Privacy & Cookie

Sophsys

Last updated: 11-12-2025

Welcome to Sophsys (“we”, “us”, “our”). We value your privacy and process personal data carefully, transparently and in accordance with international data protection laws, including the GDPR. This Privacy & Cookie Policy explains what personal data we collect, why we collect it, how it is used, how long we keep it and what rights you have.

1. Who We Are
We are the data controller for the personal data collected through our website and services.

2. Personal Data We Collect
We collect only the data necessary for our services.

a. Data you provide:

  • Name
  • Email address
  • Phone number
  • Company or job title
  • Information you submit through forms
  • Messages you send to us

b.Data collected automatically:

  • IP address
  • Browser type and version
  • Device information
  • Pages visited
  • Date, time and duration of visit
  • Referring URLs

c. Data for business services (if applicable):

  • Contract information
  • Billing information
  • Correspondence

We do not process sensitive personal data unless necessary and with explicit consent.

3. Purposes of Processing
We process your data for:

  • Contact and communication
  • Delivery of services
  • Administration and contracts
  • Improving our website and services
  • Marketing communications (with consent)
  • Security and fraud prevention

4. Legal Basis
We process data based on:

  • Consent
  • Performance of a contract
  • Legal obligations
  • Legitimate interests (such as security, statistics and improving our services)

5. Retention Periods
We do not store data longer than necessary.

  • Contact form data: up to 12 months
  • Client data: for the duration of the cooperation and required legal periods
  • Billing data: 7 years
  • Cookie data: according to cookie lifespan

6. Sharing Data with Third Parties
We only share data when necessary, such as with:

  • Hosting providers
  • Analytics providers (if used)
  • Marketing tools (with consent)
  • Business partners for service delivery
    We do not sell personal data. All partners operate under strict confidentiality and data protection agreements.

7. International Transfers
If data is transferred outside the EEA, we ensure adequate protection using Standard Contractual Clauses, adequacy decisions or additional safeguards.

8. Data Security
We implement appropriate security measures, including:

  • SSL encryption
  • Secure servers
  • Access controls
  • Limited employee access
    Although we aim for strong protection, no method is 100% secure.

9. Your Rights
You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent
    You can submit a request by emailing us at [insert email]. We will respond within 30 days.

10.Cookie Policy
Our website uses cookies. Cookies are small files stored on your device.

Types of cookies used:

  1. Necessary cookies:
    Required for the website to work. Always placed.
  2. Functional cookies:
    Improve user experience.
  3. Analytical cookies:
    Used for statistics and improvement. Only placed with consent and IP addresses are anonymized where possible.
  4. Marketing cookies:
    Used for advertising and remarketing. Only placed with explicit consent.

11. Managing Cookies
You can manage or withdraw cookie preferences via:

  • The cookie settings on our website
  • Browser settings
  • Deleting cookies manually
    Without consent, only necessary cookies are used.

12.Changes to This Policy
We may update this policy from time to time. Changes will be published on this page. Please review this policy regularly.

13. Contact
For questions or privacy-related requests:
Sophsys
Email: info@sophsys.nl
Website: https://sophsys.nl