Privacy Policy

HFS Freelancers BV

Effective date: December 1, 2025

Version: 2.0

1. Introduction

HFS Freelancers BV (hereinafter: "HFS" or "we") attaches great importance to the careful and secure processing of your personal data. This privacy policy applies to all processing of personal data of customers, suppliers, applicants, visitors to our website, and other contacts. It transparently describes what data we collect, the purposes for which we process it, the legal basis for this processing, and the rights you have as a data subject. We process personal data in accordance with the General Data Protection Regulation (GDPR), the GDPR Implementation Act (UAVG), and the Telecommunications Act.

2. Data controller details

• Company name: HFS Freelancers BV
• Business address: Witteweg 62, 1431 GZ Aalsmeer
• Email address: info@hfsfreelancers.nl
• Phone number: 085 060 6814
• Chamber of Commerce number: 90812522

Data Protection Officer (DPO):

• Name: Dylan van de Kar
• Email address: dylan@hfsfreelancers.nl
• Telephone number: 085 060 6814

3. Categories of personal data

Depending on your relationship with HFS, we may process, among other things, the following categories of personal data:

• Identification data: name, address, place of residence, date of birth, nationality.
• Contact details: telephone number, email address.
• Citizen Service Number (BSN), if required by law.
• Data relating to your employment, position or assignment.
• Financial data: bank account number, billing information, payment history.
• Login details and user profiles.
• Technical data: IP address, browser type, device characteristics.
• Cookie and tracking data (see article 11).

4. Purposes and legal bases of the processing

We process your personal data solely for specific, explicit, and legitimate purposes. The corresponding legal basis for each purpose is listed below:

• Execution of agreements and provision of services – Necessary for the performance of a contract (Article 6 paragraph 1 sub b GDPR).
• Customer and supplier administration – Legal obligation / legitimate interest (Article 6 paragraph 1 sub c/f GDPR).
• Payroll administration and tax obligations – Legal obligation (Article 6 paragraph 1 sub c GDPR).
• Sending newsletters and marketing communications – Consent (Article 6 paragraph 1 sub a GDPR).
• Recruitment and selection of personnel – Consent / legitimate interest (Article 6 paragraph 1 sub a/f GDPR).
• System security, fraud and abuse prevention – Legitimate interest (Article 6 paragraph 1 sub f GDPR).

5. Special and sensitive personal data

If we process your Citizen Service Number (BSN), this is done solely based on a legal obligation, as stipulated in the Wage Tax Act and the Identification Obligation Act. We apply strict security measures for this processing, including encryption, limited access rights, and logging.

6. Retention periods

• Financial and tax data: 7 years (tax retention obligation).
• Customer data: maximum 2 years after the last contact moment.
• Application data: a maximum of 4 weeks after completion of the application procedure, unless you have given explicit permission for a retention period of 1 year.
• Marketing data: until you withdraw your consent.

7. Disclosure to third parties

We only provide personal data to third parties if this is necessary for the execution of our agreement, to comply with a legal obligation, or if you have given explicit consent. If personal data is transferred to countries outside the European Economic Area (EEA), we ensure appropriate safeguards, such as standard contractual clauses approved by the European Commission or an adequacy decision.

8. Automated decision-making and profiling

If we use automated decision-making, including profiling within the meaning of Article 22 GDPR, we will inform you in advance about the underlying logic, significance, and potential consequences of this processing. Currently, HFS does not use automated decision-making that has legal effects or otherwise significantly affects you.

9. Rights of data subjects

You have the following rights at all times:

• Right to access your personal data.
• Right to rectification of incorrect or incomplete data.
• Right to erasure of personal data ("right to be forgotten").
• Right to restriction of processing.
• Right to data portability.
• Right to object to processing based on legitimate interest or for direct marketing.
• Right to withdraw your consent (without retroactive effect).

You can submit requests to exercise these rights via privacy@hfsbv.nl. We will respond within one month of receiving your request, unless an extension is granted in accordance with Article 12 GDPR.

10. Security of personal data

HFS has taken appropriate technical and organizational measures to protect personal data against loss, unauthorized access or any form of unlawful processing, including:

• Encryption of data during storage and transmission.
• Two-factor authentication for access security.
• Periodic penetration testing and security audits.
• Strict authorization procedures and logging.

11. Cookie Policy

Our website uses cookies and similar technologies. These cookies may be functional, analytical, or marketing-related.

• Functional cookies – necessary for the website to function properly.
• Analytical cookies – to gain insight into the use of our website (via Google Analytics).
• Marketing cookies – for personalized ads and remarketing.

Overview of cookies used:

You can manage and change your cookie preferences through our cookie management system (Cookiebot). Consent can be withdrawn at any time.

12. Changes

HFS reserves the right to amend this privacy policy and cookie statement at any time. The most current version will be published on our website and date-stamped.