the contract concluded with the business you represent (Art. 6(1)(f) GDPR) — operation of the client area; Kayo Agency's legitimate interest (Art. 6(1)(f) GDPR) — security of the client area and access and activity logs
• →Kayo Agency's legitimate interest in preparing a useful call (Art. 6(1)(f) GDPR) — pre-audit of your answers, assisted by an AI tool that only receives the anonymised description of your needs, with no data identifying you; you can object at any time by saying so in your message or by writing to hello@kayo.agency, without preventing the call
• →Kayo Agency's legitimate interest in answering questions asked on its website (Art. 6(1)(f) GDPR) — messages exchanged with the website's AI assistant
• →Your consent (Art. 6(1)(a) GDPR) — audience measurement and advertising cookies; passing on your contact details to the team through the website's AI assistant (tick box)
• →Kayo Agency's legitimate interest (Art. 6(1)(f) GDPR) — managing the business relationship and outreach to professionals
• →Compliance with a legal obligation (Art. 6(1)(c) GDPR) — retention of accounting and tax records

Retention period

• →Contact form, appointments and exchanges with no follow-up: 12 months from the last exchange, then deleted from our tools (email, calendar, booking).
• →Website AI assistant: conversations are not stored by Kayo Agency and disappear when you close or reload the page; only the contact details and summary you choose to pass on are kept, like requests sent through the contact form (12 months with no follow-up). Messages are processed by Anthropic to generate the answers. To limit abuse, your IP address is used, in the server's memory, to limit the number of messages per visitor; Kayo Agency does not record it, but the site's host (Vercel) may log it in its technical logs. Anthropic keeps messages and answers for at most 30 days, then deletes them automatically; it may keep them longer where required by law, or where a conversation is flagged by its automated safety systems (for up to 2 years).
• →Outreach: 12 months from collection or the last exchange, or until you object if earlier.
• →Clients: from the acceptance of a quote, relationship data is kept for its whole duration and 10 years after it ends (limitation period and accounting obligations).
• →Client area: see the detailed periods in "Client area" below.
• →Technical access provided by a client: removed at the end of the service.

Recipients

Your data is intended for Kayo Agency, that is, Kevin Forma and, where applicable, the people who occasionally help him, who are bound by confidentiality. It is not sold, rented or transferred to third parties for commercial purposes.

It may be shared with the following processors, strictly as needed and in compliance with the GDPR:

• →Vercel Inc. (United States) — hosting of the website and of the client area application (client area server functions run in the Frankfurt region, Germany)
• →Brevo (Sendinblue SAS, France) — delivery of messages sent through the contact form, of requests passed on through the website's AI assistant and of client area emails
• →Supabase Pte. Ltd (Singapore) — database, authentication and files of the client area, hosted in the European Union (Frankfurt, Germany)
• →Scaleway SAS (France) — encrypted backup copy of the client area files, stored in Paris (European Union)
• →Google Ireland Ltd. / Google LLC — business email, prospect follow-up (Google Sheets) and Google Meet video calls for appointments (Google Workspace) and, if you accept, audience measurement and advertising campaign tracking (Google Tag Manager, Google Analytics, Google Ads)
• →Meta Platforms Ireland Ltd. / Meta Platforms, Inc. — if you accept, measurement of the results of our ads on Facebook and Instagram (Meta pixel)
• →Microsoft Ireland Operating Ltd. / Microsoft Corporation — if you accept, analysis of how the site is used through pseudonymised recordings and heatmaps (Microsoft Clarity)
• →Accountable SA (Belgium, CBE 0682.763.303) — issuing and archiving client invoices, including Peppol e-invoicing (identity and billing details of clients and their contact persons); data hosted by AWS EMEA SARL (Luxembourg) in its Frankfurt data centres (Germany), with possible transfers outside the European Union covered by the safeguards described in "Transfers outside the European Union"
• →Cal.com, Inc. (United States) — scheduling: the discovery call (name, email, notes from the form, chosen time slot) and follow-up calls booked by our clients from the client area (name, email, chosen time slot)
• →Cloudflare, Inc. (United States) — anti-bot check when signing in to the client area (Turnstile): IP address and technical characteristics of the browser and device, used to tell a human from a bot
• →Anthropic PBC (United States) — running the website's AI assistant: the messages written in the chat window are sent to it to generate the answers

For online payment of instalments in the client area, Stripe (Stripe Payments Europe, Limited, Ireland), a payment service provider, receives the data described in "Client area". Stripe acts as Kayo Agency's processor to carry out the payment and as an independent controller for its own purposes (in particular fraud prevention and its legal obligations as a payment service provider), under its own privacy policy.

The AI tool used for the pre-audit (Anthropic's Claude) only receives anonymised answers: for the pre-audit, it is not a recipient of your personal data. The website's AI assistant, on the other hand, runs on Anthropic as stated above.

To give Kayo Agency access to your tools (hosting, domain name, software), you invite it as a user with the address hello@kayo.agency, without sending any password; failing that, you send the access through a Bitwarden Send link that you create yourself. Credentials and access that Kayo Agency sends you go through Bitwarden Send. A Bitwarden Send link is end-to-end encrypted, can be viewed only once and expires after 7 days; Bitwarden cannot read the content sent: it is not a recipient of that data.

Transfers outside the European Union

Some of these providers are established outside the European Union (in particular in the United States) or may process data there. Supabase Pte. Ltd is established in Singapore: the client area data is hosted in the European Union (Frankfurt), but remote access from a third country may constitute a transfer, covered by the standard contractual clauses. These transfers rely on appropriate safeguards: the European Commission's adequacy decision on the EU–US Data Privacy Framework where the provider is certified under it, or the standard contractual clauses adopted by the European Commission. You can obtain information about these safeguards by writing to us.

Outreach to professionals

Kayo Agency may contact businesses and self-employed professionals using publicly available professional contact details (website, company page, professional directories). The source and date of collection of each contact are recorded. No private data is collected and no contact lists are purchased.

This processing is based on Kayo Agency's legitimate interest (Art. 6(1)(f) GDPR). You can object at any time, without giving reasons, by replying to the message you received or by writing to hello@kayo.agency: your details are then removed from our outreach lists and no longer used; only the contact detail used to reach you (email address or business phone number) is kept in an exclusion list, to make sure you are not contacted again. Contacts with no follow-up are deleted after 12 months.

Client area

Kayo Agency provides its clients with a private client area, available at espace.kayo.agency, to follow their projects: progress, expected actions, documents, messages and payment schedule. Access is limited to the contact persons the client has designated and Kayo Agency has invited; there is no open sign-up. You log in through a personal link sent by email, valid for 1 hour and usable only once; a session lasts at most 30 days on the device used.

Kayo Agency is the controller of the data needed to run the area and manage the relationship: contact persons' accounts, exchanges, contractual documents and logs. When a client business uploads personal data about its own customers, visitors or employees (for example a contact export, photos of people or testimonials for its website), it remains the controller of that data and Kayo Agency processes it on its behalf, as processor, under the data processing agreement (DPA) provided for in Article 12 of the terms of sale. We recommend uploading only the data strictly needed for the service.

Data processed:

• →Your account: first name, last name, business email address, linked company (company name, CBE or VAT number and, where applicable, address), role in the area, date the invitation was sent, date, time and version of the terms of use accepted.
• →Project tracking: projects, stages, milestones and comments, requested actions, your answers and the date you marked them as sent.
• →Payment schedule: descriptions, amounts, planned dates, payment dates and payment method (recorded by Kayo Agency or paid online). No card or bank account details go through the area or are kept by Kayo Agency, including for an online payment.
• →Online payments, where Kayo Agency has enabled them for your business: the instalment concerned, amount, date and status of the payment, the contact person who started it, technical identifiers assigned by Stripe (session and payment) and, in case of an anomaly (for example a different amount or an instalment already paid), its reason.
• →Documents and files: those Kayo Agency publishes (quotes, contract, mock-ups, acceptance reports, invoices, reports…) and those you upload (logos, texts, images, briefs, message attachments), with their name, size, format, version, author and date.
• →Messages: text, author, date and time, attachments, and which messages you have read.
• →Approvals and reports: your answers to requests for approval, quote acceptance and acceptance of deliverables (status, comment, date and time, version and digital fingerprint of the document concerned) and your incident reports (description, stated urgency, date and time, attached screenshots).
• →Logs: document views and downloads (who, which document, when) and an activity log (for example login, acceptance of the terms, upload, message, action marked as sent).
• →Technical login data: open sessions and their duration. The authentication service may record the IP address and browser type at login, for security purposes.

Passwords and credentials must never be uploaded to the area, whether in a message or in a file: to give access, invite Kayo Agency as a user of the tool or use Bitwarden Send (see "Recipients").

Purposes and legal bases:

• →Opening and managing your access, showing your projects' progress, receiving and publishing documents and messages, sending the area's emails (invitation, login link, notifications and reminders): performance of the contract (Art. 6(1)(b) GDPR) where the client is a natural person (self-employed), or Kayo Agency's legitimate interest in performing the contract concluded with the business you represent (Art. 6(1)(f) GDPR).
• →Keeping a dated record of exchanges, answers and approvals given in writing: performance of the contract and Kayo Agency's legitimate interest in being able to establish how the project went (Art. 6(1)(f) GDPR).
• →Securing the area (document access logs, activity log, session termination, upload and message limits against abuse): the legitimate interest of Kayo Agency and its clients in the security and confidentiality of data (Art. 6(1)(f) GDPR).
• →Keeping invoices and accounting records published in the area: legal obligation (Art. 6(1)(c) GDPR).
• →Enabling online payment of an instalment by Bancontact or card and matching it with the payment schedule: performance of the contract (Art. 6(1)(b) GDPR) where the client is a natural person (self-employed), or Kayo Agency's legitimate interest in performing the contract concluded with the business you represent (Art. 6(1)(f) GDPR); keeping proof of payment: legal obligation (Art. 6(1)(c) GDPR).

The area uses no audience measurement, advertising or artificial intelligence tools, and no automated decisions are made in it. It only sets the cookies needed for it to work, which do not require your consent: session cookies that keep you logged in (30 days at most, renewed each time you use the area), a cookie that remembers the last project viewed (30 days) and a “langue” cookie that remembers the chosen display language (fr or en, 1 year, no personal data). Your light or dark display preference is saved in your browser's local storage.

Recipients: the area's data is only accessible to you, to the other authorised contact persons of your business for what concerns it, and to Kayo Agency. A client never has access to another client's data. The area's processors are:

• →Supabase Pte. Ltd (Singapore) — database, authentication and files, hosted in the European Union (Frankfurt, Germany).
• →Vercel Inc. (United States) — the area's application; server functions run in the Frankfurt region. As Vercel is a US company, some technical data may be processed outside the European Union, with the safeguards described in "Transfers outside the European Union".
• →Scaleway SAS (France) — encrypted backup copy of the area's files, stored in Paris (European Union).
• →Brevo (Sendinblue SAS, France) — sending the area's emails from hello@kayo.agency. These emails contain your first name, the project name and the subject of the notification (for example the title of an action, the level and response deadline of an incident, or the label, amount and date of a payment instalment); they never include the text of your messages or reports, or your files.
• →Google Ireland Ltd. / Google LLC — Kayo Agency's business email (Google Workspace), which receives the area's notifications intended for Kayo Agency.
• →Cloudflare, Inc. (United States) — anti-bot check on the sign-in page (Turnstile): IP address and technical characteristics of the browser and device, used to tell a human from a bot.
• →Cal.com, Inc. (United States) — booking of follow-up calls, only if you choose to book from the area: name, email address and chosen time slot.

Online payment: where Kayo Agency has enabled it for your business, an instalment due can be paid by Bancontact or bank card on the secure payment page of Stripe (Stripe Payments Europe, Limited, Ireland), a payment service provider. Each payment is a one-off: no subscription or automatic direct debit is set up. Your card or account details are entered directly at Stripe: they do not go through the area and Kayo Agency has no access to them. The area only sends Stripe the email address of the contact person who pays (prefilled on the payment page), the instalment's label and the project name, the amount and currency, the page language and technical identifiers of the instalment and the client. Stripe acts as Kayo Agency's processor to carry out the payment, under its data processing agreement, and as an independent controller for its own purposes (in particular fraud prevention and its legal obligations as a payment service provider, such as anti-money laundering), under its own privacy policy; for that data, you can exercise your rights directly with Stripe. Stripe may process data outside the European Union, with the safeguards provided for in its terms (standard contractual clauses, EU–US Data Privacy Framework): see "Transfers outside the European Union".

Retention periods:

• →Login link: 1 hour, single use. Session: 30 days at most; you can end it at any time by logging out.
• →Account, projects, payment schedule, messages, answers to actions, approvals, incident reports, contractual documents (including a file you uploaded that is marked as contractual) and invoices: for the whole relationship, then 10 years after it ends (limitation period and accounting obligations).
• →Online payments that went through or show an anomaly: kept like accounting records, for the whole relationship, then 10 years after it ends. Unsuccessful payment attempts (abandoned, expired or failed) and the technical log of notifications received from Stripe: 12 months, then automatically deleted.
• →Working files (logos, texts, images, briefs…): deleted 1 year after the relationship ends (archiving of the client file).
• →Files sent but never saved in the area: deleted after 24 hours.
• →Access and activity logs, notifications: 12 months, then automatically deleted, except entries that serve as evidence (acceptance of the terms, approvals and acceptances, authorisations, commitments and terminations, interventions, payments), which are kept like contractual documents.
• →Backup copies of files: kept for as long as needed to restore them in case of an incident, then deleted.
• →Contact person who leaves the business or whose access is withdrawn: their access is closed immediately and their account is blocked, not deleted; their name stays attached to their messages, as evidence, for the periods above.
• →Data processed on behalf of a client (processing): according to the DPA and the client's instructions.

You have the rights described in "Your GDPR rights" below. You can ask for your information to be corrected through the area's messages or at hello@kayo.agency. Erasure may be limited while retention is needed to comply with a legal obligation (in particular accounting) or to establish, exercise or defend legal claims (Art. 17(3) GDPR). For data that a client business has uploaded about its own customers, please contact that business; Kayo Agency will help it respond.

Section added on 3 October 2026, updated on 9 October 2026; it may be clarified.

Data processed on behalf of our clients

When Kayo Agency builds or manages a website, form, CRM, automation or AI tool for a client, the data of that client's visitors and customers is processed on the client's behalf: the client is the controller and Kayo Agency acts as processor, only on its instructions and under the data processing agreement (DPA) concluded with it. The same applies to personal data about its own customers, visitors or employees that a client business uploads to the client area for its service (see "Client area"). This policy does not apply to that data.

If your data is processed on the website or tool of a client business, please address your requests to that business; Kayo Agency will help it respond.

Kayo Agency pages on social networks

Kayo Agency runs pages on Instagram, Facebook, LinkedIn and Threads. When you interact with these pages (message, comment, mention, follow), the platform concerned (Meta Platforms Ireland Limited for Instagram, Facebook and Threads; LinkedIn Ireland Unlimited Company for LinkedIn) processes your data under its own privacy policy, for which it is responsible. Kayo Agency only receives what you write to it and aggregated statistics about its pages, and uses your messages to reply to you. You can exercise your rights with the platform or with us at hello@kayo.agency.

Your GDPR rights

Under the GDPR, you have the following rights regarding your personal data:

• →Right of access — obtain a copy of your data
• →Right to rectification — correct inaccurate data
• →Right to erasure — request the deletion of your data
• →Right to restriction of processing
• →Right to data portability
• →Right to object to processing, including outreach
• →Right to withdraw your consent at any time, without affecting processing already carried out

To exercise these rights, contact us at: hello@kayo.agency. We respond within one month, which may be extended by two further months for complex requests; in that case, we inform you within the first month.

DPO contact

As there is no legal obligation to appoint a DPO (Data Protection Officer) for a sole proprietorship of this size, questions relating to data protection are addressed directly to the data controller: hello@kayo.agency

Complaints

If you believe that the processing of your data does not comply with applicable regulations, you have the right to lodge a complaint with the Belgian Data Protection Authority (APD/GBA):

• →Website: autoriteprotectiondonnees.be
• →Email: contact@apd-gba.be
• →Address: Rue de la Presse 35, 1000 Brussels
• →Phone: +32 (0)2 274 48 00

Service provider

Version 2.0 — effective October 1, 2026, updated October 15, 2026 (articles 8, 12, 13, 19, 24, 26 and 27). Articles 1 to 18 apply to all services, articles 19 to 22 to one-off services and articles 23 to 28 to recurring services. The French version prevails.

Kevin Forma, sole proprietor, trading as Kayo Agency (hereinafter “Kayo Agency”), 27 Avenue Pénélope, Bte 7, 1190 Forest (Brussels), company number BE 0697.861.253, hello@kayo.agency. VAT franchise scheme (art. 56bis of the Belgian VAT Code).

Clients

Kayo Agency works exclusively with professionals: any natural or legal person acting for purposes related to their trade, business, craft or profession (hereinafter “the Client”). The Client provides its company number (BCE or VAT number) before the contract is concluded. Kayo Agency does not enter into contracts with consumers.

Scope and contractual documents

These terms apply to all Kayo Agency services: BUILD (visual identity, websites, redesigns, web and mobile applications, business tools, SaaS), GROW (SEO and local SEO, content, advertising campaigns, conversion, measurement), EVOLVE (maintenance, optimisation, new features, integrations, booking, automations, applied AI) and the Digital Audit.

They are attached to every quote and accepted together with it. They prevail over the Client's own terms and conditions.

The contract consists of the following documents, which prevail in this order in case of conflict:

• →the accepted quote and its “Scope” appendix;
• →the service agreement or recurring order form, if any;
• →the data processing agreement (DPA), where Kayo Agency processes personal data on the Client's behalf, and the non-disclosure agreement (NDA) if one was signed;
• →these terms of sale;
• →the AI usage charter.

Quotes, acceptance and approvals

Every service is covered by a quote valid for 30 days. The contract is concluded as soon as the Client accepts the quote.

Acceptance may be given by signature (handwritten or electronic) or by any electronic writing — email or message (including text or instant messaging) — sent by the Client or a person authorised to bind it, identifying the quote and accepting it without reservation. Between the parties, such writing has the same value as a signature.

The same forms apply to all approvals during the project (site structure, mock-ups, content, campaigns, budgets, deliverables) and to acceptance of the work. An approval is final: any later change to an approved item is an out-of-scope request.

Scope

The service includes only what is expressly described in the quote and its “Scope” appendix (deliverables, quantities, number of revision rounds, channels, frequencies, hours). Anything not listed there is excluded, even if it seems related or customary.

Any out-of-scope request is covered by an additional quote or amendment, to be accepted under article 4 before the work is done.

Client obligations

The Client undertakes to:

• →provide the necessary materials (texts, images, logos, data, access, information about its business) within the agreed timeframes and guarantee their accuracy, lawfulness and usage rights;
• →appoint a contact person authorised to approve, and respond to approval requests within 5 business days;
• →review content, pages, campaigns and deliverables before approving them;
• →remain the holder of third-party accounts (domain, hosting, advertising accounts, tools) and keep them active and paid;
• →not modify code, campaigns or automations without consultation;
• →pay invoices when due.

Client inactivity: after 10 business days without response, the project is paused and the reserved capacity is released. After 30 days, work resumes according to Kayo Agency's availability and may give rise to remobilisation fees announced before resuming. After 60 days and a formal notice left unanswered, Kayo Agency may close the project and invoice the work done and the costs irrevocably incurred.

Timelines

Timelines stated in the quote, the “Scope” appendix or any exchange are indicative. They run from receipt of the deposit and of the materials to be provided by the Client, and are extended accordingly in case of late materials, approvals or payment, change requests, or failure of a third party.

Exceeding a timeline gives rise to no penalty, compensation or cancellation of the order, except for an unreasonable delay attributable to Kayo Agency that persists after a written formal notice giving it a reasonable period to perform. Only the maintenance response times (article 27) are a commitment.

Prices and payment

Prices are in euros, excluding taxes. As Kayo Agency is under the VAT franchise scheme, no VAT is charged; any tax that becomes applicable at the invoice date (in particular if the franchise scheme no longer applies) is added to the agreed amount.

Invoices are payable by bank transfer within 15 days of receipt. Any late payment automatically and without formal notice bears interest at the rate of the Belgian law of 2 August 2002 on late payment in commercial transactions (ECB reference rate + 8 points) and a fixed recovery fee of €40. In case of late payment, Kayo Agency may suspend its services after a written reminder left unanswered for 15 days.

Where Kayo Agency offers it in the client area, an invoiced instalment may also be paid online, by Bancontact or bank card, through its payment service provider (Stripe); payment by bank transfer always remains possible. Each online payment is a one-off: no automatic direct debit or subscription is set up. Online payment involves no fees for the Client. The instalment is deemed paid on the date the payment provider confirms the payment to Kayo Agency. A duplicate payment or a payment of an incorrect amount is refunded by Kayo Agency to the payment method used.

Third-party costs (advertising budget, hosting, domain, licences, tool subscriptions) are never included in the fees unless stated otherwise in the quote. The advertising budget is paid directly by the Client to the platforms.

Nature of the commitment

Kayo Agency is bound by an obligation of means: it performs the agreed services with care and in accordance with professional standards, without guaranteeing a result that depends on factors beyond its control (platforms, search engines, visitor behaviour, decisions of the Client or third parties).

Liability

Kayo Agency is liable only for direct damage caused by its proven fault. In particular, it is not liable for:

• →indirect or consequential damage, such as loss of revenue, profit, customers, data or opportunity, or reputational harm;
• →the accuracy, lawfulness and updating of content, data and information provided or approved by the Client; once approved, they are the Client's sole responsibility;
• →the consequences of late, missing or insufficient communication, materials or approvals from the Client;
• →interruptions, outages, vulnerabilities, or changes in the terms or operation of third-party tools and services (hosting providers, advertising platforms, search engines, APIs, software, AI tools, payment or booking providers);
• →acts or failures of providers chosen or imposed by the Client;
• →changes made by the Client or a third party to the deliverables, code, campaigns or automations;
• →use of the deliverables contrary to their purpose or to the instructions provided;
• →loss of data where backup is not included in the service.

Kayo Agency remains liable for the subcontractors it chooses itself to perform the service.

Kayo Agency's total liability is limited to the amount paid by the Client for the service concerned; for a recurring service, to the amount paid during the 12 months preceding the event giving rise to the claim. This cap also applies to confidentiality and personal data, unless a signed non-disclosure agreement provides for a different cap.

These exclusions and limitations do not apply in case of wilful misconduct or gross negligence by Kayo Agency, or of harm to life or physical integrity.

Intellectual property

Works created specifically for the Client are assigned to it after full payment, under the terms of the quote and the contract. Kayo Agency retains its pre-existing tools, methods, know-how and components, for which the Client receives a licence to use the deliverables. Third-party elements (fonts, images, libraries, open-source components) remain subject to their own licences. Third-party accounts remain the Client's property. Kayo Agency may mention the project in its references unless the Client objects in writing.

Confidentiality and personal data

Each party keeps the other's information confidential during the contract and for 3 years after it ends, and for as long as it remains a trade secret within the meaning of Book XI of the Belgian Code of Economic Law.

For personal data that Kayo Agency processes on the Client's behalf (forms, CRM, automations, analytics, AI…), the Client is the controller and Kayo Agency its processor: a data processing agreement (DPA) is then concluded with the quote, before processing starts. Data that Kayo Agency processes on its own behalf (client relationship management, invoicing) is described in the privacy policy above.

Subcontracting and artificial intelligence

Kayo Agency may entrust part of the service to subcontractors it selects, for whom it remains liable. It informs the Client before they take part when they produce significant parts of the project; the Client may object in writing for a legitimate reason, and the parties then agree on an alternative solution (longer lead time, adjusted scope). It may use artificial intelligence tools in accordance with its AI usage charter, published on this page.

Force majeure

Neither party is liable for a failure caused by force majeure (including natural disaster, epidemic, decision of the authorities, general failure of Internet or power infrastructure, large-scale cyberattack). If it lasts more than 30 days, either party may terminate the contract in writing, without compensation.

Termination for breach

In case of serious breach by one party (including non-payment or prolonged lack of cooperation), the other may terminate the contract after a written formal notice left without effect for 15 business days. Work performed and costs incurred remain due.

Claims

Any claim regarding an invoice, a report or a service must be sent in writing to hello@kayo.agency within 8 days of receipt, failing which it is deemed accepted.

Changes to these terms

The applicable terms are those in force when the quote is accepted. For recurring services, any new version is notified by email 30 days before it takes effect; a Client who refuses it may terminate free of charge before that date.

Governing law and disputes

These terms are governed by Belgian law. The parties first seek an amicable solution. Failing agreement within 30 days, the courts of the judicial district of Brussels have exclusive jurisdiction. The French version prevails.

One-off services — payment

Articles 19 to 22 apply to one-off services: identity, website, redesign, application, SaaS, audit, integration, feature, campaign or assignment without subscription.

• →Audit (Digital Audit or any other audit): 100% when ordered.
• →Other services under €3,000: 30% on acceptance of the quote, 70% before going live.
• →Other services of €3,000 and above: 40% on acceptance, 30% on approval of the mock-ups (or, if there are none, at the intermediate milestone agreed in the quote), 30% before going live.

Work starts on receipt of the deposit or, for an audit, of the payment.

One-off services — delivery and acceptance

Deliverables are first made available in a test environment. The Client has 5 business days to report in writing any specific non-conformity with the quote and its “Scope” appendix. Without such a report within that period, or as soon as the Client uses the deliverables, the service is deemed accepted. Going live takes place after payment of the balance.

One-off services — warranty

For 30 days from acceptance, Kayo Agency corrects free of charge any malfunction attributable to its work. The warranty does not cover content changes, enhancements, or issues caused by the Client, a third party or a third-party service.

One-off services — cancellation

If the Client cancels before acceptance, the deposit remains with Kayo Agency and work performed beyond the deposit is invoiced. No refund is due after acceptance.

Recurring services — order

Articles 23 to 28 apply to recurring services: maintenance, advertising campaigns, monthly SEO and content, continuous development.

A recurring service is ordered through a quote or order form stating the service, the plan, the monthly amount, the start date and the scope (operations, frequencies, volumes, hours). Any set-up fees are a separate line of the quote, paid under article 19.

Recurring services — plans and term

• →Flex: no minimum term, can be terminated at any time with 1 month's notice.
• →Partner 6: initial term of 6 months, 5% discount.
• →Partner 12: initial term of 12 months, 10% discount.
• →Annual prepaid: 12 months paid in advance, 15% discount.

The discounts are stated in the quote, which prevails; they apply during the initial term only: afterwards, the price returns to the price without discount, announced to the Client before the discount ends. At the end of the initial term, the contract continues for an indefinite period; either party may end it at any time, in writing, with 1 month's notice.

Recurring services — invoicing and prices

The monthly amount is invoiced at the start of each calendar month (first month pro rata). It may be adjusted once a year in line with the Belgian health index, in case of a change of scope, or to pass on an increase imposed by an essential third-party supplier, after written notice 30 days in advance. In case of late payment, the service may be suspended after 30 days and the contract terminated after 60 days, without prejudice to the amounts due.

Recurring services — content of the service

The service covers only the operations, frequencies and volumes of the quote (article 5). The monthly volume of the quote that has not been used (changes, hours or operations) carries over to the following month, and to that month only, up to 25% of the monthly volume, rounded up to the next whole unit (for maintenance: 1 change for Essentiel, 2 for Confort, 3 for Croissance). Anything above that limit, or not used the following month, is lost: a carry-over is not carried over a second time. Kayo Agency provides a monthly report of the actions taken. Every advertising campaign and budget is approved in writing by the Client before launch.

Recurring services — maintenance response times

By way of exception to article 7, Kayo Agency undertakes to take charge of (acknowledge and start analysing) incidents affecting an item covered by maintenance within the following times, counted in business hours (Monday to Friday, 9 am to 6 pm Brussels time, excluding Belgian public holidays):

The time runs from the written report sent to hello@kayo.agency or submitted through the “Report an issue” form of the client area (or the channel stated in the quote). Kayo Agency determines the incident level according to the definitions above and states it in its acknowledgement to the Client.

These are response times, not resolution times: resolution may depend on third-party services. Requests outside maintenance (new features, major content changes) and incidents caused by an action of the Client or a third party are not subject to these times and are handled on quote.

Failure to meet these times gives no right to compensation; if it recurs, the Client may terminate the contract under article 15.

Recurring services — end of contract

In case of early termination during the initial term, the Client owes the unamortised part of the set-up fees, the services performed but not yet invoiced and the expenses irrevocably incurred on its behalf; no other compensation is due. At the end of the contract, Kayo Agency returns, on written request within 30 days, the access, files and data it holds, then removes its own access.

What is a cookie?

Version 2.2 — updated October 23, 2026 (Microsoft Clarity and Meta pixel: October 16, 2026). Previous versions of this policy and of the banner are kept and available on request.

A cookie is a small text file placed on your device (computer, tablet, smartphone) when you visit a website. Comparable techniques, such as the browser's local storage, can also store information. Depending on their type, they are used to remember your choices, measure the website's audience or track the results of advertising campaigns.

Your choice, purpose by purpose

On your first visit, a banner lets you accept everything, reject everything or choose two purposes separately: audience measurement and advertising. Until you accept something, no measurement or advertising cookie is set, and none of Google Tag Manager, Microsoft Clarity or the Meta pixel is loaded. Rejecting is as easy as accepting, and the website remains fully usable without these cookies. If you accept only one of the two purposes, Google Tag Manager is loaded and Google's consent mode (Consent Mode v2) passes your choice to it: Google tags use only the purpose you accepted, but they may send Google technical signals without a cookie or identifier for the purpose you refused.

Your choice is kept for 6 months, after which the banner is shown again. You can change or withdraw it at any time from the Cookie preferences link at the bottom of every page.

Cookies and storage used on kayo.agency

Necessary storage does not require your consent: it is used only to run the website and remember your choices. Google Analytics and Google Ads cookies are issued by Google Ireland Ltd., and the Meta pixel cookies by Meta Platforms Ireland Ltd.; they measure site traffic and the effectiveness of our campaigns, and are neither sold nor used to profile you for third parties. The Meta pixel is used only to measure the results of our ads: we do not use it for retargeting or to build audiences. The data they collect may be processed in the United States by Google LLC and Meta Platforms, Inc., under the EU–US Data Privacy Framework or standard contractual clauses (see “Transfers outside the European Union” in the privacy policy).

Microsoft Clarity (Microsoft Ireland Operating Ltd.) is loaded only if you accept audience measurement. It records, in pseudonymised form, how the site is used (pages viewed, clicks, scrolling, mouse movements) to show us where visitors hesitate or get lost so we can improve the site. Form input fields and the AI assistant window are masked: their content is never recorded. The consent signal sent to Clarity excludes any advertising purpose. Data may be processed in the United States by Microsoft, under the EU–US Data Privacy Framework or standard contractual clauses. More information in Microsoft's privacy statement. Clarity may also set technical cookies on the clarity.ms domain (for example CLID, MUID), which are governed by Microsoft.

The booking calendar on the contact page and in the “Book a 20-minute call” window is provided by Cal.com, Inc. (United States). It is shown only after the form or window has been sent, in a frame embedded in the page, and may then set the cookies or storage needed to book an appointment (security, remembering the time slot). These are governed by Cal.com and its privacy policy; Kayo Agency does not use them for measurement or advertising.

The website's AI assistant (chat window) sets no cookies and stores nothing in your browser: the conversation disappears when you close or reload the page.

You can also manage your Google advertising preferences at myadcenter.google.com, and your Meta preferences at facebook.com/adpreferences.

Managing cookies in your browser

The simplest way remains the Cookie preferences link at the bottom of every page. You can also configure your browser to accept, refuse or delete cookies:

• →Google Chrome: Settings → Privacy and security → Cookies and other site data
• →Mozilla Firefox: Options → Privacy & Security → Cookies and Site Data
• →Safari: Preferences → Privacy → Manage Website Data
• →Microsoft Edge: Settings → Cookies and site permissions → Cookies

If you clear your browser storage, your cookie choice is deleted and the banner is shown again.

More information

For any question about the use of cookies on this website, contact us: hello@kayo.agency

To learn more about cookies in general and your rights, visit the website of the Belgian Data Protection Authority.

Preamble

Kayo Agency uses artificial intelligence tools (in particular Anthropic's Claude) as part of its services. This charter sets out our policy for using these technologies, in a spirit of full transparency towards our clients.

In this charter, "the Provider" means Kayo Agency (Kevin Forma).

Version 1.5 — updated October 15, 2026.

How Kayo uses AI

Kayo Agency may use AI tools for:

• →Design: generating design directions, colour palettes and typography suggestions.
• →Development: generating and optimising code (HTML, CSS, JavaScript, TypeScript, Python).
• →Content: writing and optimising text (descriptions, SEO tags, legal notices).
• →Strategy: brainstorming, market analysis, positioning suggestions.
• →Automation: building n8n workflows and automation scripts.

These uses are assistance tools: the Provider remains the sole decision-maker and is fully responsible for the final deliverables.

What AI does not replace

• →The Provider's creative and editorial judgement.
• →The quality check of every deliverable.
• →The Provider's contractual responsibility towards the Client.
• →The human relationship and personal follow-up of the project.

Every deliverable produced with the help of AI is reviewed, tested and approved by the Provider before delivery.

Protection of client data

• →Kayo Agency never shares the Client's confidential data with third-party AI tools without the Client's explicit consent.
• →In its own AI-assisted work (writing, code, design), Kayo Agency never submits the Client's sensitive information to AI tools: credentials, passwords, personal data, financial data.
• →When an AI system is built for the Client, the personal data it processes is handled only with the Client's consent, within the scope defined for the project and under the data processing agreement (DPA) concluded with the Client.
• →Project descriptions submitted to AI tools are worded generically, without identifying the Client.
• →These rules cover our clients' data. Answers sent by a prospect through the contact form may undergo an AI-assisted pre-audit (Anthropic's Claude): they are anonymised beforehand (name, email, phone and company removed), the model training option is turned off and the analysis is reviewed by a human. No personal data is therefore submitted to the tool for this pre-audit. The conditions and the right to object are described in the privacy policy.

Intellectual property

Deliverables produced with the help of AI tools are transferred to the Client after full payment, to the same extent as the rights the Provider holds over that output, under the intellectual property rules of the terms of sale (art. 11) and, where applicable, the service agreement. The Provider can only transfer what it actually holds under the terms of use of the AI tools employed.

The Provider warrants that it is authorised to use the AI tools mentioned for commercial services.

AI systems designed to interact with the Client's audience

When Kayo builds for a Client a chatbot, a conversational assistant, an AI agent, a synthetic content generation system or any system falling under Article 50 of the European AI Regulation (AI Act), the following roles are clarified before the project starts:

• →Provider / deployer: which of Kayo or the Client takes on each role within the meaning of the AI Act depends on the system built; this allocation is determined and put in writing for each project concerned, before it starts.
• →Informing end users: the Client is responsible for informing people who interact with the system that they are dealing with an AI (transparency obligation), unless an explicit agreement provides for Kayo to build this into the deliverable.
• →Output control: the Client approves the system's outputs before any action with consequences (sending, publishing, deciding) during the commissioning phase; technical safeguards (human validation, usage limits) are defined in the project specification.
• →Synthetic content and deepfakes: any content generated or manipulated by AI and intended for public use is labelled as such in accordance with Article 50 of the Regulation, the Client being responsible for its final distribution.
• →AI literacy: Kayo explains to the Client how to use the delivered system responsibly (limits, human oversight, good practice) and documents it, in line with the AI literacy obligation applicable to people using these systems on behalf of an organisation.

The transparency obligations of Article 50 of the AI Act have applied since 2 August 2026.

Transparency

At the Client's request, Kayo Agency can specify which parts of a deliverable were produced with the assistance of AI tools.

This transparency is a commitment from Kayo Agency to its clients.

Changes to this charter

This charter is updated regularly to reflect changes in our practices and in the technologies available.

The version in force is the one published on this page. For any question: hello@kayo.agency

Acceptance

By accepting Kayo Agency's terms of sale (art. 13) or signing a contract with it, the Client acknowledges having read this charter and accepts its terms.