Privacy Policy

Effective date: 17 July 2026  |  Last updated: 17 July 2026

1. Who we are

Optimaal Proces, trading online as Optimal Proces (“Optimal Proces”, “we”, “us” or “our”), is responsible for the processing of personal data described in this Privacy Policy.

Business details Optimaal Proces (sole proprietorship) Owner: Sabir Elkhatari Brunel 3, 7944 NN Meppel, the Netherlands Chamber of Commerce (KVK): 42007248 VAT identification number: NL005429301B17 Email: sabir@optimaalproces.nl Telephone: +31 6 17060174

2. Scope

This Privacy Policy applies when you visit the Website, contact us, subscribe to our newsletter, request or receive a quotation, become a customer, purchase a digital product, or otherwise interact with us. Where we process personal data for a business customer, that business may also be an independent controller for its own processing.

3. Personal data we process

Depending on your interaction with us, we may process:

·       identification and contact data, including your name, email address, telephone number, address and country;

·       business data, including company name, role, Chamber of Commerce details and VAT number;

·       enquiry and correspondence data, including the tasks, workflows or processes you would like to improve and other information you submit;

·       quotation, contract and project data, including requirements, deliverables, communications, files and documents voluntarily supplied by you;

·       transaction and billing data, including order number, products or services purchased, price, payment status and invoice data. We do not receive or store full payment-card details;

·       newsletter data, including your email address, subscription confirmation, preferences and unsubscribe status;

·       technical and usage data, such as IP address, browser, device, pages visited, referrer, timestamps, cookie preferences and security information;

·       testimonial data, such as a name, role, photograph, statement or company logo, but only where appropriate permission has been obtained; and

·       any other information you choose to provide.

Please do not send special-category or highly sensitive personal data unless it is genuinely necessary and suitable security arrangements have been agreed in advance.

4. Purposes and legal bases

We process personal data for the following purposes and legal bases:

·       Responding to enquiries and taking pre-contractual steps: to answer questions, assess a request and prepare a quotation. The basis is taking steps at your request before entering into a contract and, where you represent a business, our legitimate interest in business communication.

·       Performing contracts: to process orders, deliver digital products, provide services, manage projects, offer basic download support and communicate about performance. The basis is performance of a contract.

·       Billing and legal administration: to issue invoices, maintain records, handle tax and accounting obligations, establish or defend legal claims and prevent fraud. The bases are legal obligation and legitimate interests.

·       Newsletter and direct marketing: to send emails where you have subscribed using double opt-in or where another lawful basis applies. The basis is consent, or where permitted, our legitimate interest in marketing similar services to existing customers. You may unsubscribe at any time.

·       Website operation, security and improvement: to host and secure the Website, remember preferences, understand aggregate use, diagnose problems and improve performance. The bases are legitimate interests, legal obligation and, for non-essential cookies or similar technologies, consent.

·       Testimonials: to publish a testimonial, name, image or logo with permission. The basis is consent or a documented agreement. Permission may be withdrawn for future publication, without affecting prior lawful use.

·       Legal compliance and disputes: to comply with lawful requests and protect our rights, customers and systems. The bases are legal obligation and legitimate interests.

Where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect processing that was lawful before withdrawal.

5. Sources of personal data

We usually obtain personal data directly from you, your employer or organisation, your use of the Website, and payment or technology providers involved in your interaction. We may also receive business contact information from public professional sources where permitted by law.

6. Service providers and recipients

We disclose personal data only where necessary. Recipients may include:

·       Squarespace, for website hosting, forms, commerce, mailing lists, transactional emails, security and website analytics;

·       Weglot, for website translation and language functionality;

·       Microsoft 365/Outlook, for business email and document communication;

·       Stripe, Squarespace Payments and/or PayPal, depending on the payment method offered at checkout;

·       accountants, tax advisers, legal advisers, insurers and other professional advisers;

·       IT, cloud, automation or subcontracting providers used for a specific assignment, subject to appropriate confidentiality and data-protection arrangements; and

·       public authorities or other parties where disclosure is legally required or necessary to protect legal rights.

We do not sell personal data. If we engage a processor, we require appropriate contractual safeguards. For customer projects involving personal data, the parties will enter into a data processing agreement where legally required.

7. International transfers

Some providers, including Squarespace, Microsoft, payment providers and other cloud services, may process data outside the European Economic Area. Where required, transfers are protected through an adequacy decision, the EU–US Data Privacy Framework, European Commission Standard Contractual Clauses, supplementary measures, or another lawful transfer mechanism. You may contact us for information about applicable safeguards.

8. Retention

We retain personal data only for as long as necessary:

·       financial, invoice and transaction records: generally 7 years after the end of the relevant financial year, or longer if legally required;

·       standalone enquiries and contact-form messages that do not become a customer relationship: up to 2 years after the last substantive contact;

·       customer, contract and project records: generally up to 7 years after completion where necessary for administration, contractual obligations or legal claims;

·       newsletter data: until you unsubscribe or withdraw consent, after which limited suppression data may be retained to respect your choice;

·       cookie preferences and consent evidence: for as long as reasonably necessary to demonstrate compliance, subject to periodic renewal; and

·       testimonials: until permission is withdrawn for future use or the material is no longer relevant, subject to contractual and archival requirements.

Specific records may be kept for a shorter or longer period where justified by law, an active dispute, fraud prevention or another documented need.

9. Security

We use reasonable technical and organisational measures appropriate to the nature and risk of the data. These may include access controls, secure connections, reputable service providers, backups and confidentiality obligations. No internet transmission or storage system can be guaranteed completely secure.

10. Your rights

Subject to applicable law, you may request access to, correction of, deletion of, restriction of, or portability of your personal data. You may object to processing based on legitimate interests and at any time object to direct marketing. You may also withdraw consent.

Send requests to sabir@optimaalproces.nl. We may ask for information necessary to verify your identity. We normally respond within one month, subject to lawful extensions.

You may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or, where applicable, your local supervisory authority. We encourage you to contact us first so we can try to resolve the matter.

11. Automated decision-making

We do not currently make decisions based solely on automated processing that produce legal or similarly significant effects for individuals. If this changes, we will provide the information and safeguards required by law.

12. Children and minors

The Website is not specifically directed at children. Customers under 18 may only make a purchase with the consent of a parent or legal guardian, unless the purchase is customary and appropriate for a person of that age under applicable law.

13. Cookies

We use cookies and similar technologies as described in our Cookie Policy. Non-essential technologies are used only in accordance with your consent choices.

14. Changes

We may update this Privacy Policy when our services, providers or legal obligations change. The latest version will be posted on the Website with a revised “Last updated” date. Material changes will be communicated where required.

15. Contact

For privacy questions or requests, contact:

Optimaal Proces, trading as Optimal Proces Brunel 3, 7944 NN Meppel, the Netherlands sabir@optimaalproces.nl +31 6 17060174