Privacy Policy

Introduction

SmartPlanetary B.V. ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, process, and protect your personal information when you visit our website or use our services.

This policy applies to all personal data we process as a data controller in connection with our finance audit and control services. We are committed to compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Data Controller Information

Data We Collect

The data we collect depends on how you interact with our website and services. We may collect the following categories of personal information:

Information You Provide Directly

• Contact information (name, email address, phone number)
• Company information (company name, job title, business address)
• Communication preferences
• Messages and enquiries sent through our contact forms
• Information provided during consultations or service delivery

Information Collected Automatically

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent on site, referral sources)
• Cookie data and similar tracking technologies
• Location data (general geographic location based on IP address)

How We Use Your Information

We process your personal data for the following purposes, based on legitimate interests, contractual necessity, or your consent:

Service Delivery

• Providing finance audit and control services
• Responding to enquiries and providing customer support
• Managing client relationships and communications
• Processing payments and managing billing

Business Operations

• Website administration and security
• Analytics and performance monitoring
• Marketing and business development activities
• Compliance with legal and regulatory obligations

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about the cookies we use, please refer to our Cookie Policy.

Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

• Contractual necessity: Processing required to perform our services or respond to your requests
• Legitimate interests: Business operations, website analytics, and marketing activities
• Consent: Marketing communications and non-essential cookies
• Legal obligation: Compliance with applicable laws and regulations

Data Sharing and Disclosure

We do not sell your personal data to third parties. We may share your information in the following circumstances:

• With trusted service providers who assist in our business operations
• When required by law or to protect our legal rights
• In connection with a business transaction (merger, acquisition, etc.)
• With your explicit consent for specific purposes

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, and resolve disputes. Specific retention periods include:

• Contact enquiries: 3 years from last contact
• Client data: 7 years after service completion (legal requirement)
• Website analytics: 26 months (Google Analytics default)
• Marketing data: Until consent is withdrawn or 3 years of inactivity

Your Rights

Under GDPR and applicable data protection laws, you have the following rights regarding your personal data:

• Right of access: Request copies of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your personal data
• Right to restrict processing: Request limitation of data processing
• Right to data portability: Receive your data in a portable format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent for consent-based processing

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and staff training
• Secure hosting and backup procedures

International Transfers

We primarily process data within the European Economic Area (EEA). When we transfer data outside the EEA, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the European Commission
• Standard contractual clauses
• Binding corporate rules
• Your explicit consent

Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe we have not handled your personal data appropriately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.