PRIVACY POLICY & LEGAL NOTICE – ASTIDES
Effective Date: November 2025
Last Updated: November 2025
1. INTRODUCTION
This Privacy Policy describes how Astides, and its affiliated entities (“Astides,” “we,” “us,” or “our”) collects, uses, and protects personal information when you use our services, receive our offers or quotes, visit our website, or interact with us in any capacity.
Astides is committed to protecting your privacy and ensuring the security of your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
2. DATA CONTROLLER INFORMATION
Company: Astides Project B.V.
Location: Amsterdam, The Netherlands
Contact: [email protected]
3. INFORMATION WE COLLECT
3.1 Information You Provide
– Contact Information: Name, email address, phone number, company name, job title
– Business Information: Company details, VAT numbers, billing addresses, business registration numbers
– Transaction Information: Quotes requested, offers made, purchase orders, invoices, payment records
– Communication Records: Emails, letters, phone recordings, meeting notes, support tickets
– Project Information: Requirements, specifications, deliverables, feedback
– Financial Information: Bank details for payments, credit references (we do not store credit card information directly)
– Documentation: Contracts, agreements, NDAs, identification documents where required
3.2 Information Automatically Collected
– Technical Data: IP addresses, browser type, device information, operating system, access times
– Usage Data: Pages visited, features used, interaction patterns, referral sources
– Location Data: Approximate geographic location based on IP address
– Cookies and Tracking: Session cookies, analytical cookies, marketing pixels (with consent)
4. HOW WE USE YOUR INFORMATION
We process your data for the following purposes:
– Service Delivery: To provide any and all services offered by Astides
– Quotations and Offers: To prepare, send, and follow up on quotes and proposals
– Contract Management: To establish, perform, and manage contractual relationships
– Communication: To respond to inquiries, provide updates, and maintain business relationships
– Business Operations: For invoicing, accounting, credit management, and legal compliance
– Quality Assurance: To monitor and improve our services and customer satisfaction
– Marketing: With your consent, to inform you about our services, offers, and updates
– Legal Obligations: To comply with tax, regulatory, and statutory requirements
– Risk Management: To assess credit risk, prevent fraud, and manage business risks
– Business Development: To identify opportunities and develop new services
5. LEGAL BASIS FOR PROCESSING
We process personal data based on:
– Contract Performance: When necessary to deliver our services or prepare quotes/offers
– Legitimate Interests: For business operations, security, and service improvement
– Legal Obligations: To comply with tax, accounting, regulatory, and statutory requirements
– Vital Interests: In exceptional circumstances to protect someone’s life
– Consent: For marketing communications, certain cookies, and where otherwise required
6. DATA SHARING AND TRANSFERS
We may share your data with:
– Service Providers: IT providers, hosting services, cloud platforms, software vendors
– Professional Advisors: Accountants, lawyers, auditors, consultants (under strict confidentiality)
– Business Partners: Subcontractors, suppliers, joint venture partners (as necessary for service delivery)
– Financial Institutions: Banks, payment processors, credit agencies
– Insurance Companies: For liability, professional indemnity, and business insurance
– Authorities: Tax authorities, regulators, law enforcement (when legally required)
– Potential Acquirers: In case of merger, acquisition, or sale of assets (under NDA)
We do not sell, rent, or trade your personal information for marketing purposes.
7. INTERNATIONAL DATA TRANSFERS
Your data may be transferred and processed outside the European Economic Area (EEA). When this occurs, we ensure appropriate safeguards including:
– Standard Contractual Clauses approved by the European Commission
– Adequacy decisions for countries with equivalent data protection
– Binding Corporate Rules for intra-group transfers
– Your explicit consent where required
8. DATA RETENTION
We retain personal data according to the following schedule:
– Client/Customer Data: Duration of relationship plus 7 years for tax/legal compliance
– Quotes and Offers: 2 years from date of issue unless converted to order
– Contracts and Agreements: 10 years after termination
– Financial Records: 7 years as required by Dutch tax law
– Marketing Contacts: Until consent is withdrawn or 3 years of inactivity
– Website Analytics: Maximum 26 months
– Communication Records: 5 years unless part of a contract or legal matter
– CCTV/Security: 4 weeks unless required for investigation
9. YOUR RIGHTS
Under GDPR, you have the right to:
– Access: Request copies of your personal data
– Rectification: Correct inaccurate or incomplete data
– Erasure: Request deletion of your data (subject to legal obligations)
– Restriction: Limit processing of your data
– Portability: Receive your data in a structured, machine-readable format
– Objection: Object to processing based on legitimate interests or direct marketing
– Automated Decision-Making: Not be subject to purely automated decisions
– Withdraw Consent: Where processing is based on consent
To exercise these rights, contact us at [email protected]. We will respond within one month.
10. SECURITY MEASURES
We implement comprehensive security measures including:
– Physical Security: Secured premises, access controls, visitor management
– Technical Security: Encryption, firewalls, intrusion detection, secure protocols
– Organizational Security: Access controls, confidentiality agreements, training
– Incident Response: Breach notification procedures, disaster recovery plans
– Regular Audits: Security assessments, penetration testing, compliance reviews
11. COOKIES AND TRACKING
Our website uses:
– Essential Cookies: Required for website functionality and security
– Performance Cookies: To analyze usage and improve performance
– Functionality Cookies: To remember preferences and settings
– Marketing Cookies: To deliver relevant advertisements (with consent)
You can manage cookies through browser settings or our cookie consent tool.
12. THIRD-PARTY SERVICES
We may use third-party services including:
– Google Analytics for website analytics
– Social media platforms for marketing
– Payment processors for transactions
– Cloud services for data storage
These services have their own privacy policies which we encourage you to review.
13. CHILDREN’S PRIVACY
Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children.
14. CHANGES TO THIS POLICY
We reserve the right to update this policy at any time. Material changes will be notified via email or prominent website notice at least 30 days before taking effect.
15. COMPLAINTS
If you have concerns about our data processing, you may:
– Contact our Data Protection Officer at [email protected]
– File a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)
– Seek judicial remedy through the Dutch courts