Introduction

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When you visit my website www.greenladybugadmin.com or contact me, I receive information about you. I need this information to be able to properly carry out my business activities. I always handle your personal data with care and adhere to the applicable laws and regulations when processing it.

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By contacting me or using my website, you agree that I collect and process your personal data in accordance with my privacy policy. In this privacy statement, I explain my privacy policy in more detail. I explain what data I collect and what I do with this information. If you have any questions, or if you want to know what information I have about you, please contact me at kim@greenladybugadmin.com.

This privacy statement was last modified on 13 December 2024.

 

Table of contents​

1. Definitions

2. Who is the controller?

3. When does this privacy statement apply?

4. What personal data do I process?

5. On what grounds do I process personal data?

6. How long do I store your data?

7. What do I use your data for?

8. Where do I store your data?

9. Who do I share your data with?

10. How safe is your data with me?

11. What do I do with children's data?

12. Which cookies do I use?

13. What are your rights?

14. Changes to this statement

 

1. Definitions

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• “Green Ladybug Admin Services”, “I” or “my”: the controller of Green Ladybug Admin Services, Kim Donian.

• “Website”: www.greenladybugadmin.com

• “Computer”: the computer, tablet or mobile phone that you use to visit or contact my website.

• “GDPR”: General Data Protection Regulation.

• “Personal data”, or “data”: all data that can be traced back to you as an individual, such as your name, telephone number, address, IP address, or surfing behaviour.

• “Cookies”: small text files that are stored on your computer when you first visit a website.

 

2. Who is the controller?

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Company name:             Green Ladybug Admin Services

Located in:                       Wintelre

Contact person:             Kim Donian

Email:                                 kim@greenladybugadmin.com

Phone:                               +31(0)625316960

 

3. When does this privacy statement apply?​

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This privacy statement applies to all personal data that I process and relates to all interaction between you and Green Ladybug Admin Services. Your data is processed when you visit my website, use my services, or when you provide data to me yourself, for example by filling in data on my website or by contacting me by e-mail, telephone, social media or in any other way.

 

4. What personal data do I process?

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The following personal data may be processed:

 a.  Company name

 b.  Chamber of Commerce number (KVK)

 c.  Legal structure

 d.  First and last name

 e.  Gender

 f.   Home address and/or business address

 g.  Telephone number

 h.  Website address

 i.  Email address

 j.  Position

 k. Payment details such as a bank account number

 l. VAT ID number

 m.  Customer number, quotation number and invoice number

 n. social media account name

 o.  IP address

 p.  Location

 q.  Browsing data

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I do not process other extraordinary personal data.

 

5. On what grounds do I process personal data?

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I only process personal data if I have a good reason to do so. The GDPR lists reasons (grounds) based on which I may process personal data.

The following grounds apply:

I. I have obtained your consent,

II. I need the data to execute our agreement,

III. I am legally obliged to process this data,

IV. I need the data to pursue my legitimate interest.

 

6. How long do I store your data?

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I store your personal data for as long as I am required to do so by law, if necessary for the purpose for which I use your data, or until you request me to delete your data. The storage period may differ per processing activity.

 

7. What do I use your data for?

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Your data can be processed for various purposes. The personal data I process, the basis on which I do this and how long I store the data differ per purpose. Below is an overview of the various purposes and associated personal data to be processed with the bases as listed in article 5.

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 I collect data:

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1) To respond to your contact or information request​

You can contact me, for example by filling out a contact form on my website, calling me, emailing me or sending a message via social media channels. It is also possible that I receive your data from third parties in connection with my services. To be able to respond or get in touch with you, and to be able to address you correctly with salutation and name, I (possibly) process the following data from you:

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• Personal data: company name, first and last name, gender, telephone number, website address, email address, social media         account names.

• Basis: I, IV

• Retention period: no longer than strictly necessary.

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2)To draw up and send you quotes​

If you are interested in my services, I could send you a quote. This quote must contain some of your data. To draw up the quotation and send it to you, and to be able to address you correctly with salutation and name, I (possibly) process the following data from you:

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• Personal data: company name, first and last name, gender, address, e-mail address, position, customer number, quotation number and invoice number.

• Basis: I, IV

• Retention period: no longer than strictly necessary.

 

3) To schedule and confirm an (introductory) meeting with you​

We can schedule a meeting with each other, for example, to get to know each other better. To schedule such an appointment, confirm it to you or, for example, to send you an invitation link, I (possibly) process the following data from you:

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• Personal data: company name, first and last name, gender, telephone number, e-mail address.

• Basis: I

• Retention period: no longer than strictly necessary.

 

4) To enter and execute an agreement as well as maintain contact​

If you want to use my services, we enter into an agreement. To draw up and execute this agreement, and to be able to provide my services to you as well as possible, I (possibly) process the following data from you:

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• Personal data: company name, Chamber of Commerce number, legal form, first and last name, gender, address, telephone number, website address, e-mail address, social media account names, position, VAT number, customer number, quotation number and invoice number.

• Basis: II

• Retention period: as long as the agreement lasts and/or no longer than strictly necessary.

 

5) To send and collect your invoices​

If you have purchased services from me, I will send you an invoice for this, and in some cases also an iDEAL payment link. If you unexpectedly do not pay (on time), I can start a collection procedure. To be able to invoice and collect, I (possibly) process the following data from you:

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• Personal data: company name, Chamber of Commerce number, legal form, first and last name, address, telephone number, website address, e-mail address, payment details, VAT number, customer number, quotation number and invoice number, IP address, location, browsing data.

• Basis: II, III

• Retention period: 7 years in connection with fiscal retention obligation.

 

6) To pay your invoices​

If I have purchased a service or product from you, you will send me an invoice. To pay the invoice, and to keep my administration and bookkeeping in order, I (possibly) process the following data from you:

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• Personal data: company name, Chamber of Commerce number, first and last name, address, e-mail address, payment details.

• Basis: II, III

• Retention period: 7 years in connection with fiscal retention obligation.

 

7) To send you an evaluation form​

If you have used my services, I am very curious about how you experienced my services. If I send you an evaluation form, I (possibly) process the following data from you:

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• Personal data: company name, first and last name, gender, e-mail address, customer number, quotation number and invoice number.

• Basis: I

• Retention period: no longer than strictly necessary.

 

8) To monitor your website visit​

I provide insight into performance and statistics regarding my website and website visitors, for analytical purposes. This allows me to tailor the range of my services to your preferences and needs and optimize them for future website visitors. To collect the number of website visitors, the surfing behaviour of website visitors, and other data, I (possibly) process the following data from you:

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• Personal data: IP address, location, browsing data.

• Basis: I

• Retention period: 2 years after session.

 

9) To comply with a legal obligation​

I process some personal data because I am legally obliged to do so. This includes, for example, data that I need for invoicing, accounting and tax returns. To comply with my legal obligation, I (possibly) process the following data from you:

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• Personal data: company name, Chamber of Commerce number, legal form, first and last name, gender, address, date of birth, telephone number, e-mail address, payment details, VAT number, customer number, quotation number and invoice number.

• Basis: III

• Retention period: 7 years in connection with fiscal retention obligation.

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8. Where do I store your data?

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I store and process your data within the European Economic Area (EEA). To provide my services, I sometimes work with third parties from outside the EEA. It is therefore possible that your data is stored or processed by these third parties in the United States and/or in other third countries, for example by using cloud storage or servers abroad.

 

9. Who do I share your data with?

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To provide my services, I sometimes work with third parties. I work with third parties to:

• do my bookkeeping

• handle payments and collections

• register my hours worked

• provide digital signatures

• host my website and send emails

• perform web analyses

• organize online meetings

• maintain my online agenda

• store documents in the cloud

• collaborate effectively online

• manage my customers in a CRM system

• communicate efficiently

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I do not sell your personal data to third parties and will only provide or pass it on if this is necessary for the execution of our agreement, the execution of my business activities or to comply with a legal obligation. In doing so, I take appropriate measures to guarantee the security and confidentiality of your data, for example by concluding a Processing Agreement.

Because the rules in some other countries do not always offer the same protection of personal data as in the Netherlands, I have taken appropriate measures to ensure the security of your data when I collaborate with and transfer data to a party in a third country. For example, by making agreements with the third party, by checking whether the third country offers an adequate level of data protection in national legislation or by checking whether the organization in question participates in the EU-US Data Privacy Framework (https://www.dataprivacyframework.gov/list).

 

10. How safe is your data with me?

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I take the protection of your data seriously and take appropriate organizational and technical measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification.

Among other things, I have:

• signed processing agreements and/or confidentiality statements together with third parties who can view or process data for me.

• a website with an SSL certificate, which means that data is sent over a secure connection.

• my computer and any software programs or accounts that I use are secured with secure passwords.

• where possible, security with two-step verification enabled.

•  my documents placed in a secure cloud storage.

• equipped my computer with adequate anti-virus software and firewall.

• as a policy to always keep my software up to date.

• as a policy to make regular backups.

• as a policy to pseudonymize and/or encrypt certain data (encryption).

• as a policy never to log in to an unsecured network.

• as a policy to automatically delete outdated data.

• as a policy to regularly assess whether I can achieve the same goals with less personal data.

 

 

11. What do I do with children's information?

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I do not intend to collect personal information from persons under the age of 16, but I do not have the ability to verify the age of my website visitors. If I learn that I have collected personal information from a person under the age of 16, without the consent of their parent or guardian, I will delete that information, if possible. If you know or suspect that I have collected personal information from a minor, without the consent of a parent or guardian, you can contact me at kim@greenladybugadmin.com.

 

12. Which cookies do I use?

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I use cookies for my website. When you first visit my website, I will inform you about the cookies I use and ask for permission to place them.

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a) Functional cookies

I use functional cookies. These are necessary for the technical operation of the website and for your ease of use. My website can also be optimized with these cookies.

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b) Analytical cookies

I use analytical cookies. These cookies are used to analyse the behaviour of website visitors. For example, to know how often a website or a specific page is visited. This information can be used to improve the website, among other things.

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c) Tracking cookies

I do not use tracking cookies.

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You can opt out of cookies by setting your internet browser so that it no longer stores cookies. You can delete all information that has previously been stored via the settings of your browser.

Do you want to know more about my cookie policy? Then also consult my cookie statement.

 

13. What are your rights?

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Under the GDPR, you have the following privacy rights regarding the personal data that I process about you:

• Right of access: you may view the data

• Right of rectification and supplementation: you may change the data

• Right to delete data: you may have incorrect information deleted

• Right to data portability: you may request the data from me to store or pass it on yourself

• Right to limit processing: you may request me to process less personal data

• Right to object: you may object to the processing

 

If you wish to invoke one of these privacy rights, please contact kim@greenladybugadmin.com. I will process your request or complaint within 30 days.

If it concerns multiple requests or complaints or if your request or complaint is complex, I will need some more time and will contact you within 60 days at the latest. To ensure that the request or complaint actually comes from you, I may ask you to identify yourself. You can also file a complaint with the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

 

14. Changes to this statement

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I can change the content of this privacy statement at any time and for any reason. Therefore, I advise you to consult my privacy statement regularly.