Privacy Policy - Quorum Basis

Our Commitment to Data Protection

At Quorum Basis, we recognize that when you share information with us, you place your trust in our ability to handle that information responsibly. This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and what rights you have regarding your information.

We operate in compliance with the General Data Protection Regulation (GDPR) and Dutch data protection laws. This means we process personal data lawfully, transparently, and only for specified purposes. Your privacy matters to us, and we've structured our practices to respect that.

This policy applies to all information collected through our website, email communications, and direct business interactions. By using our services or website, you acknowledge the practices described in this policy.

Information We Collect

Information You Provide Directly

When you contact us through our website forms, email, or phone, you may provide personal information including your name, email address, phone number, company details, and the content of your messages. We collect this information only when you voluntarily submit it to us.

For clients engaging our services, we collect additional information necessary to provide accounting and bookkeeping support, which may include financial records, business documentation, tax identification numbers, and other information relevant to your financial management needs.

Legal Basis: We process this data based on your consent when you submit forms, or based on our legitimate interest in responding to inquiries and providing requested services.

Automatically Collected Information

When you visit our website, we automatically collect certain technical information through cookies and similar technologies. This includes your IP address, browser type, operating system, pages visited, time spent on pages, and referring website addresses.

This data helps us understand how visitors use our website, identify technical issues, and improve our online presence. The information is typically aggregated and does not directly identify individual users.

Legal Basis: We collect this data based on your consent (managed through our cookie banner) or our legitimate interest in operating and improving our website.

Analytics and Performance Data

We use analytics services to measure website performance and understand visitor behavior. These services collect information about your interactions with our site, including pages viewed, links clicked, and navigation patterns.

Legal Basis: This processing is based on your consent, which you can manage through our cookie preferences.

How We Use Your Information

We use the personal information we collect for the following purposes:

• Responding to inquiries: To answer questions submitted through our contact forms or direct communications, providing information about our services and addressing your needs.
• Providing services: To deliver accounting and bookkeeping services to clients, including preparing financial statements, managing tax compliance, and providing financial guidance.
• Website improvement: To analyze website usage patterns, identify areas for enhancement, and optimize user experience based on how visitors interact with our content.
• Legal compliance: To meet our obligations under tax laws, financial regulations, and other legal requirements applicable to our business operations.
• Security and fraud prevention: To protect our systems, detect unauthorized access attempts, and prevent fraudulent activities.

Marketing Communications

We may occasionally send information about our services to individuals who have expressed interest in our work. These communications are sent only to those who have provided contact information through our website or direct interactions.

You can opt out of marketing communications at any time by contacting us directly. Service-related communications necessary for client relationships will continue regardless of marketing preferences.

Information Sharing and Third Parties

Service Providers

We work with carefully selected third-party service providers who assist with website hosting, email communications, analytics, and other operational needs. These providers access personal data only to perform specific tasks on our behalf and are contractually obligated to protect your information and use it only for authorized purposes.

Legal Requirements

We may disclose personal information when required by law, such as in response to court orders, legal processes, or requests from government authorities. We will also share information if necessary to protect our legal rights, prevent fraud, or ensure the safety of individuals.

No Sale of Personal Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes. Your data is used exclusively for the purposes described in this policy.

How We Protect Your Information

Security Measures

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit, secure storage systems, regular security assessments, and restricted access controls.

Our staff members receive training on data protection principles and are bound by confidentiality obligations. Access to personal information is limited to employees who need it to perform their job functions.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law. For client records, we maintain information in accordance with Dutch tax and accounting regulations, which typically require retention for seven years following the end of a business relationship.

Website analytics data and contact form submissions are retained for shorter periods based on business needs, typically between one and three years. When information is no longer needed, we securely delete or anonymize it.

Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify affected individuals and relevant authorities within 72 hours of becoming aware of the breach, as required by GDPR regulations.

Your Privacy Rights

Under European data protection law, you have several rights regarding your personal information:

Right to Access

You can request a copy of the personal data we hold about you, along with information about how we use it and who we share it with.

Right to Rectification

If your personal information is inaccurate or incomplete, you can request that we correct or complete it.

Right to Erasure

You can request deletion of your personal data in certain circumstances, such as when it is no longer necessary for the purposes it was collected, or when you withdraw consent.

Right to Data Portability

You can request to receive your personal data in a structured, commonly used, machine-readable format, and have it transmitted to another organization where technically feasible.

Right to Object

You can object to processing of your personal data based on legitimate interests, including for direct marketing purposes.

Right to Restrict Processing

You can request that we limit how we use your personal data in certain situations, such as when you contest the accuracy of the data.

Exercising Your Rights

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to your request within one month, though this period may be extended by up to two months for complex requests.

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.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

• Avoid filling out contact forms, account registrations, or any data-submitting features
• Disable cookies through your browser settings (see our Cookie Policy for more details)
• Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us using the contact details provided below. We will process your request promptly and confirm when the deletion is complete.

Note that certain legal obligations may require us to retain some information even after a deletion request, particularly for client records subject to regulatory retention requirements.

Information About Children

Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information.

International Data Transfers

We primarily store and process data within the European Economic Area. When we use service providers located outside the EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission, to protect your personal information.

Any international transfers comply with GDPR requirements and provide adequate protection for your data.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will update the "Last Updated" date at the bottom of this page.

We encourage you to review this policy regularly to stay informed about how we protect your information. Continued use of our website or services after changes indicates acceptance of the updated policy.

Contact Us About Privacy

If you have questions about this Privacy Policy, want to exercise your rights, or need to discuss data protection matters, please contact us:

Quorum Basis

Coolsingel 104

3011 AG Rotterdam

Netherlands

Email: [email protected]

Phone: +31 10 847 2519