Privacy Policy

This Privacy Policy explains how Libertech.online B.V. (“LiberTech”, “we”, “us” or “our”) collects, uses, stores and protects personal data when you visit our website, contact us, request a discovery call or use our consulting services.

This Privacy Policy is intended for a Dutch private limited company (besloten vennootschap / B.V.) that provides business-to-business consulting services to clients in the Netherlands, Spain and other countries.

1. COMPANY INFORMATION

Libertech.online B.V. KVK: 91433398 Website: https://libertech.online

For privacy-related questions, requests or complaints, please contact us via the contact form on our website or by email once published on the website.

2. ROLE UNDER THE GDPR

Depending on the situation, LiberTech may act as:

a. Controller

When we process personal data for our own business purposes, such as handling website inquiries, managing client relationships, sending proposals, invoicing, administration and marketing.

b. Processor

When we process personal data on behalf of a client as part of a consulting, implementation, automation or process engineering engagement.

Where LiberTech acts as a processor, the processing will be governed by a separate Data Processing Agreement if required under the General Data Protection Regulation (“GDPR”).

3. SCOPE

This Privacy Policy applies to:

• Visitors of https://libertech.online
• Prospective clients
• Clients and their representatives
• Business contacts
• Suppliers and partners
• Individuals who submit forms on our website
• Individuals whose personal data may be processed during consulting engagements

This Privacy Policy does not apply to websites, tools or services operated by third parties, even if linked from our website.

4. PERSONAL DATA WE MAY COLLECT

We may collect the following categories of personal data:

4.1 Contact and business details

• First name
• Last name
• Business email address
• Phone number
• Company name
• Job title
• Company website
• Business address
• Country
• Industry
• Number of employees

4.2 Inquiry and project information

• Information submitted through contact forms
• Discovery call requests
• Business challenges
• Project requirements
• Success criteria
• Service interests
• Budget range
• Timeline
• Communication history

4.3 Technical and website data

• IP address
• Browser type and version
• Device information
• Operating system
• Referring website
• Pages visited
• Date and time of visit
• Cookie identifiers
• Analytics and usage data

4.4 Client engagement data

During consulting engagements we may process business data provided by clients, which may include personal data contained in:

• Process documentation
• Workflow descriptions
• CRM exports
• Customer communication samples
• Operational data
• Support tickets
• Internal reports
• Automation logs
• System access data
• Meeting notes

Clients remain responsible for ensuring that any personal data they provide to LiberTech is lawfully collected and may lawfully be shared with us.

5. SPECIAL CATEGORIES OF PERSONAL DATA

LiberTech does not intentionally collect special categories of personal data such as health data, political opinions, religious beliefs, trade union membership, biometric data or data concerning sexual orientation.

If such data is provided by a client as part of a project, the client must notify LiberTech in advance and ensure that a valid legal basis and appropriate safeguards are in place.

6. PURPOSES OF PROCESSING

We process personal data for the following purposes:

• Responding to inquiries
• Handling discovery call requests
• Assessing potential client engagements
• Preparing proposals and contracts
• Delivering consulting services
• Performing process engineering and architecture work
• Designing and implementing automation solutions
• Managing client relationships
• Providing support related to completed engagements
• Internal administration and invoicing
• Compliance with tax, accounting and legal obligations
• Website operation, security and analytics
• Improving our services and website
• Protecting our legal and commercial interests

7. LEGAL BASES FOR PROCESSING

We process personal data based on one or more of the following legal bases under the GDPR:

a. Consent

For example, when you submit a contact form, agree to cookies or request information.

b. Performance of a contract

For example, when processing data necessary to deliver consulting services.

c. Legitimate interests

For example, to manage business relationships, improve services, secure our website and communicate with business contacts.

d. Legal obligations

For example, accounting, tax and compliance obligations.

e. Prior to entering into a contract

For example, when preparing a proposal or assessing a potential engagement.

8. INTERNATIONAL CLIENTS AND EU/EEA PROCESSING

LiberTech is established in the Netherlands and may provide services to clients in the Netherlands, Spain and other countries.

Where personal data is processed within the European Economic Area (“EEA”), it is protected by the GDPR. Spain and the Netherlands are both EU Member States, so transfers between the Netherlands and Spain are generally treated as intra-EEA processing.

Where personal data is transferred outside the EEA, LiberTech will use appropriate safeguards where required, such as:

• An adequacy decision by the European Commission
• Standard Contractual Clauses
• Contractual and technical safeguards
• Data minimization
• Access control and encryption where appropriate

9. AI AND AUTOMATION TOOLS

LiberTech may use AI, automation and software tools to support its work, including analysis, drafting, documentation, workflow design and code generation.

When using AI tools, LiberTech aims to apply the following principles:

• Personal data should be minimized wherever possible.
• Confidential client information should not be submitted to public AI tools unless agreed with the client or appropriately protected.
• AI output is reviewed by a human before being used for client deliverables.
• AI is used as a support tool, not as a replacement for professional judgment.
• AI tools are selected and configured with reasonable care regarding security and privacy.

If a project requires processing personal data with AI tools, this may be addressed in the project agreement or a separate Data Processing Agreement.

10. DATA SHARING

We do not sell personal data.

We may share personal data with:

• Hosting providers
• Email service providers
• Database providers
• Analytics providers
• CRM or project management tools
• Accounting and tax advisors
• Legal advisors
• Contractors or subcontractors involved in delivering services
• Authorities where legally required

Where required, we enter into appropriate contractual arrangements with service providers that process personal data on our behalf.

11. POSSIBLE SERVICE PROVIDERS

Depending on the final technical setup of the website and business operations, LiberTech may use service providers such as:

• Supabase for database storage
• Resend or similar services for transactional email
• Microsoft 365 or Google Workspace for email and documents
• Hosting providers
• Analytics tools such as Google Analytics or Microsoft Clarity
• LinkedIn for professional communication
• Calendly or similar tools for scheduling

The actual providers used may change over time. Where required, we will ensure that appropriate data processing terms are in place.

12. DISCOVERY CALL FORM

When you submit a discovery call request, we may collect the information you provide in the form.

This information may be stored in a database and used to send an internal email notification to LiberTech.

The purpose is to assess your request, contact you and determine whether there is a suitable fit for a potential engagement.

13. COOKIES

Our website may use cookies and similar technologies.

Cookies may be used for:

• Essential website functionality
• Security
• Analytics
• Performance improvement
• Remembering preferences
• Measuring website usage

Where required by law, non-essential cookies will only be used after consent.

You can manage cookies through your browser settings or, where available, through the website cookie banner.

14. ANALYTICS

We may use analytics tools to understand how visitors use our website.

Analytics data helps us improve website performance, content and user experience.

Where possible, analytics will be configured in a privacy-conscious way, such as by limiting data collection and anonymizing IP addresses where supported.

15. DATA RETENTION

We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required by law.

Typical retention periods:

• Contact form submissions: up to 24 months
• Discovery call requests: up to 24 months
• Client records and contracts: duration of the relationship plus up to 7 years for legal and tax purposes
• Accounting records: statutory retention period under Dutch law
• Website analytics data: according to analytics tool settings
• Project documentation: as agreed with the client or as necessary for legitimate business interests

16. SECURITY

We take appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

Measures may include:

• Access controls
• Secure authentication
• Encrypted connections
• Role-based access where applicable
• Secure hosting
• Regular software updates
• Data minimization
• Confidentiality obligations
• Backups where appropriate

No system can be guaranteed to be completely secure. If a data breach occurs, LiberTech will assess the incident and notify affected parties and supervisory authorities where legally required.

17. YOUR RIGHTS

Under the GDPR, you may have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to object
• Right to data portability
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

If you are based in the Netherlands, you may contact the Autoriteit Persoonsgegevens.

If you are based in Spain, you may contact the Agencia Española de Protección de Datos (AEPD).

You may exercise your rights by contacting us.

18. COMPLAINTS

If you believe we have not handled your personal data properly, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with your local data protection authority.

19. CHILDREN

LiberTech does not intentionally collect personal data from children through its website or services.

Our services are intended for business clients and professional contacts.

20. LINKS TO THIRD-PARTY WEBSITES

Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party websites.

21. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time.

The latest version will always be published on our website with the applicable “Last updated” date.

22. CONTACT

Libertech.online B.V. KVK: 91433398 Website: https://libertech.online

For privacy-related questions, please contact us via the contact details published on our website.