Privacy Policy Incubit B.V.

At Incubit B.V. ("Incubit", "we", "us", or "our"), located in Utrecht, Netherlands, we place great importance on your privacy and the protection of your personal data. This Privacy Policy explains how we collect, use, share, and protect your data in the context of our services. We provide IT solutions to startups and small and medium-sized enterprises (SMEs) in the Netherlands, including MVP development, hosting, AI solutions, website development, IT infrastructure, and security services. By using our services or visiting our website (https://incubit.nl), you agree to the practices described in this policy. Please read it carefully.

1. Contact Details

Incubit B.V.Address: Europaplein 779, Utrecht, NetherlandsEmail: [email protected]

For questions about this Privacy Policy or the processing of your data, please contact us at the email address above.

2. What Data Do We Collect?

Depending on the nature of our relationship with you, we may collect the following categories of personal data:

2.1 Data You Provide to Us

• Identity and contact details: Name, email address, phone number, company name, and job title when signing up for our services, submitting contact requests, or requesting quotes.
• Financial data: Bank account number and billing information for payment processing.
• Project-related data: Information you provide in connection with our services, such as specifications for MVP development, website content, or IT requirements.

2.2 Data We Collect Automatically

• Technical data: IP address, browser type, device information, and usage data when visiting our website, collected via cookies and similar technologies (see section 8).
• Usage data: Information about how you use our services, such as login details for hosting services or interactions with AI tools.

2.3 Data from Third Parties

• Customer information: Data you provide on behalf of your clients (e.g., for website development or hosting), such as content or user data, for which you are responsible as the data controller.

3. Purposes and Legal Bases for Processing

We process your personal data for the following purposes, based on the legal grounds specified under the General Data Protection Regulation (GDPR):

PurposeLegal Basis

Providing our services (e.g., MVP development, hosting, AI solutions)

Performance of a contract

Managing customer relationships and communication (e.g., quotes, support)

Performance of a contract

Invoicing and processing payments

Performance of a contract

Improving our website and services through analytics

Legitimate interest (business operations)

Securing our systems and services

Legitimate interest (security)

Complying with legal obligations (e.g., tax regulations)

Legal obligation

Sending marketing communications (with your consent)

Consent

4. Who Do We Share Your Data With?

We only share your personal data when necessary and in compliance with the GDPR:

4.1 Third-party service providers: We may share your data with trusted partners who assist us in delivering our services, such as:

• Hosting providers for website and email hosting.
• IT vendors for cloud storage and AI solutions.
• Payment service providers for billing.These parties act as processors and process data solely on our behalf under a data processing agreement.

4.2 Legal obligations: We may share your data with authorities if required by law, such as the Dutch Tax Authority or pursuant to court orders.

4.3 Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to a successor entity, subject to your privacy rights.

We do not share your data with third parties for their own marketing purposes without your explicit consent.

5. International Data Transfers

If we use service providers outside the European Economic Area (EEA), we ensure appropriate safeguards, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to protect your data. For example, some cloud or AI tools may use servers outside the EEA; we guarantee compliance with GDPR requirements.

6. How Long Do We Retain Your Data?

We retain your personal data only as long as necessary for the purposes for which it was collected:

• Customer data: For the duration of our contract and up to 7 years thereafter, in accordance with Dutch tax retention obligations.
• Website usage data: Up to 24 months after collection, unless otherwise required for analysis or security.
• Marketing data: Until you unsubscribe, if based on consent.

After the retention period, your data is securely deleted or anonymized.

7. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the data we process about you.
• Right to rectification: You can have inaccurate or incomplete data corrected.
• Right to erasure: You can request deletion of your data if processing is no longer necessary.
• Right to restriction: You can request temporary restriction of processing under certain circumstances.
• Right to data portability: You can request your data in a structured format for transfer.
• Right to object: You can object to processing based on legitimate interests, such as marketing.
• Right to withdraw consent: If you have given consent, you can withdraw it at any time.

To exercise your rights, contact us at [email protected]. We will respond within one month, unless complexity justifies an extension (up to three months). If you have complaints, you can contact the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience, analyze usage, and ensure security:

• Necessary cookies: For website functionality (e.g., session management).
• Analytical cookies: To measure visitor behavior (e.g., via Google Analytics, anonymized).
• Functional cookies: To remember preferences.

You can manage cookies through your browser settings. On your first visit to our website, we request your consent for non-essential cookies via a cookie banner. See our [Cookie Policy, placeholder: link] for more details.

9. Data Security

We implement appropriate technical and organizational measures to protect your data against loss, theft, or unauthorized access, including:

• Encryption of data transfers (SSL/TLS).
• Restricted access to data within our team.
• Regular security updates to our systems.
• Monitoring of our IT infrastructure.

Despite these measures, we cannot guarantee absolute security. Please report incidents immediately to privacy@incubit Dotterell allows me to contact you directly at [email protected].

10. Third-Party Data You Provide to Us

If you provide us with data about others (e.g., customer data for hosting or website development), you are responsible for obtaining their consent and complying with the GDPR. We process such data solely on your behalf as a processor, under a data processing agreement.

11. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in legislation or our business processes. The latest version is always available at https://incubit.nl/privacy. For significant changes, we will notify you via email or a notice on our website.

12. Contact

For questions, requests, or complaints about your privacy, please reach out to us at:Email: [email protected]Address: Europaplein 779, Utrecht, Netherlands

We aim to address your concerns within the legal timeframes.