Privacy statement

Keeyns B.V.¹ (hereinafter “Keeyns”) considers it important to keep confidential and protect information entrusted to us. As part of this fundamental obligation and in its capacity as data controller, Keeyns takes measures to properly protect 'personal data' (personal information) collected online, via its website or its tax collaboration platform, or any other way.

In principle, we only collect personal data voluntarily provided by website visitors for the purpose of offering those individuals information, job opportunities and/or services and getting in contact. In addition, we collect and use certain personal data of our customers.

This "Privacy Statement" tells you how we collect, use, share and protect personal data obtained by us for which Keeyns is the data controller.

When using our tax collaboration platform, our customers (legal entities or individuals) are the controllers of the personal data submitted by them to our online platform. Keeyns shall only act as a processor in respect of this personal data and we process such data in accordance with the data processing addendum or conditions and/or on the basis of the instructions of our customers.

Your personal data

We obtain personal data about you when you choose to provide it - for example, by contacting us by e-mail or by filling in our contact form on our website (www.keeyns.com), by corresponding with us, or when you will make use of our tax collaboration platform. You may also provide your personal data when applying to an open position at Keeyns.

Your personal data will not be used for purposes other than the purposes for which you have provided it to us, unless we reasonably consider that it may be used for another, compatible reason, if we obtain your consent or it is otherwise required or permitted by legal provisions, professional standards or quality rules, or for optimizing the quality of our services.

When processing your personal data, we rely on one of the following processing grounds:

Performance of an agreement: when the processing of personal data is necessary to fulfil our obligations under an agreement.
Legal obligation: when we are required to process your personal data to fulfil a legal obligation, such as keeping records for tax purposes or providing information to a government or law enforcement agency.
Legitimate interest: we may process data about you where this is necessary to pursue our legitimate interest , provided that your interests are not overridden.
Your consent: if necessary, we will seek specific consent to process certain personal data about you. We do not collect more personal data than strictly necessary than you have consented to. You may withdraw your consent at any time by contacting Keeyns at policies@keeyns.com.

We do not actively collect any special categories of personal data. Special personal data includes personal data relating to race, ethnicity, political opinions, trade union membership, religious or philosophical beliefs, health, sexual life, criminal conviction or criminal offences. Keeyns collects special personal data only where you provide such data to us voluntarily or where the collection of such data is necessary or permitted under laws or regulations. Please exercise caution when providing special personal data to Keeyns, and only provide special personal data to Keeyns if you expressly consent to Keeyns processing this information for legitimate purposes. If you have any concerns about whether the provision of special personal data to Keeyns is or may be necessary or relevant for specific purposes, please contact Keeyns at policies@keeyns.com.

Use of website

Contact forms:

If you fill in one of the contact forms on the website, you provide us with your contact details (name, e-mail address, phone number and company) as well as any additional information you wish to include in your message. We will use this information to determine whether the company that you work for is an existing customer, and to communicate with you or to ask for further information.

Demo request:

Via our website, you may also book a demo request of our tax collaboration platform. We ask you to provide us with your first and last name, your e-mail address, company name and mobile phone number to enable us to contact you. For the use of your personal data during said demo, please see below.

Cookies:

A "cookie" is a small piece of text that a website places in the browser of the device (e.g. computer or smartphone) you use to visit the website. The cookie allows the website to recognize your device and is also used to make the website function properly. Examples include resolving compatibility issues e.g. to recognize your browser type, improving website performance (e.g. to load page content faster). Such essential, functional and analytical cookies cannot identify you personally or only have a limited impact on your privacy. Keeyns does not need consent for the use of these functional or analytical cookies. For all other types of cookies we need your permission. More information on our cookies can be found via our cookie statement.

You can set your browser to refuse all or some cookies or to alert you when websites set or access cookies. Please note that when you disable or refuse certain cookies, our website or platform may become inaccessible or will not function properly.

Newsletters: If you subscribe to our newsletter via our website, the paragraph below will apply.

Use of tax collaboration platform

If you have requested a demo of our tax collaboration platform, we will use your information to contact you. If you do not wish to make use of the platform after receiving a demo, we will delete your personal data after 18 months.

If you sign up as a customer as an individual or on behalf of a legal entity) and we provide professional services to you in the course of our tax collaboration platform, we may be required to process personal data. For example, to register and accept you as a (new) customer, we process your contact details (name, e-mail address and telephone number), your company or employer name, and contact title (role at your company).

We use your name and e-mail address you provided to create your user account in the tax collaboration platform, and to authenticate you when you log in and to provide customer support.

You will receive information on our services or any release notes via e-mail. We may also contact you to make suggestions and recommendations to you about services that may be of interest to you. You may unsubscribe from these communications at any time.

Career opportunities

To apply to any of our open positions, you may contact our team via e-mail or upload and send your application (your CV and your motivation letter) via our website. In that case we also request you to provide us with your contact details (name, e-mail and telephone number).

The information included in your CV and motivation letter may constitute personal data such as areas of interest, experience, education, academic and professional qualifications, and details about ancillary activities. We may conduct pre-employment screenings of information that is publicly accessible. This personal data will be used to evaluate you for open positions that match your interests and experience, to determine whether there are any suitable vacancies for you at Keeyns, or to otherwise contact you about your application.

If your application is unsuccessful, we will retain your personal data as part of your application a maximum of 4 weeks, unless you give us permission to retain this data for future career opportunities with a maximum of 1 year. If your application is successful, we will retain the relevant personal data as part of your employee record.

If you wish to receive more information on our tax collaboration platform, you may sign up to our newsletter via our website by providing your first and last name and your e-mail address. You may unsubscribe from these communications at any time.

Social media

Keeyns' website may have functionalities that redirect you to Social media (X and LinkedIn). Personal data you provide through these social media may be collected and used by other members of that social media application. These interactions are subject to the privacy policies of the companies providing that application.

Sharing and international transfer of personal data

We will only share personal data with third parties to the extent necessary for our legitimate professional and business needs and interests, or to process your requests, and/or to the extent required or permitted by law or professional standards. This includes the following:

Our service providers: Keeyns works with partners, service providers or agencies in good standing to allow them to process your personal data on our behalf. We use third party software to manage our customer relations, analyse the use of our platform and control the data that is processed on our platform.
Keeyns only transfers personal data to them if they meet our strict data processing and security standards. We will only transmit personal data that enables them to provide their services.
In case of reorganisation of our business or sale of our business to another organisation: Keeyns may also provide personal data in connection with the sale, assignment or other transfer of the business activities of the website or our business or other assets to which the data relates.
Courts, tribunals and law enforcement or regulatory authorities: Keeyns may provide personal data to comply with requests from courts, tribunals and government or law enforcement agencies, or when necessary or prudent to comply with applicable laws, orders or rulings of courts or tribunals, or government regulations.
Audits: disclosure of personal data may also be necessary for data protection or data security audits and/or to investigate or respond to a complaint or security risk.

In some cases, Keeyns may exchange personal data about you with various third-party companies or service providers or suppliers acting on our behalf to help fulfil your requests.

In addition, Keeyns may transfer certain personal data across geographical boundaries (outside the European Economic Area) to third-party companies that cooperate with us or act on our behalf. Keeyns may also retain personal data in a jurisdiction other than the jurisdiction in which you are domiciled. Any transfer of personal data by Keeyns will always be done in accordance with applicable (privacy) laws and regulations. In the case of such international transfers, we ensure a similar degree of protection is afforded to it by ensuring that the necessary safeguards are implemented. Please contact us if you want further information on the specific mechanism used by us in this respect.

Keeyns may also provide personal data in order to comply with requests from governmental or law enforcement authorities, or when necessary to comply with applicable laws, court orders or government regulations. This may also be necessary for data protection or data security audits and/or to investigate or respond to a complaint or security risk. Keeyns does not sell personal data to third parties. Keeyns will also not transfer personal data provided by you to third parties for their own direct marketing purposes.

Choices

Generally, you will not be asked to provide personal data to Keeyns, but we may ask you to provide certain personal data in order to provide you with certain or additional information about our services and events. Keeyns may also ask for your consent to use your personal data in a particular way, and you have the choice whether or not to provide such consent. If you choose to opt-in to certain services or messages, you may opt-out at any time by following the instructions included in each message. If you decide to unsubscribe from a service or message, we aim to delete your data immediately, but we may require additional data before we can process your request.

In some circumstances, your personal data is necessary for us to provide you with our services or to provide you with access to our tax collaboration platform.

Retention of your personal data

Your personal data will not be retained by our firm for longer than necessary for the purpose for which it was collected, for the performance of statutory duties and the fulfilment of legal obligations or the performance of agreements (think of limitation periods). Retention periods from statutory provisions such as the Notary Act and the Archives Act apply. Notarial deeds are kept in perpetuity. In some circumstances, you may ask us to delete your date (see below). We may also anonymize your personal data so that it can no longer be associated with you for research or statistical purposes, in which case we may use this information indefinitely.

Your rights

When your personal data is processed by Keeyns as a data controller, you can exercise the rights below. However, there may be a legal basis preventing us from fulfilling your request.

Please email your request to policies@keeyns.com. Before we grant your request, we may need to request specific information from you to help us confirm your identity.

Right of access: You can always ask which personal data we process, for what purpose and for how long they are kept.
Right to rectification or correction: If you believe that certain data we process is incomplete or inaccurate, you have the right to request rectification of this data. If this concerns data in a notarial deed, this is not possible and a new deed will have to be drawn up to supplement the incorrect deed.
Right to data erasure: If you want your personal data to be deleted, you can submit a request to this effect. If the data is contained in a notarial deed, the notary may not delete it.
Right to restrict processing: If you wish to restrict the processing of personal data by us (e.g. pending rectification of your personal data requested by you, objection to processing made or because you do not want data to be deleted despite the processing being unlawful) you can submit a request to this effect.
Right to data portability: If your personal data are not processed for a notarial deed and you want to transfer the personal data to another service provider, you can submit a request for this. However, such a transfer is not always possible as legal notarial duties may oppose it.
Right to object: If your personal data is processed on the basis of a legitimate reason to do so, you may object to this processing on grounds relating to your particular situation.
Withdraw consent at any time: If your personal data is processed on the basis of your consent, you may withdraw this consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw this consent. In that case, we may not be able to provide certain services to you.

We will assess your request and will provide information on action taken as soon as possible, but in any event within one month of receipt of your request. If there exists a legal basis that prevents us from fulfilling your request, we will inform you accordingly of the reasons for not taking action.

Data security and integrity

Keeyns has appropriate security measures and procedures in place to protect personal data from unauthorised forms of loss, misuse, alteration or destruction. Despite Keeyns' extensive efforts, no absolute guarantee can be given for protection against all threats. To the best of our ability, we ensure that access to your personal data is only provided to persons for whom it is necessary . Persons who have access to the data are obliged to keep it confidential. We also make reasonable efforts to retain personal data only as long as necessary, unless we are legally obliged to retain this data for a longer period.

Links to other websites

Please note that Keeyns’ websites may contain links to other websites, including websites maintained by other companies, that are not covered by this Privacy Statement, but other privacy statements that may differ. We encourage users to read the privacy policy of each website before providing personal data.

Amendment of this statement

Keeyns may amend this Privacy Statement from time to time to bring it in line with our current data protection practices. When the statement is changed, we will update the date below. We encourage you to periodically review this Privacy Statement to be informed of how Keeyns is protecting your information.

This version was last updated in January, 2025.

Privacy and enforcement questions

Keeyns is committed to protecting your personal information. If you have any questions or comments about our management of your personal data, please send an e-mail to policies@keeyns.com. You can also use this e-mail address if you have any doubts about compliance with our Privacy Statement. In any case, you always have the right to lodge a complaint with the Personal Data Supervisory Authority (i.e. the Dutch DPA, via www.autoriteitpersoonsgegevens.nl/en) and to seek a judicial remedy.

Contact details

Keeyns B.V.

policies@keeyns.com

Pettelaarpark 20, 5216 PD, ‘s-Hertogenbosch, the Netherlands

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¹ In this document, "Keeyns B.V." ["we", "us", "we", "us" and "our"] refers to Keeyns B.V., its legal successor(s) and/or the (legal) persons appointed by it, as well as the (group) companies belonging to this company within the meaning of section 2:24b of the Dutch Civil Code. Keeyns B.V is registered with the Chamber of Commerce under number 67450202.