Privacy policy

Who is responsible for your data?

Vinit is responsible for the processing described in this policy.

For questions about this policy or your personal data, please email info@vinit.nl.

What information do we use?

Enquiries and quotations

When you contact us, we process the information you provide. This may include your name, email address, company, telephone number and the contents of your message.

We use this information to answer your enquiry, arrange a conversation or prepare a quotation.

For business contacts, our legal basis is our legitimate interest in responding to enquiries and maintaining business relationships. If you request a quotation for a contract with you personally, we process the necessary information to take steps at your request before entering into that contract.

Working together

During an engagement, we process contact details, correspondence, agreements and other information needed to organise and deliver our services.

Where you personally enter into a contract with Vinit, we process necessary information to perform that contract. For contact persons at client organisations, our legal basis is our legitimate interest in managing and delivering the engagement.

Invoicing and administration

We process contact, billing and payment information to issue invoices, manage payments and maintain our business records.

The legal bases are the performance of a contract, where applicable, and compliance with our legal obligations, including tax and accounting requirements.

Website operation and security

Vinit does not maintain a separate database of technical visitor information. However, the cloud services that deliver and protect our website may process and log request information, such as IP addresses, approximate location inferred from an IP address, request times, requested pages and error or security events.

This information is used to deliver the website, prevent abuse and investigate technical problems. Where this processing is carried out on our behalf, our legal basis is our legitimate interest in operating a reliable and secure website.

Where does the information come from?

We usually receive personal data directly from you. We may also receive your business contact details from your employer or a client when you are involved in an engagement.

Technical website information may be collected when you visit the website.

How long do we keep your information?

We retain personal data only for as long as necessary for the purposes described in this policy.

Where relevant information is necessary to establish, exercise or defend legal claims, we may retain it for as long as necessary for that purpose.

We review and delete personal data on a scheduled basis in line with the retention periods above. Records subject to statutory retention requirements are kept for the applicable legal period.

We use Microsoft 365’s default recovery settings. Emails removed from the Deleted Items folder normally remain recoverable for a further 14 days. Deleted documents in OneDrive and SharePoint normally remain in their recycle-bin recovery process for up to 93 days from their original deletion.

These recovery periods are additional to the retention periods above. Moving an email to Deleted Items alone does not start its 14-day recovery period; our scheduled deletion process also includes removing expired emails from that folder. Microsoft may retain residual copies temporarily in service backups in accordance with its documented deletion procedures. Applicable legal preservation requirements can extend retention.

Who receives your information?

We use Microsoft for business email, document storage and website hosting, and Cloudflare to deliver and protect our website. These providers and their authorised subprocessors may process personal data as necessary to provide their services.

Their processing on our behalf is governed by the applicable data protection agreements.

We may also disclose relevant information to public authorities where required by law, or to professional advisers where necessary to establish, exercise or defend legal claims.

International transfers

Microsoft and Cloudflare operate internationally. Depending on the service and its configuration, personal data may be processed or accessed outside the European Economic Area, including for support and security purposes.

Their applicable data protection terms describe the safeguards for these transfers, including approved Standard Contractual Clauses and, where applicable, European Commission adequacy decisions.

You can find the published terms and safeguards in the Microsoft Data Protection Addendum and the Cloudflare Data Processing Addendum. For questions about Vinit’s use of these services, contact info@vinit.nl.

Cookies and external websites

We do not use cookies for tracking or advertising. Our website does not embed third-party videos or social media content.

Our website delivery and security services may use cookies that are necessary to provide or protect the website. These are not used by Vinit to track you for advertising purposes.

If we introduce cookies that require your consent, we will ask for that consent before placing them.

Our website contains links to external websites, including LinkedIn and YouTube. When you follow a link, the privacy policy of that website applies.

Keeping your information secure

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access and misuse. These include multifactor authentication and restricting access to the people and permissions necessary for the work.

Automated decision-making

Vinit does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you.

Your rights

Depending on the circumstances, you have the right to:

• access your personal data;
• correct inaccurate personal data;
• request deletion of your personal data;
• request restriction of processing;
• receive and transfer your personal data where the right to data portability applies;
• object to processing based on legitimate interests.

Where processing is based on consent, you can withdraw that consent at any time. This does not affect the lawfulness of processing before withdrawal.

Please send requests to info@vinit.nl. We normally respond within one month. If a request is complex or we receive several requests, we may extend this period by up to two further months as permitted by law. We will inform you within the first month and explain why.

We may ask for proportionate information to verify your identity. Please do not send a copy of your identity document unless we have discussed a suitable verification method with you.

You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens.

Is providing information required?

We need sufficient contact information to respond to an enquiry. Certain contact and billing information is necessary to prepare or perform an engagement and meet our legal obligations.

If you do not provide that information, we may be unable to respond, deliver the requested services or issue an invoice. Other information is provided voluntarily.

Personal data in client projects

This policy covers processing for which Vinit is responsible.

When Vinit processes personal data on behalf of a client, the responsibilities and relevant arrangements are documented in a data processing agreement where required. The client’s privacy information normally applies to that processing.

Changes to this policy

We update this policy when our services or processing activities change. The current version is available on this website, with the date of the latest update shown above.