Privacy Statement of Delissen Martens lawyers, tax advice and mediation
Your privacy is important to us. We will observe due care in handling your personal data and undertake to comply with the applicable privacy legislation, such as the General Data Protection Regulation (GDPR). By way of these privacy regulations, we inform you of the manner in which we handle your personal data and of your rights with regard to your personal data.
The law office of Delissen Martens B.V. is located at Sportlaan 40, 2566 LB in The Hague.
Purpose of these regulations
This Privacy Statement pertains to the processing of the personal data of our clients and of all other persons with whom Delissen Martens maintains contact or who use our services.
What personal data do we process?
We process the personal data that you have provided to us, for instance within the context of the services we provide to you. We also obtain personal data generated during your visit to our website, because you have filled out a contact form, have registered as a recipient of our newsletter or have attended a DM Academy course. If you register in order to be able to make use of our service 'My Models', we will also process your personal data.
The personal data that we process may include the following:
- Contact details and other data, including your name, address, telephone number, e-mail address, (copies of) identity documents obtained from you at the time you gave us instructions to provide legal services
- Other personal data, including, for example, financial data and health data, which form an integral part of the case file we handle for you
- Data provided by you via our website by filling out the contact form
- Contact data you have provided to us in any other way, for example during seminars etc.
Purposes of use
We use your personal data for several purposes, namely:
1. For the execution of an agreement in which you have instructed us to provide legal and tax services performed by our lawyers, mediators or tax advisors
If you instruct a lawyer, mediator or tax advisor to conduct a case, your contact data will be requested in any case. You may also be requested to submit an identity document. Furthermore, other personal data may be necessary for handling the case. Your data will also be used for invoicing the services provided or for applying for legal aid.
In addition, the personal data of parties which are involved in (legal) proceedings may also be processed, such as personal data of the party with whom you are engaged in a dispute.
2. Compliance with statutory obligations
The Money Laundering and Terrorist Financing (Prevention) Act (Wet ter voorkoming van witwassen en financieren van terrorisme, WWFT) obliges lawyers and tax advisors to obtain and record specific information such as, for instance, a copy of an identity document (passport). When a copy is made, we ensure that the data that we do not need are not copied.
3. Maintaining contact with you, the Client
Your contact details are kept up to date in our client system, and can, for instance, be used to send newsletters, updates, invitations for events and seminars and to provide you with the information you requested. These contact details may have been obtained from the business card that you gave to one of our lawyers, a form you have completed on our website or from an e-mail you have sent us. You may state at any time that you no longer wish to receive our newsletters or invitations.
4. Improving our product and service information and carrying out targeted marketing promotions
We would be pleased to provide you with relevant information that you may be interested in. For this purpose we analyse the following data:
- Interaction data: Personal data obtained from contact between you and us, for instance, via our website or through direct contact with our lawyers or other staff members. That way we measure the business usage of our website. We do so by using a service provided by Leadinfo. This service shows company names and business addresses on the basis of the IP addresses of visitors to our website. We are not able to see which particular person within a company has visited our website. Therefore, we only receive an overview of the name of the company and the business address. The IP address is not included. No cookies will be placed on your computer. The information about the companies visiting our websites enables us to shape our marketing policy.
- Behavioural data: Personal data that we process about your behaviour, such as your preferences, opinions, wishes and needs. We can derive these data from your surfing behaviour on our website, reading our newsletters or because you have requested information. If you require any further information about the cookies we place, please see our cookie statement.
- Performing and analysing research into client satisfaction: We regularly ask clients to cooperate in a client satisfaction survey. This is done through an (online) questionnaire. Participation in this survey is voluntary. Prior to each client satisfaction survey, you will receive further information about the working method and the way we deal with the information obtained.
- Analysing usage of our website: The user statistics of the website give us a picture of the number of visitors, the duration of the visit and which parts of the website are being viewed. The information obtained in this way is used to generated generic reports, without information about individuals. We use the information obtained to improve our website.
5. Improving and securing our website
Legal basis of the processing
We only process personal data if there is a legal ground for it. We process personal data on the basis of the following legal grounds:
If we have requested consent to process your personal data and you have granted this consent, you will still have the right to withdraw this consent at any time. This legal ground applies for instance when you are not a client of Delissen Martens and you have registered as a recipient of our newsletter.
b) Agreement or in the run up to the conclusion of an agreement
If you give us instructions to provide legal or tax services, we process personal data if and insofar as this is necessary for the execution of the agreement.
c) Legal obligation
The Money Laundering and Terrorist Financing (Prevention) Act (Wet ter voorkoming van witwassen en financieren van terrorisme, WWFT) obliges lawyers, civil-law notaries and tax advisors to obtain and record specific information such as, for instance, a copy of an identity document (passport).
d) Legitimate interest
We may also process personal data if we have a legitimate interest and do not therefore disproportionally infringe your privacy. For example, we use your contact information to invite you to relevant events and to send newsletters. As stated above, you can sign out or unsubscribe at any time, if you so wish.
Third parties (processors) engaged by Delissen Martens
To process your personal data, we may engage service providers (processors) who, only on our instructions, process personal data. We conclude a personal data processor agreement with these processors. This personal data processor agreement stipulates that the processors will only act on our instructions and may not use the personal data for their own purposes.
Processors who may be engaged by Delissen Martens are parties who offer and host software used by us. Furthermore, we engage IT service providers for the management of our IT network. We also make use of services provided by third parties to send out newsletters.
Providing personal data to third parties
In the context of our provision of services, it may be necessary to share personal data with other parties. For example, for the purpose of legal proceedings where it is necessary to provide your personal data to an expert. The lawyer conducting your case will discuss this with you beforehand in almost all cases in which it is required.
Transfer outside the (European Economic Area) EEA
We may pass on personal data to a party outside the EEA if this is necessary for the execution of the agreement for the provision of legal or tax services, or if this is necessary in the context of a legal action for which we provide you with legal assistance.
To send newsletters by e-mail, we make use of service providers (processors) located outside the European Economic Area (EEA). These parties guarantee an appropriate level for the protection of the personal data. In our contractual relationship with this processor we use standard contractual clauses approved by the European Commission (Commission Decision 2010/87/EU) as adequate safeguards.
Any person may exercise certain rights under the law as regards his or her personal data.
For example, you have the right to:
- Inspection (and a copy) of your personal data which we process
- Rectification (correction) of your (incorrect or incomplete) data
- Deletion of personal data
You also have the right to object to the processing and use of your personal data or request to limit the use thereof. In specific cases, you may even retrieve your data and transfer these data to another party. You can find further information about your rights on the website of the Dutch Data Protection Authority: https://autoriteitpersoonsgegevens.nl.
We will not retain your personal data for any longer than is necessary to achieve the purposes for which we have obtained the data, unless a statutory retention period applies.
In the event we have assisted you by providing legal advice or in legal proceedings, we will in principle keep your case file in our filing system for a period of 7 years. There can be legal reasons to keep a case file for a longer period. In that case, we will inform the client of the longer retention period and the underlying reason or reasons.
We have taken appropriate technical and organisational measures to protect your personal data against unlawful processing. An integral part of those measures is that we make use of encryption when storing data, that two factor authentication is used when logging onto our IT systems and that a backup is made of the data on our system.
Data protection officer
We have a data protection officer: Milan Karel. Should you have any questions, please contact Mr Karel at firstname.lastname@example.org or by phoning the general office number (T +31 70 311 54 11).
If you have complaints about how we handle your personal data, you can contact us by sending an email to email@example.com or by calling us. We are happy to help you find a solution. If that does not work out, you can always contact the Dutch Data Protection Authority (https://autoriteitpersoonsgegevens.nl).