RatioNexa

Privacy

Privacy statement

Last updated:

RatioNexa processes as little personal data as possible. This statement describes which data that is, why, how long it is kept and which rights you have. It is written to be read, not to hide anything.

1. Who is responsible

The data controller is RatioNexa, a sole proprietorship based in Amsterdam, the Netherlands. Privacy matters are handled through the email address at the bottom of this page.

2. Which data I process

I only process data that you provide yourself or that is needed to carry out an assignment:

  • Contact form and email: name, email address, the chosen topic and the content of your message.
  • Clients: name, company name, address, Chamber of Commerce (KVK) number, VAT ID, bank details and the correspondence that belongs to an assignment.
  • Coaching: brief session notes. They serve as a memory aid. I do not record diagnoses or medical data and ask you not to share them; the notes are not shared with anyone.
  • Software projects: access to systems or data of your organisation, only insofar as needed for the work and under a data processing agreement where required.

3. Purpose and legal basis

  • Answering your question or request: my legitimate interest in being able to respond to messages (Art. 6(1)(f) GDPR) and, where an assignment may follow, taking steps prior to entering into a contract (Art. 6(1)(b) GDPR).
  • Carrying out an assignment, including invoicing and communication: performance of a contract (Art. 6(1)(b) GDPR).
  • Keeping business records: legal obligation, in particular the Dutch fiscal retention duty (Art. 6(1)(c) GDPR).
  • I do not use your data for newsletters, profiling or automated decision-making, and I do not sell it.

4. How long I keep data

  • Messages through the contact form or email that do not lead to an assignment: at most one year after the last contact.
  • Invoice, contract and payment data: seven years after the end of the financial year, because of the fiscal retention duty. Other correspondence belonging to an assignment: up to two years after completion.
  • Coaching session notes: up to one year after the programme ends, unless you ask for deletion earlier.

5. Who I share data with

I share data only with parties needed to run the site or keep the books, and never with advertisers or data brokers:

  • Netlify, Inc. (United States): hosting of this website and processing of the contact form. Messages are stored in RatioNexa's Netlify account. Netlify also briefly keeps technical server logs, including IP addresses.
  • Google (Gmail) and Cloudflare (email routing), both United States: for receiving and sending email.
  • Transfers to the United States take place under the EU-US Data Privacy Framework and, where that does not apply, the European Commission's standard contractual clauses.
  • Accountant or bookkeeping software: for the administration, invoice data only.
  • Government bodies: only where the law requires it.

6. Cookies and statistics

This website sets no cookies and uses no analytics, tracking or embedded third-party services. That is why there is no cookie banner. Should that change in the future, this statement will be updated first.

7. Security

The site is served over HTTPS only. Access to email, the Netlify account and the administration is protected with strong passwords and two-factor authentication. Devices that hold data are encrypted.

8. Your rights

Under the GDPR you have the right of access, rectification, erasure, restriction of processing, data portability and the right to object. You can send a request by email; I will respond within one month. To make sure the request comes from you, I may ask for confirmation.

You are not obliged to provide data, but without a name and email address I cannot answer your message.

If you feel I am handling your data carelessly, I would like to hear it from you first. You also always have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

9. Changes

This statement may be amended if the services or the law change. The date at the top shows the last revision. Clients with an ongoing assignment will be notified of material changes by email. Where the Dutch and English versions differ, the Dutch version applies.

Questions about privacy

Email info@rationexa.com.