WhaiNot
WhaiNot is a Belgian AI platform built for local government. Its My-org modules transcribe interviews, extract data from notes and documents, and draft social reports, HR files and public communications, with EU-only hosting and mandatory human validation.
What is WhaiNot?
WhaiNot is the trade name of Whai Not BV, a Belgian limited company registered at Albertlaan 5, 1982 Zemst under enterprise number BE 1008.893.139 and active in the register since 29 April 2024. It presents itself as a Belgian AI platform for local government, built by the sector, for the sector. The product itself is called My-org: one technical foundation carrying several interconnectable modules, combining language models, speech-to-text, text analysis and image processing to turn unstructured input (audio, notes, emails, images) into structured results stored in a central, searchable database.
Six modules are announced: Communication and participation, branded Claroo; Reception and intake; HR and organisation; Meetings and conversations; Social services; and Deliberation and decisions. Maturity is uneven, and the site says so: only Claroo is flagged as live in the application, while the five others are still marked as under development on their own pages. What the documented modules do is concrete: transcribing an interview and turning it into a social report or a GPMI integration plan, producing minutes, decision records and dated action points, guiding a recruitment from screening to decision, or converting a policy document into a press release and a resident letter, then scheduling it on the authority's social channels.
Two design choices define the tool. First, processing is template-based: outside the communication module the platform fills predefined fields rather than writing free text, which deliberately narrows the room for invention. Second, each AI output carries an AI Identifier, is visually separated from the authentic input, and requires explicit human approval; the publisher states it performs no profiling, no scoring or ranking of people and no automated decision-making.
Delivery is hosted SaaS, with white-label distribution possible through approved partners. A separate activity, the WhaiNot Academy, sells AI training and consultancy under its own contracts, from a foundation module on everyday AI tools to a strategy and implementation module for decision-makers. The team shown on the site numbers six people, named partners include the cities of Antwerp, Halle and Lier and the municipalities of Edegem and Grimbergen, and the entire interface and content are in Dutch.
What it does
- Automatically transcribe an interview, a consultation or a meeting from audio
- Generate a social report, minutes or a decision record from that recording or from notes
- Extract data from handwritten notes, emails and documents into predefined template fields
- Produce action points with deadlines out of a recording or a set of notes
- Turn a policy document into a press release or a letter to residents
- Schedule and publish content on the authority's Facebook and Instagram pages
- Run a public-sector recruitment from the vacancy to the selection report and the decision letter
When to use WhaiNot / When not to
A quick filter to help you decide if WhaiNot is the right fit.
When to use WhaiNot
- Belgian municipalities, cities and public authorities looking for AI designed specifically for local government rather than adapted to it
- Social services and OCMW/CPAS teams weighed down by social reports, GPMI files and client paperwork
- Committee secretaries and meeting managers who need minutes, decision records and dated action points drawn from audio or handwritten notes
- Public-sector HR departments running selections end to end, from the vacancy to the jury report and the decision letters
- Communication officers who turn policy documents into press releases, resident letters and scheduled social media posts
When not to use WhaiNot
- Developers and integration teams: there is no public API, no developer documentation and no mobile application
- Organisations that do not work in Dutch: the website and the product are Dutch-only, with no language switcher
- Teams that want to sign up and test on their own: there is no free plan, no self-service trial and no published price
- Buyers who need all six announced modules today: only the Claroo communication module is actually live, the other five are still under development
- Anyone looking for free-form AI writing, scoring or automated decisions: extraction is template-bound and every output must be approved by a human
How to use WhaiNot
A typical end-to-end flow, from setup to results.
- Request a free 20-minute demo, or send the contact form with your name, email address, organisation and reason for contact
- Agree the scope and accept a commercial offer or issue a purchase order: this is what opens access, as there is no self-service sign-up
- Choose a monthly or an annual subscription, invoiced in advance and payable by bank transfer within 30 days
- Have user accounts created for your organisation and assign roles and permissions on a least-privilege basis
- Activate the mandatory multi-factor authentication for every user; sign-in through UiTiD is also supported
- For Claroo, connect a professional Facebook page and an Instagram Business or Creator account, since publishing from a personal profile is not possible
- Upload an audio recording, notes or documents into the relevant module
- Let the platform transcribe the audio and extract the information into the predefined template fields
- Review, correct and explicitly approve every AI output before it is used: human validation is required by design
- Reach support through the channel communicated at the start of the subscription, weekdays from 09:00 to 17:00 CET outside Belgian public holidays
Pros & Cons
Pros
- Data hosted exclusively in the European Union, in Combell datacentres in Belgium and the Netherlands, with backup redundancy inside the Benelux
- A named and dated subprocessor list published in the privacy policy (May 2026), a level of disclosure rarely reached at this size
- A data processing agreement integral to the terms and available on request, with DPO-approved DPIA and FRIA and a product designed from the start as a high-risk AI Act application
- No training on customer data at the AI subprocessors: stateless processing, no persistent storage, and audio deleted immediately after transcription
- Full tenant isolation with a separate database per client organisation, mandatory multi-factor authentication and role-based access control
- Mandatory human validation on every output, with no profiling, no scoring and no automated decision-making about individuals
- Exclusive focus on the local public sector, backed by named public references in Antwerp, Halle, Lier, Edegem and Grimbergen, and a complementary AI training and governance offer
Cons
- No price is published anywhere: there is no pricing page in the site's route table or sitemap, and no amount appears in the application bundle, so the cost cannot be assessed without contacting sales
- Only one of the six announced modules is actually live (Claroo); the five others are flagged as not live in the application and their pages state that the solution is still under development
- The website and the product are in Dutch only, with no language switcher and no published list of supported languages
- No public API, no developer documentation, no mobile application, and no free plan or self-service trial: access is web-only and opens after contracting
- The site's cookie notice states that the website places no cookies and uses no tracking or advertising, while article 7 of the privacy policy describes analytical, functional and advertising cookies including third-party ones; the two statements are incompatible
- The privacy policy carries two different last-updated dates, 23/06/2026 in its front matter and 24/08/2026 in its body
- Contract terms lean firmly towards the publisher: platform delivered as is and as available, best-effort support with no response or resolution commitment, liability capped at twelve months of subscription fees, a waiver of extra-contractual claims against directors and subprocessors, automatic renewal on one month's notice, and security measures following the ISO 27001:2022 structure without any certification being announced
Pricing & Plans
No pricing is published. The site has no pricing page in its route table or sitemap and no amount appears in the application bundle, so no entry-level price, currency or billing unit can be reported. Article 3 of the terms sets out the actual structure: access is conditional on payment of a subscription fee, taken as either a monthly or an annual subscription, with the amount depending on the features and services selected. All fees are stated exclusive of VAT and other taxes, invoiced in advance and payable by bank transfer within 30 calendar days of the invoice date, and access may be suspended in the event of non-payment. Subscriptions renew automatically at the rates then in force, and any rate change is notified at least 30 days beforehand. There is no free plan, and no free trial is announced: the only free entry points are a 20-minute no-obligation demo and a downloadable e-book. Training and consultancy from the WhaiNot Academy are billed separately under their own proposal, purchase order or service contract, exit assistance is billed on a time-and-materials basis after written agreement, and the one-off data export on termination is free unless it requires specific formatting or substantial manual work.
Data, GDPR & hosting
A consolidated view of how WhaiNot handles your data.
GDPR overview
GDPR implementation is concrete. The controller is Whai Not BV (KBO/BCE BE 1008.893.139, Albertlaan 5, 1982 Zemst); requests go to privacy@whainot.be, with Jan-Bart Bormans named as data-protection contact. No formal DPO is appointed, and no article 27 representative is required since the company is EU-established. The privacy policy lists access, rectification, erasure, restriction, objection, withdrawal of consent, objection to direct marketing and portability, answered within thirty days; where WhaiNot acts as processor, requests are passed to the customer-controller. A data processing agreement forms an integral part of the terms and is available on request. Five subprocessors are named in a list dated May 2026, with prior notice and a right to object. Breaches are notified to the controller within 24 hours. The Belgian APD/GBA is named as supervisory authority. AI Act (Reg. EU 2024/1689) compliance, DPO-approved DPIA and FRIA, and identifiers on AI outputs are claimed.
Who owns the data?
Article 4 of the terms is explicit: all content, data, audio, images and other material you upload or create on the platform, defined as Jouw Gegevens (Your Data), remains your property, and WhaiNot claims no ownership rights over it. The publisher receives only a limited licence to access, host, store, copy and process that material, for the sole purpose of delivering the service. Article 6 places the customer in the role of controller and WhaiNot in the role of processor acting on written instructions only. The platform itself and its underlying intellectual property stay exclusively with WhaiNot. On exit, one export in a structured, machine-readable format is available on written request within thirty days.
Reuse rights
Customers work with their own material inside the platform, and article 6 of the terms rules out any use for marketing or commercial exploitation by the publisher. Article 2 of the privacy policy limits processing to administrative handling, speech-to-text conversion, extraction into predefined template fields and making results available to authorised users, on the legal bases of contract performance, legal and accounting obligations, and prior explicit consent for the input. WhaiNot states it never makes autonomous assessments of people, never profiles, never takes automated decisions and never uses data for marketing without explicit consent. AI subprocessors (Microsoft Azure, OpenAI) process statelessly, with no persistent storage and no training on customer data, and AssemblyAI deletes audio immediately after transcription. Social publishing follows a different regime: Meta Platforms and LinkedIn Ireland act as joint controllers alongside the publishing authority, not as WhaiNot's processors, and UiTiD sign-in passes only a user ID, first name and email address. One restriction deserves attention: article 7 of the terms treats distributing or making public an output of the platform without WhaiNot's prior written consent as misuse, so reuse outside your own organisation is not unconditional.
Data retention & training
Hosting summary
Personal data is stored exclusively on secured servers within the European Union, unless otherwise agreed in writing and subject to the safeguards of chapter V of the GDPR. Hosting, persistent storage and backups sit with Combell NV, a Belgian provider certified ISO 9001 and ISO 27001, in datacentres in Belgium and the Netherlands. AI processing is stateless and stays inside the EU Data Boundary: Microsoft Ireland Operations (Azure, West Europe / North Europe) and OpenAI process without persistent storage, while AssemblyAI handles speech-to-text on an EU endpoint and deletes the audio immediately after transcription. Switchcase.be, also Belgian, develops and maintains the platform under strict need-to-know confidentiality. Data is encrypted with AES-256 at rest and carried over TLS 1.2 as a minimum, 1.3 where possible, with mutual TLS between internal components. Each client organisation is given a fully separate database, so cross-tenant access is architecturally impossible. Encrypted backups run daily, are geographically redundant within the Benelux and are kept for 30 days. One nuance: the public marketing website is served from an anycast address geolocated in the United States, which concerns that site alone and not the platform holding customer data.
Things to keep in mind
Risks and trade-offs to weigh before adopting WhaiNot.
- Only one of the six modules is genuinely live: ask in writing what is deliverable on the day you sign, and on what date the rest is due, before budgeting on the full range
- With no published price, no budget can be built and no comparison with alternatives can be made without going through a sales conversation first
- The website's cookie notice and article 7 of the privacy policy contradict each other on cookies and advertising; ask which regime applies to which property before relying on either statement
- Article 7 of the terms treats publishing an output of the platform without prior written consent as misuse, an unusual constraint for a tool whose very purpose is producing public communication
- Liability is capped at twelve months of subscription fees and the customer is asked to waive extra-contractual claims against directors, staff and subprocessors; the security measures follow the ISO 27001:2022 structure without certification, and the security policy is shared only under NDA
- Over-reliance is the human risk: transcripts, social reports, minutes and decision letters concern real citizens, and the mandatory human validation only protects them if reviewers genuinely read the output instead of approving it by reflex, while drafting and note-taking skills in a team tend to fade once the first draft is always machine-made
- Do not confuse two separate things: the marketing website is served from an anycast address geolocated in the United States, while the platform and customer data sit with Combell in Belgium and the Netherlands; note also that whainot.eu answers over HTTP only and redirects to whainot.be, and that retention can be extended beyond the announced periods if legal proceedings require it
Setup & Integrations
Technical difficulty
Low technically, moderate organisationally. The platform is hosted SaaS: nothing to install and no infrastructure to provide, and every module page repeats that no prior technical knowledge is needed. Access opens after contracting rather than by self-registration. An administrator then creates the user accounts, assigns roles and permissions and enforces the mandatory multi-factor authentication; UiTiD sign-in is available. Claroo additionally needs a professional Facebook page and an Instagram Business or Creator account with sufficient rights. The real effort is procedural: every AI output must be validated by a human, and the customer defines and applies its own retention rules.
Deployment
Integrations
Supported languages
Behind WhaiNot
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Who is WhaiNot designed for?
What is the platform actually called, and what is Claroo?
How much does WhaiNot cost?
Is there a free plan or a free trial?
Where is the data hosted?
Is my data used to train AI models?
Is a data processing agreement available, and are the subprocessors disclosed?
Is there an API, a mobile app or an English interface?
Does the AI decide in place of the civil servant?
How long is the data kept, and what happens at the end of the contract?
Should you pick WhaiNot?
WhaiNot is a tool with a deliberately narrow aim: the Belgian local public sector, in Dutch, with no ambition to be anything else. Within that scope, its compliance file is well above what tools of this size usually publish. Subprocessors are named and dated, the data processing agreement is part of the contract, DPIA and FRIA have been approved by DPOs, hosting is EU-only with Combell in Belgium and the Netherlands, each client gets its own separate database, and the product was designed from the start as a high-risk application under the AI Act. Add mandatory human validation on every output, no profiling and no scoring of people, and the governance answer is unusually solid for a public buyer.
The reservations are just as real. Product maturity is partial: of the six announced modules only Claroo is live, and the pages of the others say so themselves. The company is young, registered in April 2024, with a team of six, even if the public references in Antwerp, Halle, Lier, Edegem and Grimbergen are concrete. Pricing is entirely opaque, so no budget can be built without a sales conversation. The contract clearly favours the publisher: as-is delivery, best-effort support, liability capped at twelve months of fees, a waiver of extra-contractual claims, and a clause treating publication of an output without written consent as misuse. Two internal contradictions remain unresolved on the site itself: the cookie notice against article 7 of the privacy policy, and two different last-updated dates on that same policy.
For a Dutch-speaking Belgian authority that needs transcription, structured reporting and public communication under a strict privacy regime, WhaiNot deserves a demo. Ask for the roadmap dates on the five modules that are not yet live, and get the pricing in writing.
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