Privacy Statement

The following privacy policy applies to all website visits, transactions, agreements and telephone conversations with Voclarion, located at Joop Geesinkweg 125-B at (1114 AB) Amsterdam-Duivendrecht, registered in the Chamber of Commerce register under number 34162456.
Version: 14 April 2025 – Version number 1.1

We respect the privacy of the visitors to our website and ensure that the personal information you provide us is treated confidentially. How we do this exactly, and which personal data we collect from you for which purposes, you can read below.

The use of personal data

When using our website www.voclarion.nl and services, we obtain certain data from you. These may be personal data. We only store and use the personal data that are directly provided by you, in the context of the service you requested (for example via the contact form), or that are clearly provided to us to process. We will not use your personal data for other purposes unless you have given prior permission for this or we may or must do so based on the law or the agreement.

1. Use of our services

We ask for personal data from you when;

  • requesting a quotation
  • a request or advice about one of our services
  • purchase and delivery of hardware and services
  • and if, for example, you use the contact form on the website
  • you contact us by phone or we contact you

When visiting the website, no personal data is collected without your consent. However, we do register data that does not contain personal information. This is to gain insight into how our website is used. The so-called cookies will be explained later.

2. Which data can we collect and for what purpose

As mentioned earlier, we only collect personal data for the purpose for which we collected them. Using them for another purpose is only allowed if we have received your explicit consent.

  • Name and address details;
  • company data;
  • position;
  • VAT number;
  • gender;
  • e-mail address;
  • (mobile) phone number;
  • IP address;
  • technical browser information;
  • cookie ID;
  • click and browsing behaviour;
  • cookie content;
  • referrer URL;
  • content of conversations, date and time of conversation, phone number
  • any other data you collect, such as data about the used peripheral equipment and software settings on the device.

3. Why we need data

Quotation

When requesting a quotation, your name, address, e-mail address and/or telephone number is requested. We can then contact you by e-mail or telephone. Your data will not be stored longer than necessary.

Request and/or advice about one of our services

 When requesting and/or advice about our services, it may happen that we ask for your name, e-mail address and/or phone number to handle your request. Your data will or will not be deleted depending on the service you have taken.

Purchase and delivery of hardware and services

 When purchasing and delivering hardware and services we can note all data as indicated under point 2. This is a legal obligation when preparing invoices and required for proper bookkeeping. We store this data for 7 years.

Questions, complaints and comments

When you ask Voclarion a question or file a complaint or when you contact us by telephone, email, or fill in the contact form on the website, we ask for your contact details to handle the question or complaint. These personal data are only used by us for this purpose and are only accessible to those within Voclarion who are involved in handling your question or complaint.

The use of personal data during telephone conversations

 To continuously improve the quality of our service and train our employees, we want to inform you that the conversations, when you contact Voclarion by phone, may be recorded. These recordings are used for quality and training purposes to ensure that we can always serve you in the best possible way. We treat your data with the utmost care and in accordance with the applicable privacy legislation. The recordings are stored securely and are only accessible to authorised persons. In addition, they are not kept longer than necessary for these purposes.

4. How long we keep your data

How long we keep your data depends on the purpose for which we use it. If you have received a quotation, for example, we are required for our accounting to keep it for a maximum of 7 years. For questions and comments, we use a period of 12 months. For complaints, we use a period of 7 years.

5. Confidentiality & disclosure to third parties

Voclarion does not sell your data to third parties and will only provide it if necessary for the execution of our agreement with you or to comply with a legal obligation. In some cases, the information may be shared in applications in which we process your data such as our CRM package and accounting program.

Our employees are obliged to respect the confidentiality of your data. With companies that process your data on our behalf, we conclude a processor agreement to ensure the same level of security and confidentiality of your data. Voclarion remains responsible for these processing operations.

6. Data security

Voclarion uses careful security procedures to protect the processed data, among other things to prevent that unauthorised persons can unintentionally gain access to this data. For example, we ensure that only the necessary people have access to your data and that access to your personal data is shielded. We use at least a TLS connection for this.

Our internet pages contain links to other websites. Voclarion is not responsible for the privacy policy of websites that are not managed by Voclarion.

8. Cookies

Cookies are small information files that can be automatically stored on or read from your device (including a PC, tablet or smartphone) when visiting a website. This is done via the web browser on the device. The information a cookie obtains about your use of the website can be transferred to Voclarion’s own secure servers or those of a third party.

Cookies are used on our website to:

  • Necessary: enable functionalities of the website and to protect the website (technical or functional cookies);
  • Statistics: analyse the use of the website and improve the website based on this (analytical cookies);
  • Marketing: make the internet offer more interesting for you by showing advertisements that match your interests (advertising cookies & tracking cookies);

8.1 Technical or functional cookies (Necessary category)

The main purpose of cookies is to save you time and effort. If you, for example, adjust a web page to your personal preferences or if you navigate in a website, thanks to cookies the chosen settings and preferences are remembered for future use. When you visit the website again later, the previously entered data can be retrieved by the cookies, allowing you to easily use the website’s features again as you set them before.

8.2 Analytical cookies (Statistics category)

In addition, cookies are used on this website to keep statistics, so that we can gain insight into the use of our website and the effectiveness of our campaigns.

8.3 Advertising or tracking cookies (Marketing category)

We also use advertising cookies so that we can improve the online advertising offer for you and gain insight into our campaign performance.

We use the lead generation service from Leadinfo B.V., Rotterdam, Netherlands. The tool recognises company visits to our website based on IP addresses and shows us publicly available information, such as company names or addresses. In addition, Leadinfo places two first-party cookies to evaluate user behaviour on our website and the tool processes domains from form entries (e.g. “Leadinfo.com”) to correlate IP addresses with companies and improve services. More information is available at www.leadinfo.com. On this page: https://www.leadinfo.com/en/opt-out you have an opt-out option. When opting out, your data will no longer be recorded by Leadinfo.

8.4 Enabling and disabling cookies

You can choose whether or not to accept cookies. If you choose not to accept cookies, you may not be able to fully use the interactive features of this website or other websites you visit.

8.5 Deleting cookies

Most cookies have an expiration date. That means that they expire automatically after a certain period and no longer register data from your site visit. You can also choose to manually delete the cookies before the expiration date has passed. For more information, please consult your browser’s manual.

Our internet pages contain links to other websites. This privacy and cookie statement does not apply to third-party websites that are linked to our website. We cannot guarantee that these third parties will handle your personal data in a reliable or secure manner. We therefore recommend that you read the privacy policy of these websites before using these websites.

10. How can I view, correct or delete my data

You can request which data Voclarion has recorded about you, what it is used for and you can have data deleted by contacting us via the contact details found at the bottom of this document.

11. Access, correction and right of objection

You have the possibility to view your personal data, for this send an e-mail to privacy@voclarion.nl. We will respond to you within the legal time limits. If the overview provided by Voclarion contains inaccuracies, use this same e-mail address to modify or delete data.

We reserve the right to amend this privacy and cookie statement. Changes will be published on our website. It is therefore recommended to regularly consult this policy so that you are aware of any changes.

13. Questions and feedback

For more information about our use of your personal data, or your rights under the General Data Protection Regulation, you can contact us by email at privacy@voclarion.nl or send a letter to:

Voclarion
Attn. Privacy
Joop Geesinkweg 125-B
1114 AB Amsterdam-Duivendrecht

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