Valano respects your privacy and is committed to handling personal data responsibly and transparently.
This Privacy Policy explains how Valano collects, uses, stores, and shares personal data when you visit our website, contact us, or use the Valano service.
1. Who we are
Valano provides business software for managing sales commissions, including commission plans, calculations, payout processing, approvals, statements, reporting, and related workflows.
Valano is operated as a sole proprietorship (eenmanszaak) registered in the Netherlands.
Valano
Dravik 26
6581 RG Malden
The Netherlands
Chamber of Commerce (KVK): 82483671
VAT ID: NL003689429B58
Privacy contact: privacy@valano.io
For personal data that Valano collects for its own purposes, such as information submitted through our website, Valano generally acts as the data controller.
When Valano processes personal data provided by or on behalf of a business customer through the Valano service, Valano generally acts as a data processor on behalf of that customer. The customer determines the purposes for which that information is processed.
2. Information we collect
The personal data we collect depends on how you interact with Valano.
Website and demo inquiries
When you contact Valano or request a demo, we may collect:
Your first and last name
Work email address
Company name
Approximate number of people earning commissions at your company
The type of inquiry
Information you choose to include in your message
We may also receive information through subsequent email correspondence or other direct communication with you.
Valano accounts
When you use the Valano application, we may process account and business information such as:
Name
Business email address
Organization
User role and permissions
Authentication and account information
Activity necessary to operate and secure the service
Customer data
Business customers determine what information they enter, import, connect, or otherwise process through Valano.
Depending on how a customer configures Valano, this may include:
Employee names and business contact information
Employee or other business identifiers
Roles, managers, and organizational information
Commission plan assignments
CRM records, including opportunities, accounts, owners, amounts, dates, products, and other customer-selected fields
Sales and transaction information
Commission plans, quotas, rates, rules, and targets
Commission calculations and payout amounts
Payout statements
Approval and processing history
Reporting information
Data imported into customer-created data sheets
Other business information selected by the customer
Valano processes this information to provide the service according to the customer’s instructions.
3. CRM and other integrations
Customers may connect Valano to third-party business systems, such as Salesforce or HubSpot.
When a customer enables an integration, Valano may retrieve and store information from that service according to the permissions granted by the customer and the configuration chosen within Valano.
Customers control which integrations they connect and what information they choose to synchronize.
Valano may securely maintain authentication tokens or similar credentials required to operate customer-authorized integrations.
Disconnecting an integration does not necessarily delete information that was previously synchronized into Valano. Such information may remain part of the customer’s Valano data until it is deleted in accordance with the customer’s instructions, the applicable agreement, or Valano’s retention practices.
4. AI-assisted features
Valano may provide AI-assisted features that help customers configure commission plans, formulas, calculation logic, and related parts of the service.
When a customer uses an AI-assisted feature, information submitted to or selected for that feature may be processed by a third-party AI service provider in order to generate suggestions, explanations, questions, or proposed configurations.
AI-generated output is provided to assist the customer. Customers remain responsible for reviewing suggestions and proposed configurations before using them.
Valano does not use AI-generated output to independently determine an individual’s compensation, employment terms, or other personnel decisions.
Valano does not use customer data to train its own general-purpose AI models. Where third-party AI providers process customer data on Valano’s behalf, Valano uses services subject to applicable contractual and data-protection requirements.
5. How we use personal data
We may use personal data to:
Provide, operate, maintain, and secure Valano
Create and manage user accounts
Calculate, process, review, approve, explain, and report on commissions as configured by customers
Operate customer-authorized integrations
Respond to questions, support requests, and demo inquiries
Communicate with customers about the service
Diagnose technical problems and maintain service reliability
Prevent misuse, fraud, and security threats
Improve the operation and usability of Valano
Maintain records necessary for the operation of the service
Comply with legal obligations
Establish, exercise, or defend legal claims
Provide AI-assisted configuration, explanation, and related features requested by customers
Valano does not sell personal data.
6. Legal bases for processing
Where the General Data Protection Regulation (GDPR) applies and Valano acts as a controller, we process personal data only where we have an appropriate legal basis.
Depending on the circumstances, this may include:
Where Valano acts as a processor for a customer, the customer is responsible for establishing the appropriate legal basis for its processing of personal data through Valano.
Contract and steps before entering into a contract
We may process information where necessary to provide Valano, manage a customer relationship, or take requested steps before entering into an agreement.
Legitimate interests
We may process information where necessary for legitimate business interests, such as operating and securing Valano, responding to business inquiries, preventing abuse, and managing business relationships, provided those interests are not overridden by the rights and interests of the individuals concerned.
Legal obligations
We may process information where necessary to comply with applicable law.
Consent
Where we rely on consent, you may withdraw that consent at any time.
7. Business communications and marketing
If you request information about Valano or engage with us about a potential business relationship, we may contact you directly regarding that inquiry or relationship.
Valano does not currently use website inquiries to automatically enroll people in marketing newsletters or mailing lists.
If we introduce marketing subscriptions in the future, we will provide an appropriate choice to opt in and a way to unsubscribe.
8. Service providers
Valano uses selected third-party service providers to operate its website and service.
These may include providers for:
Website hosting and website forms
Application hosting
Database infrastructure
Authentication
Business email
Infrastructure and security services
AI-assisted functionality
Our current or intended infrastructure includes providers such as Framer for the Valano website, Google Workspace for business communications, Vercel for application hosting, and Supabase for database and authentication infrastructure.
Valano may also use third-party AI service providers to provide AI-assisted functionality. When these features are used, those providers may process information submitted to the relevant AI feature only as necessary to provide the functionality to Valano.
These providers may process personal data only as necessary to provide their services to Valano and subject to applicable contractual and data-protection requirements.
Customer-authorized services such as Salesforce and HubSpot may also exchange information with Valano when a customer enables the relevant integration.
As Valano’s infrastructure develops, the providers we use may change. Where required, we will maintain appropriate data-processing arrangements with service providers that process personal data on our behalf.
9. International data transfers
Valano is based in the Netherlands and intends to host its primary production database within the European Union.
Some of our service providers or their subprocessors may nevertheless process information outside the European Economic Area.
Where personal data is transferred internationally and applicable law requires safeguards, Valano relies on appropriate transfer mechanisms, such as:
An adequacy decision adopted by the European Commission
Standard Contractual Clauses approved by the European Commission
Other legally recognized safeguards
10. Data retention
We retain personal data only for as long as reasonably necessary for the purposes for which it is processed, including providing the service, maintaining appropriate business and audit records, complying with legal obligations, and resolving disputes.
Commission calculations, statements, approval records, processing history, and similar information may be retained while a customer account remains active because historical records form part of the service provided by Valano.
Following termination of a customer account, Valano will delete or return customer data in accordance with the applicable agreement and, unless otherwise required or agreed, delete customer data from active systems within 90 days.
Residual copies may remain temporarily in backups until those backups expire according to the applicable backup retention cycle.
Certain information may be retained for longer where required by law or where reasonably necessary to establish, exercise, or defend legal claims.
Information relating to prospective customers and business inquiries is retained only for as long as reasonably necessary to manage the inquiry and any resulting business relationship.
11. Security
Valano uses technical and organizational measures designed to protect personal data against unauthorized access, disclosure, alteration, loss, or destruction.
These measures are selected based on the nature of the information being processed and the risks associated with that processing.
No internet-based service can guarantee absolute security. We therefore continuously evaluate the measures appropriate for operating Valano securely.
Customers are also responsible for appropriately managing their users, access permissions, connected systems, and account credentials.
12. Website analytics and cookies
Valano currently uses Framer’s built-in website analytics to understand general website usage.
Framer’s built-in analytics does not use cookies or persistent identifiers to track visitors. It provides aggregated information such as page views, traffic sources, country, browser, and device type.
Valano does not currently use advertising pixels or third-party behavioral advertising tools such as Meta Pixel or LinkedIn Insight Tag on its website.
As a result, Valano does not currently use non-essential tracking cookies that require a cookie-consent banner.
If we introduce technologies that use non-essential cookies or similar tracking technologies in the future, we will update our practices and provide consent controls where required.
13. Your privacy rights
Depending on where you live and the applicable law, you may have rights regarding your personal data.
Under the GDPR, these may include the right to:
Request access to your personal data
Request correction of inaccurate personal data
Request deletion of personal data
Request restriction of processing
Object to certain processing
Receive certain personal data in a portable format
Withdraw consent where processing is based on consent
Lodge a complaint with a competent data protection authority
These rights are subject to applicable legal conditions and exceptions.
To exercise a right relating to personal data for which Valano acts as controller, contact:
We may need to verify your identity before completing certain requests.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or, where applicable, another competent supervisory authority.
14. Personal data processed for our customers
Much of the personal data processed through Valano relates to employees, salespeople, managers, or other individuals associated with our business customers.
For this information, the Valano customer will generally be the controller and Valano will act as its processor.
If your employer or another organization uses Valano and you have a question or request concerning information that organization has entered into Valano, you should normally contact that organization first.
Where appropriate, Valano will assist its customers in responding to privacy requests in accordance with applicable law and our contractual obligations.
15. Automated decision-making
Valano performs commission calculations based on rules, data, and configurations established by its business customers.
Valano does not independently determine employment, compensation, or other personnel policies for customer organizations.
AI-assisted features provide suggestions and assistance with configuration. They do not independently approve, release, or determine commission payments.
Customers remain responsible for their commission plans, source data, calculation configuration, approval processes, and decisions made using the service.
Where applicable law imposes requirements relating to automated decision-making, customers are responsible for determining whether and how those requirements apply to their use of Valano.
16. Children’s privacy
Valano is a business-to-business service and is not intended for use by children.
We do not knowingly offer Valano directly to children or intentionally collect personal data from children through the service for our own purposes.
17. Changes to this Privacy Policy
We may update this Privacy Policy as Valano develops, our service providers change, or applicable legal requirements evolve.
When we make changes, we will update the Last updated date at the top of this page.
Where changes materially affect how personal data is processed, we will provide additional notice where required by law or appropriate in the circumstances.
18. Contact us
Questions about this Privacy Policy or Valano’s privacy practices can be sent to:
Valano
Dravik 26
6581 RG Malden
The Netherlands
KVK: 82483671
VAT ID: NL003689429B58
Email: privacy@valano.io