Privacy Statement

1. Who are we?

ComplianceGuard is a compliance software solution for organisations in the Netherlands. We help organisations implement and maintain compliance management systems such as ISO 27001, NEN 7510 and the GDPR.

2. What data do we collect?

2.1 Demo requests

When you request a demo, we collect the following data:

• First and last name
• Email address
• Company name
• Job title (optional)
• Telephone number (optional)
• Company size
• Current approach to compliance
• Standards you are interested in
• Compliance challenges (optional)

2.2 Contact form

Through our contact form we collect:

• Name
• Email address
• Subject of your question
• Your message

2.3 Technical data

For the operation of our website we automatically collect:

• IP address (for security and rate limiting)
• Browser information (for technical support)
• Time of visit (for log files)

3. Why do we collect this data?

3.1 Purposes of processing

• Setting up a demo: to prepare your personal demo environment
• Getting in touch: to answer your questions and guide you
• Customer service: to support you in using our software
• Security: to prevent misuse of our website
• Legal obligations: to meet accounting and tax requirements

3.2 Legal bases

• Consent: for sending marketing communication (only with explicit consent)
• Performance of a contract: for delivering our services
• Legitimate interest: for security and fraud prevention
• Legal obligation: for complying with tax and accounting requirements

4. How long do we keep your data?

Once these periods expire, your data is deleted from our systems automatically and securely.

5. Your rights

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

Right	What does this mean?
Right of access	You can ask what data we hold about you
Right to rectification	You can ask us to correct inaccurate data
Right to erasure	You can ask us to delete your data (the "right to be forgotten")
Right to restriction	You can ask us to restrict the processing of your data
Right to data portability	You can request your data in a structured format
Right to object	You can object to the processing of your data
Withdrawing consent	You can withdraw your consent for processing at any time

To exercise these rights, please contact us at privacy@complianceguard.nl. We respond to your request within 30 days.

6. Security of your data

We take the security of your personal data seriously and have put appropriate technical and organisational measures in place:

• Encryption: all data is stored encrypted and transmitted over SSL/TLS
• Access control: only authorised staff have access to personal data
• Dutch servers: all data is stored on servers in the Netherlands
• Automatic sign-out: sessions expire after 4 hours of inactivity
• Rate limiting: protection against automated attacks
• Regular backups: data is backed up securely every day
• Security audits: regular reviews of our security measures

7. Cookies and tracking

ComplianceGuard currently uses only functional cookies that are necessary for the operation of our website:

7.1 Functional cookies (no consent required)

• CSRF tokens: to secure forms
• Rate limiting: to prevent misuse of forms (stored locally)
• Session cookies: for signed-in users (where applicable)

7.2 Analytics and marketing cookies

We use no analytics cookies such as Google Analytics and no marketing or tracking cookies.

For visitor statistics we use Simple Analytics, a Dutch service that deliberately works without cookies. It does not collect or store IP addresses, does not fingerprint, and does not follow visitors across websites. A visitor's country is derived from the browser time zone rather than the IP address. Processing takes place on servers in the Netherlands.

Because no personal data is recorded, prior consent is not required. Should that ever change, we will ask for your consent through a cookie banner before placing anything.

8. Transfers to third countries

Your personal data is not transferred to countries outside the European Union. All data is processed and stored on servers within the Netherlands and the EU.

8.1 Third parties

We only share your data with the following parties, all established in the EU:

• Hosting provider: for hosting our website and application
• Email service: for sending communication
• Accountant: for statutory administrative obligations
• Analytics service (Simple Analytics): for anonymised visitor statistics, processed on servers in the Netherlands

We have concluded data processing agreements in accordance with the GDPR with the parties that process personal data on our behalf. Our analytics service records no personal data.

9. Complaints

Do you have a complaint about how we handle your personal data? Please contact us first at privacy@complianceguard.nl. We would much rather resolve a complaint together.

Not satisfied with our response? You have the right to lodge a complaint with the Dutch Data Protection Authority:

10. Changes to this privacy statement

We may amend this privacy statement from time to time to keep up with applicable law or changes to our services. We recommend reviewing it regularly.

For significant changes we will notify you by email, if we have your address, or through a notice on our website.

11. Contact

Do you have questions about this privacy statement or about how we handle your personal data? Please get in touch:

For general questions about our services, please contact us at info@complianceguard.nl.