Privacy Policy

SECTION 1 – WHO WE ARE

Sophie Poldermans (SP) is an independent organization. For a full overview of our activities, please check out our website (http://sophiepoldermans.com). In the context of these activities, we collect, hold, disclose and/or otherwise process personal data. Pursuant to applicable data protection and privacy legislation, Sophie Poldermans (further referred to as “SP” or we or us) qualifies as the controller with respect to the personal data that we process.

SECTION 2 – YOUR PRIVACY IS IMPORTANT

We value the right to privacy and strive to protect the personal data we collect and use in accordance with applicable data protection legislation and more specifically with the General Data Protection Regulation (GDPR) and its relevant national implementing legislation.

In this Privacy Policy we will elaborate whose personal data we collect, what and how we collect, for what purposes we use this data, with whom we share and how long we will store this data. Further, this Privacy Policy includes important information regarding your rights with respect to the processing of your personal data. Therefore, we encourage you to read this Privacy Policy very carefully. If you provide us with personal data relating to another individual than yourself, please provide the concerned individual with (a copy of) this Privacy Policy and ensure that he/she has read and understood this Privacy Policy before providing us with his/her personal data.

SECTION 3 – AS A CLIENT OF SP

Any work relation between SP and a client, as governed by the General Terms and Conditions of SP, falls under the scope of this Privacy Policy.

In order to carry out all professional services in connection with a given order, certain personal data are needed, for example to contact you, to render our services, to send our invoices, to manage payments, to deal with possible complaints, disputes and to clear conflicts, for business continuity purposes, and to establish, defend and exercise our (legal) position.

Personal data that might be needed are name (initials), company name, (postal) address (business and/or private), e-mail address, telephone and/or cell phone number, other contact details, signature samples, financial information and banking information.

SECTION 4 – IF YOU HAVE SUBSCRIBED TO RECEIVE CERTAIN MAILINGS FROM SP

In order to operate as best and efficient possible, we use tailored updates, newsflashes and events in the form of electronic newsletters or other Mailings. In order to send you these, we collect certain personal data.

This data may be collected directly from you, such as the information you provided to us when you opted-in for our Mailings; from publicly available sources such as LinkedIn; and by means of cookies. For more information on the latter, we refer to our Cookie Declaration.

We also aim to only send relevant Mailings, to personalize our Mailings, and to keep our database up to date. Furthermore, we use the information provided by you to better understand the recipients of our Mailings and to improve our Mailings and service offering.

Personal data that might be needed are name (initials), company name, and e-mail address. Sometimes more date are required, for example as listed in Article 3.

You are entitled to refuse to give us certain of these personal data. Please keep in mind that this may result in us being unable to send you the Mailings or to correctly address you in these Mailings.

SECTION 5 – IF YOU PROVIDE YOUR CONTACT DETAILS TO US, EMAIL OR OTHERWISE CONTACT SP

If you have provided your business card to SWW, otherwise provided us with your contact details, emailed or otherwise contacted us, we will process your personal data. We will use this data in order to contact you and for example, to ask you whether you would like to subscribe to our Mailings or if you have given us your contact details for a certain purpose, such as to send you information on SWWs activities or a specific matter.

SECTION 6 – IF YOU VISIT THE SP WEBSITE

If you visit our website (http://sophiepoldermans.com), we refer to our Cookie Declaration.

SECTION 7 – LEGAL BASIS OF PROCESSING YOUR PERSONAL DATA

We distinguish different legal basis, in order to process your personal data:

• Your consent, by actively providing your contact details to us for a certain purpose;
• Our legitimate interest, which translates into our objective to communicate relevant professional developments and to invite our clients and contacts to events.
• To fulfill any legal obligations placed upon us, such as the prevention of fraud or money-laundering or if lawfully required to do so by a legal authority or a court of law;

SECTION 8 – SECURITY

We take appropriate security measures to ensure that we keep your data secure, accurate and up to date. However, the transmission of information over the Internet is never completely secure, so while we do our best to protect personal information, we cannot guarantee the security of information transmitted to our websites.

SECTION 9 – THIRD PARTY WEBSITES

On the SP’s website (see full web address above in section 6) there are sometimes links to third party websites or applications. This policy does not apply to such pages or applications hosted or operated by other organizations. These other sites may have their own privacy policies which apply to them.

SECTION 10 – SHARING OF YOUR PERSONAL DATA

In some circumstances your personal data may be shared with us by third parties, but only where you have specifically consented. For example when you register your interest in SP’s activities on Facebook, Facebook will share information such as your name and email address with us.

In addition, our websites are hosted by third party service providers and therefore any personal details you submit through them may be processed by that third party service provider. We also use other third parties to process your personal data, for example to all online expressions of interest in SWW’s activities and to manage all related communications. All third party service providers process your personal information only on SP’s behalf and are bound by contractual terms that are compliant with data protection law.

If you are a client, your financial or bank details may be disclosed to banks or relevant financial institutions to arrange payments. In case of a suspected fraudulent transaction, your details may be further disclosed for the sole purpose of performing further checks (for example, disclosure to a credit checking agency).

We may also share your personal information with your permission, or if we are legally required to disclose your information in circumstances where this cannot be reasonably resisted.

SECTION 11 – RETENTION PERIOD FOR DATA

We only hold your personal data on our systems for as long as is necessary for the purposes as described above. We remove personal data from our systems once it is no longer required, in line with our guidelines on how long important data must remain accessible for future use or reference, as well as when and how data can be destroyed when it is no longer needed.

The length of time each category of data will be retained, will vary depending on how long we need to process it for the reason it was collected and in line with any statutory requirements. After this time, the data will either be deleted or we may retain a secure anonymized record for research and analytical purposes.

SECTION 12 – YOUR RIGHTS AND HOW TO INVOKE THEM

You are entitled to ask us for information about and access to your personal data and to object to the processing of your personal data by us. Further, under certain circumstances you have the right to ask us to rectify or delete your personal data and to restrict the processing of this.

If you have any questions, comments or complaints in relation to this Privacy Policy or the processing of your personal data by us, please feel free to contact SP at info@sophiepoldermans.com or call us at + (31) 6 25 28 22 00.

Finally, you have the right to lodge a complaint with the relevant Data Protection Authority.