Privacy Policy

Introduction

fluxharbor B.V. ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website fluxharbor.pro or use our property leasing services.

This policy applies to all personal data we process as a data controller. By using our services, you consent to the data practices described in this policy.

Data Controller Information

The data controller responsible for your personal information is:

Data Collection

The data we collect from you includes personal information that you voluntarily provide to us and information that is automatically collected when you use our website and services.

Information You Provide

We may collect the following personal information when you:

• Contact us through our website forms or email
• Apply for property rental or leasing services
• Subscribe to our newsletter or marketing communications
• Create an account on our platform
• Participate in surveys or feedback requests

This information may include:

• Name and contact details (email address, phone number, postal address)
• Employment information and financial details for rental applications
• Identification documents and references
• Property preferences and requirements
• Communication records and correspondence

Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and usage patterns, including:

• IP address and location data
• Browser type and version
• Operating system and device information
• Pages visited and time spent on our website
• Referring website and search terms used

How We Use Your Information

We use of your data is based on legitimate interests, contractual necessity, legal obligations, and your consent where applicable. Specifically, we use your personal information to:

• Provide property leasing and management services
• Process rental applications and conduct background checks
• Communicate with you about our services and your enquiries
• Send marketing communications (with your consent)
• Improve our website and services through analytics
• Comply with legal obligations and regulatory requirements
• Prevent fraud and ensure security of our services
• Resolve disputes and provide customer support

Cookies and Tracking Technologies

We may use cookies and tracking technologies for analytics, advertising, and remarketing purposes, including Google Ads. These technologies help us measure campaign effectiveness, deliver relevant advertisements, and improve our services. You can manage your cookie preferences at any time through our cookie consent banner.

For detailed information about the cookies we use, please refer to our Cookie Policy.

Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except in the following circumstances:

• Service Providers: We may share information with trusted third-party service providers who assist us in operating our business, such as property management systems, payment processors, and legal advisors.
• Property Owners: When you apply for a rental property, we may share relevant information with property owners for application processing.
• Legal Requirements: We may disclose information when required by law, court order, or to protect our rights and safety.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business.

Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. Specifically:

• Customer enquiry data: 2 years from last contact
• Rental application data: 7 years after application (as required by Dutch law)
• Tenant records: 7 years after end of tenancy
• Marketing consent: Until withdrawn or 3 years of inactivity
• Website analytics data: 26 months

When personal information is no longer needed, we will securely delete or anonymise it in accordance with our data retention procedures.

Your Rights

Under the General Data Protection Regulation (GDPR) and Dutch data protection law, you have the following rights regarding your personal information:

• Right of Access: You can request copies of your personal data
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data in certain circumstances
• Right to Restrict Processing: You can request limitation of how we use your data
• Right to Data Portability: You can request transfer of your data to another service provider
• Right to Object: You can object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: You can withdraw consent for processing at any time

To exercise any of these rights, please contact us using the information provided in the "Contact Information" section below.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and employee training
• Secure data storage and backup procedures
• Incident response and breach notification procedures

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but will notify you promptly of any data breaches that may affect your rights.

International Data Transfers

Your personal information is primarily processed within the European Economic Area (EEA). If we need to transfer your data outside the EEA, we will ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for countries with adequate data protection
• Certification schemes and codes of conduct

Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately so we can delete such information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Displaying prominent notices on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Information

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or need to contact us about privacy matters, please reach out to us:

Supervisory Authority

If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):