Privacy Policy

Regelix is a trade name registered in the Dutch Trade Register of a sole proprietorship, registered under KVK number 61803499. Regelix can be reached via info@regelix.nl.

For processing where Regelix itself determines the purpose and means, Regelix acts as data controller within the meaning of the General Data Protection Regulation (GDPR).

This privacy policy applies to website visitors, prospective clients, business clients, contacts, suppliers and other persons who communicate with Regelix or use Regelix's services.

Where Regelix processes personal data solely on behalf of a client, for example within a hosted website, form, client portal or administrative system, that client is generally the data controller and Regelix acts as processor. In that case the arrangements are recorded in a data processing agreement, and the relevant client's own privacy policy also applies to the end users concerned.

3.1 Contact and quote data: name and company name; email address and phone number; content of messages and correspondence; information about desired services, planning and budget; documents, files or other information you provide yourself.

3.2 Client, contract and invoice data: address and billing details; KVK and VAT details; quotes, agreements and order confirmations; payment and transaction data; project information, supplied content and technical data; support requests, feedback and communication about the services.

3.3 Account and portal data: where a service includes an account or portal, Regelix may process usernames, roles, authorizations, login times, account settings and activity within the service.

3.4 Technical website and security data: IP address; date and time of a visit or request; browser, device and operating system data; pages visited and technical request data; server, error and security logs; language and cookie preferences.

3.5 Special categories of personal data: Regelix generally does not request special categories of personal data or criminal record data. Do not submit such data via a general contact form or email unless necessary and pre-arranged with Regelix.

Regelix processes personal data only for specified, explicitly described and legitimate purposes, and where a valid legal basis exists.

4.1 Contact, inquiries and quotes: to answer questions, discuss wishes, prepare proposals and take pre-contractual steps. Legal basis: performance of a contract or pre-contractual measures; where appropriate, the legitimate interest in properly handling business inquiries.

4.2 Performance of agreements: for project management, delivery of websites and digital services, hosting, maintenance, support, communication, invoicing and payment processing. Legal basis: performance of the agreement.

4.3 Legal obligations: for bookkeeping, retaining tax records, and complying with other legal obligations. Legal basis: legal obligation.

4.4 Security, continuity and business operations: for securing systems, preventing fraud and abuse, investigating incidents, making backups, quality improvement, managing operations, and protecting legal interests. Legal basis: legitimate interest, weighed against the interests and fundamental rights of data subjects.

4.5 Cookies and similar techniques: for strictly necessary and limited functional techniques, the legal basis is the legitimate interest in a well-functioning and secure website. For privacy-sensitive analytics, marketing or tracking techniques, consent is requested in advance where the law requires it.

4.6 Marketing: Regelix may inform business relations about its own, similar services where legally permitted. Where consent is required, marketing is only sent on the basis of consent. You can unsubscribe at any time via the message or via info@regelix.nl.

Directly from you, for example via email, phone or a form; during the preparation and performance of an agreement; via an organization you work for; via clients or business partners lawfully entitled to provide the data; automatically when using the website or digital services; and from public business sources, such as the Trade Register.

You are not legally required to provide personal data via the website. Certain data is, however, needed to handle an inquiry, prepare a quote, perform an agreement, manage an account, send an invoice, or comply with a legal obligation. Without this data, Regelix may not be able to provide the relevant service.

Regelix does not sell or rent out personal data. Data may, to the extent necessary, be shared with: hosting, domain, DNS, database and cloud providers; email, communication and support service providers; payment, bookkeeping and administrative service providers; IT, security, monitoring and backup service providers; subcontractors working on a specific assignment; accountants, lawyers and other professional advisors; and government bodies or supervisory authorities where disclosure is legally required.

Service providers only receive data necessary for their work. Where they process personal data on Regelix's behalf, arrangements are made in a data processing agreement where necessary.

Where Regelix acts as a processor for a client, Regelix may engage sub-processors for, among other things, hosting, email delivery, databases, storage, backups and security. The terms for this are set out in the data processing agreement with the client.

Regelix aims to have personal data processed within the European Economic Area (EEA). However, some service providers may be established outside the EEA or provide support from there.

Where personal data is transferred outside the EEA, Regelix uses a legally permitted transfer mechanism, such as an adequacy decision, approved standard contractual clauses, and additional technical and organizational measures where necessary.

Personal data is not retained longer than necessary. Regelix generally applies the following periods:

Contact and quote data: a maximum of 24 months after the last substantive contact, unless an agreement is concluded.

Client and project data: for the duration of the agreement and thereafter for as long as needed for support, accountability, or possible legal claims.

Financial and tax records: generally 7 years, or longer where the law requires it.

Support and communication data: a maximum of 24 months after handling, unless part of a client or project file.

Technical and security logs: generally a maximum of 12 months, unless longer retention is needed to investigate an incident or misuse.

Account data: for the duration of the account and thereafter for a limited period for export, recovery and administrative wind-down.

Consent and cookie preferences: for as long as needed to demonstrate the choice and in accordance with the cookie policy.

After the applicable period expires, data is deleted, anonymized, or retained only to the extent a legal obligation or legitimate interest requires it.

Regelix takes appropriate technical and organizational measures suited to the nature of the data and the risks. These measures may include encrypted connections, access restrictions, strong authentication, updates, backups, logging, monitoring, and arrangements with service providers.

No system is entirely free of risk. Regelix therefore regularly evaluates these measures and adjusts them where necessary.

In the event of a security incident involving personal data, Regelix assesses the incident in accordance with the GDPR. Where legally required, the data breach is reported to the Dutch Data Protection Authority and data subjects are informed.

Depending on the circumstances, you have the right to: access your personal data; rectify inaccurate or incomplete data; have personal data erased; restrict processing; object to processing based on legitimate interest; data portability; withdraw consent; and object to direct marketing.

A request can be submitted via info@regelix.nl. Regelix may ask for reasonable additional information to verify your identity. We generally respond within one month. This period may be extended in accordance with the GDPR where a request is complex or multiple requests are received at once.

If you have a complaint about the processing of personal data, please contact us first via info@regelix.nl. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Regelix does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you, unless this has been clearly communicated in advance and is legally permitted.

Regelix's website and services are generally aimed at businesses and adults. Regelix does not knowingly collect personal data from children under 16 without valid consent where such consent is legally required.

The website may use cookies and similar techniques. Further information on the categories, purposes, retention periods, and how to change preferences is set out in Regelix's Cookie Policy.

The website or services may refer to external websites or services. Their own privacy terms apply to the independent processing carried out by these third parties. Regelix is not responsible for the privacy practices of independent third parties.

Regelix may amend this privacy policy when its services, technical setup, suppliers used, or laws and regulations change. The current version is published on the website with the date of the last change.

Regelix

KVK number: 61803499

Email: info@regelix.nl

This privacy policy may be published in Dutch, English and Turkish. In case of differences in interpretation, the Dutch version prevails, to the extent legally permitted.