Who is responsible?
Your Virtual Marketer, based in Kortenhoef, the Netherlands, is the controller responsible for the processing described in this notice.
- Trading name
- Your Virtual Marketer
- Dutch Chamber of Commerce number
- 96091231
- Telephone
- +31 6 27622972
This notice covers yourvirtualmarketer.com, redirects from yourvirtualmarketer.nl and contact with us about our services. Where we process a client's customer or employee data on their behalf, we document that processing separately where required, for example in a data processing agreement.
What information do we receive?
- Contact and inquiries: your name, company name, email address, selected service, message and optional telephone number. Form submissions also include the language and page from which you contacted us. We also keep the correspondence that follows.
- Website visits: our hosting provider processes technical request information, such as your IP address, request time, requested page and browser information. This is needed to deliver the website and investigate errors or misuse.
- WhatsApp: if you contact us using WhatsApp, we receive your telephone number, message and the profile information you share with us. WhatsApp also processes information under its own privacy policy.
You provide your contact information to us directly. Please do not include national identification numbers, passwords, medical information or other sensitive information. Name, company, email, service and message are required to send the website form; your telephone number is optional. You can email or call instead. Without a way to contact you, we cannot reply.
Why do we use your information?
- Preparing a proposal or working together. Where you ask us to take steps before entering into a contract with you, we process the necessary information under Article 6(1)(b) GDPR.
- Answering questions and following up business inquiries. For general inquiries or contact on behalf of an organisation, we rely on our legitimate interest in being reachable, handling relevant inquiries and maintaining business contacts (Article 6(1)(f) GDPR). We limit the information and contact to what is needed for those purposes.
- Keeping the website available and secure. Technical processing and investigating errors or misuse serve our legitimate interest in a functioning, secure website (Article 6(1)(f) GDPR).
- Meeting legal obligations. For example, handling a valid privacy request or retaining legally required business records (Article 6(1)(c) GDPR).
We do not use website inquiries for newsletters, advertising audiences or a separate CRM. We do not sell your personal data. This website does not make solely automated decisions with legal or similarly significant effects on you, and we do not use inquiries for profiling.
Who may receive your information?
- Storm receives all website inquiries. For internal portal inquiries, Martin receives a copy to help handle the request.
- FormSubmit receives your form fields and the technical information necessary to connect and process the submission. It forwards your inquiry to us by email. Read FormSubmit's privacy policy.
- Microsoft 365 provides our business email service and processes the messages we receive and send.
- GoDaddy hosts the website and processes technical information about website visits.
We may also disclose information where required by law, or where necessary to establish, exercise or defend legal claims. Access within our organisation is intended for the people handling your inquiry.
Processing outside Europe
Our website hosting is configured for the Europe region. This does not mean that all processing by our suppliers takes place exclusively within the European Economic Area (EEA). International support and subcontractors may also process data outside the EEA.
The published data processing terms of GoDaddy and Microsoft describe safeguards for international transfers, including adequacy decisions and, where applicable, the European Commission's standard contractual clauses. You can consult the relevant terms through those documents; email us with questions about the arrangements applicable to your information.
FormSubmit's public documentation does not identify specific processing countries or transfer safeguards. We therefore cannot currently confirm a specific transfer safeguard for this service. If you prefer not to have your inquiry processed through FormSubmit, please contact us directly by email or telephone.
How long do we keep your information?
- Inquiries that do not become client work: up to 12 months after the last substantive contact. This also applies to the copy in Martin's mailbox for portal inquiries.
- FormSubmit: its documentation states that submissions are retained for 30 days. This temporary copy is separate from the messages in our mailboxes.
- If you become a client: we retain relevant correspondence as long as needed to perform and complete the work. Information forming part of legally required business records is retained for the applicable statutory period; for core Dutch tax administration records, this is generally 7 years. Not every message automatically falls under that obligation.
- Technical logs: as long as needed to deliver the website, resolve errors and investigate specific security incidents, within our hosting provider's settings and retention periods.
If a legal obligation or ongoing dispute requires longer retention, we limit it to the information needed and the duration of that obligation or resolution. Backups may temporarily retain a copy until overwritten under the supplier's retention cycle.
How do we protect your information?
The website and contact form use an encrypted HTTPS connection. We limit the use and sharing of inquiries to handling them and use business hosting and email services. No internet connection or storage method can guarantee absolute security. If you believe information has reached the wrong person or you have noticed a security problem, contact Storm at storm@yourvirtualmarketer.com.
What are your rights?
Depending on the processing and the conditions in the GDPR, you may:
- access your personal data and receive a copy;
- have incorrect information corrected or incomplete information completed;
- ask for erasure or restriction of processing;
- object to processing based on legitimate interests on grounds relating to your particular situation;
- receive information you provided in a commonly used, machine-readable format where processing is automated and based on consent or a contract;
- withdraw consent where processing is based on consent. This does not affect the lawfulness of processing before withdrawal.
Email your request to storm@yourvirtualmarketer.com. Handling your request is normally free of charge. We respond without undue delay and normally within one month. For complex or numerous requests, we may extend this by up to two further months. We will explain the extension and its reason within the first month. To avoid disclosing information to the wrong person, we may request limited additional information to verify your identity. Please do not send a copy of an identity document without being asked.
You can also complain directly to the Dutch Data Protection Authority or the supervisory authority in the EEA country where you live or work, or where the alleged infringement occurred. You do not have to complain to us first.
If anything changes
We update this notice when the website or our processing changes. The latest update date appears at the top. If we plan to use information for a new purpose, we will inform you beforehand and obtain consent where legally required.