Privacy Policy

This privacy policy tells you about the information we collect from you when you use our website. We act as a data controller when collecting this information and comply with legal requirements to provide details about who we are, why and how we use your data, and the rights you have regarding your data.

Who are we?

We are eformity document solutions bv. Our address is Nieuwland Parc 310, 2952 DD Alblasserdam, The Netherlands. You can contact us by post at the above address, by email at info@eformity.nl or by telephone on +31 (0)78 699 29 00.

We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.

When you use our website

When you browse our website to explore our products and services, several cookies come into play. Both we and third parties use these cookies to ensure the website functions properly. They also help us collect valuable information about visitors. Additionally, these cookies enhance your user experience by making it more seamless and personalized.

For more information about our use of cookies, please see our cookie policy.

When you submit an enquiry via our website

When you submit an enquiry via our website, we ask you for your name, contact telephone number and email address.

We use this information to respond to your query. Including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest. This way we ensure that we have answered it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.

Your enquiry is stored and processed as an email which is hosted by Microsoft within the European Economic Area (EEA). It is also logged on a CRM system on a cloud server based in Canada, a country which the EU says has adequate data protection laws in place to protect your data.

We do not use the information you provide to make any automated decisions that might affect you.

We keep enquiry emails for two years, after which they are securely archived and kept for seven years, when we delete them. CRM records are kept for three years after the last contact with you.

When you sign up to receive our newsletter

When you sign up to receive our newsletter, we ask for your name and your email address.

We will ask for your consent to use your name and email address to email you our newsletter. This newsletter contains information about our products and other information which we feel might be of interest to you.

You can withdraw your consent at any time and we will stop sending you the newsletter.

Your name and email address are shared with a third party mailing system which is based in Australia. This company has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.

We do not use the information you provide to make any automated decisions that might affect you.

We keep your personal data for as long as we produce and distribute our newsletter. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.

Your rights as a data subject

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.

If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.

You can request the erasure of your data if we process it based on consent or legitimate interest.

You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.

Finally, in some circumstances you can ask us not to reach decisions affecting you using automated processing or profiling.

To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.

Your right to complain

If you have a complaint about our use of your information, we would prefer you to contact us directly. in the first instance so that we can address your complaint. However, you can also contact the Dutch Data Protection Authority via their website at https://autoriteitpersoonsgegevens.nl/en or write to them at:

Autoriteit Persoonsgegevens
P.O. Box 93374
2509 AJ DEN HAAG
The Netherlands

Updates to this privacy policy

We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent. When the policy is updated, the version number and date of this document will be revised accordingly.

Last updated: 12 December 2024 (layout only)