Privacy Policy

Speedy Systems is the controller for the personal data processed through this website (speedysystems.eu), the client portal and the forms connected to them.

• Speedy Systems
• Chamber of Commerce (KvK): 42164890
• VAT number: NL005549895B04
• Established in: the Netherlands
• Email: info@speedysystems.eu
• Phone: +31 (0)6 57006672

For any question about this privacy policy or about your data, you can reach us at the email address above.

Contact and quote form

When you complete and submit the contact or quote form, we process the details you enter: your name, email address, phone number, company, subject and message. A quote request adds project details such as industry, project type, requested service, budget, timeline, current situation, desired features, platforms, how you found us and your project description. These details are sent to us by email so we can answer your request.

Orders and client portal

When you place an order through the order page, we process your customer type (individual or business), name, email address, phone number, address, postal code, city, country and — for business orders — your company name and VAT number. Optionally you can enter a reseller referral code. You choose a password with which a client-portal account is created; that portal holds your invoices and subscriptions. Your order produces an invoice (PDF) that is emailed immediately and, for recurring services, a subscription.

Newsletter

When you sign up for the newsletter, we process your email address, the chosen language, the signup source and your IP address. With a double opt-in we first send a confirmation email. We also measure whether emails are opened and which links are clicked (email address, event type, the clicked url, your browser/user-agent and IP address) so we can improve the newsletter. You can unsubscribe with a single click.

Payments

Payments run through our payment provider Mollie or by bank transfer. When you pay online, Mollie processes the payment details; we receive the status of the transaction so we can complete your order and invoice.

Technical data and logs

The website sets a session cookie (PHPSESSID) needed for the operation of the site and for security checks. For security and fault analysis we record technical data in log files and an audit trail: the IP address, the user-agent, the requested url and the timestamp. Forms are protected with a honeypot field, a CSRF token and a rate limit based on an encrypted (hashed) version of your IP address.

Analytics and marketing (only after consent)

We use Google Analytics 4 and the Meta Pixel to understand how the website is used and to measure campaigns. These scripts are only loaded after you click "Accept" in the cookie banner. Without your consent these trackers are not loaded. See our cookie policy for details.

We do not keep personal data longer than necessary for the purpose for which it was collected, and where a statutory period applies we follow it.

• Invoices, order and tax records: 7 years, as required by the fiscal retention obligation (Article 52 of the Dutch General State Taxes Act).
• Newsletter: for as long as you are subscribed; when you unsubscribe we mark your address as unsubscribed and no longer send newsletters.
• Contact and quote requests: for as long as needed to handle your request and the correspondence that follows; no longer than necessary thereafter.
• Client-portal account: for as long as your account is active. After termination we keep the related invoice records for the fiscal retention period.
• Log and audit data: for a limited period, solely for security and fault analysis, and no longer than necessary for that purpose.

We do not sell your personal data and only provide it to parties needed to deliver our services, or when we are legally obliged to.

• Mollie — our payment provider, for handling online payments.
• Google — for Google Analytics 4, only after you have given consent via the cookie banner.
• Meta — for the Meta (Facebook) Pixel, only after you have given consent via the cookie banner.
• Our email (SMTP) server — for sending messages, confirmations, invoices and newsletters.
• The server infrastructure on which this website and its database run.

With parties that process data on our behalf we conclude a processor agreement with appropriate arrangements on security and use.

Google and Meta may process data outside the European Economic Area (including the United States). Where that happens, the transfer is based on appropriate safeguards such as the Standard Contractual Clauses (SCCs) of the European Commission. More information about the cookies and services used is in our cookie policy.

This website uses a necessary session cookie and stores your functional choices (such as your theme and your cookie preference) locally on your device. We only place analytics and marketing cookies after you have given consent. A full overview, including how to change your choice, is in our cookie policy.

We take appropriate technical and organisational measures to protect your data, including:

• Encrypted connections (TLS/HTTPS) for the website and for sending email.
• Client-portal passwords are stored encrypted (hashed), never as readable text.
• CSRF tokens, a honeypot field and a rate limit to protect forms against abuse and spam.
• Database access only through prepared statements.
• An audit and error log so incidents are traceable and diagnosable.

Under the GDPR you have the following rights with regard to your personal data:

• Access to the data we process about you.
• Rectification of incorrect data.
• Erasure of your data (right to be forgotten), insofar as no statutory retention obligation prevents it.
• Restriction of the processing.
• Data portability: receiving your data in a structured, common format.
• Objecting to processing based on legitimate interest.
• Withdrawing your consent for the newsletter or for analytics/marketing cookies at any time.

You can send your request to info@speedysystems.eu. To prevent abuse we may ask you to identify yourself. We respond to your request within four weeks.

If you disagree with how we process your data, you have the right to file a complaint with the Autoriteit Persoonsgegevens, the Dutch supervisory authority for data protection.

We do not take decisions about you based solely on automated processing that have legal effects for you or that otherwise significantly affect you.

Our services and website are not directed at children under 16. We do not knowingly collect personal data from children; should this nonetheless happen, we delete it as soon as we become aware of it.

We may adjust this privacy policy when our services, the website or the legislation require it. The current version is always on this page. For material changes affecting your rights we will, where possible, inform you proactively.

Do you have questions about this privacy policy or about the processing of your personal data? Please feel free to contact us.

• Email: info@speedysystems.eu
• Phone: +31 (0)6 57006672