Privacy statement

Hoofs Studio ("Hoofs", "we") is the controller for the personal data processed through this site and in our collaboration. This statement explains which data we process, why, on what legal basis and for how long, and which rights you have. Questions or a request? Mail hello@hoofs.studio.

What we process

When you contact us we process your name, email address, phone number (if you provide it) and the content of your message. When you work with us we also process what the project and its administration require: contact and company details, VAT and Chamber of Commerce number, quotes, assignments, invoices and the communication in our client portal. Our server keeps technical logs (such as IP address, browser type and timestamp) for security, debugging and the proper functioning of the site.

Purposes and legal bases

We process this data to perform our agreement with you (projects, quotes, invoicing and the client portal), to meet legal obligations (such as the fiscal retention duty for invoices), and on the basis of our legitimate interest in a secure, working website and in maintaining the client relationship. Where we ask for consent (for example for a newsletter) we process on the basis of that consent, which you can withdraw at any time.

Retention

We keep data no longer than necessary. Invoices, quotes and the related administration are kept for seven years under the Dutch fiscal retention duty. Your portal account is kept for as long as the client relationship lasts; after that we delete or anonymise it within a reasonable period. Contact messages are kept as long as handling and any follow-up require. Technical logs are kept briefly for security and debugging.

Cookies

This site uses no tracking or marketing cookies and no analytics. The client portal sets one functional cookie to remember your login session; it is necessary for the service and requires no consent. We place no third-party cookies.

Who we share data with

We do not sell your data and do not share it with third parties for their own purposes. Hosting is handled in house: the site and the client portal run on a server we manage ourselves, and email is sent through a mail server under our own management. Where we do engage a processor for a specific function, we do so under a data processing agreement and only as far as needed. Beyond that we only share data when the law requires it or to protect our rights.

Transfers outside the EEA

Because we run hosting and email in house within the EEA, your data is in principle not transferred outside the European Economic Area. Should that be necessary in a specific case, it happens only with appropriate safeguards such as the EU Standard Contractual Clauses.

Security

We take appropriate technical and organisational measures to protect your data, including encrypted connections (HTTPS), access control, updates and backups. No measure offers absolute certainty, but we keep security structurally in order.

Automated decision-making

We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you.

Minors

Our site and services are not aimed at minors. We do not knowingly collect data from persons under the age of 16. If you come across such data, let us know and we will delete it.

When we act as processor

When we build or manage a system in which you process personal data (for example a booking or portal system), we process that data on your behalf. You are then the controller and we are the processor; we record this in a data processing agreement. This statement covers our own processing as a controller.

Your rights

You have the right to access, rectify and erase your data, to restrict and object to processing, and to portability of data you supplied yourself. If you have given consent, you can withdraw it at any time. Mail hello@hoofs.studio; we respond within a month. To prevent misuse we may ask you to identify yourself.

Data protection officer

We are not legally required to appoint a data protection officer. You can raise privacy questions via hello@hoofs.studio.

Complaints

If you disagree with how we handle your data, we would like to hear it from you first. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes

We may update this privacy statement when our way of working or regulation requires it. The current version is always on this page; for significant changes we will note this where we can.