Privacy statement.
Hi there! We are Sobriquet, a boutique copywriting and translation agency located at Rapenburg 8, 2311 EV in Leiden, the Netherlands. In this privacy statement, we specify which personal data we process and how and why we do that. We also explain how you can view and amend certain data we have collected.Which types of personal data do we process?
We process personal data that we receive from clients, suppliers and other business contacts. We do this to offer you the best possible service and to achieve our objectives. However, we do not collect personal data for marketing purposes, and we have anonymised Google Analytics (read more about this below). We only process your data when you use our services or because you have provided us with this information yourself.
- We occasionally receive emails with personal data that has been supplied, for example, by clients, their employees, freelancers we work with or people who have applied for a job with us. This data enables us to communicate with each other about assignments and projects.
- We sometimes translate or rewrite texts containing personal data. We delete this information where possible, but some data is essential for certain documents such as contracts that need to be translated.
- We need to invoice our clients and pay our employees and suppliers. We also require personal data to do this.
- We only use anonymised data from Google Analytics to monitor the effect of our marketing efforts.
This may include the following personal data:
- company name
- first and last name
- address
- email address
- phone number
- payment information
- date of birth (employees only)
- citizen service number (employees only)
- VAT number
- cookies and location data (we have set Google Analytics to IP anonymisation, i.e. privacy-friendly method)
Why do we process your personal data?
- To call or email you to perform our services
- To send you a quotation or an estimate
- To deliver copy and translations
- To send invoices and make payments
- For legal reasons such as tax administration
- For internal management and administrative purposes
- For recruitment procedures
- To monitor the effect of our marketing efforts
Automated decision making
Not at Sobriquet.
How long do we retain your personal data?
We are required by law to retain business records and employee data for seven years. Besides that, if we know with absolute certainty that we will never do business or collaborate with each other again, your data is no longer needed, and it will be deleted. Anything written or translated more than seven years ago will be deleted, including any personal data contained in these documents.
Sharing personal data with third parties
First things first: we do not sell personal data.
We do share personal data but only if this is necessary for the performance of our contract with you or to comply with any legal obligations. For example, we need to share our clients’ personal data with our accountant. And we retain such information in our time-tracking application Keeping. We also share our suppliers’ and employees’ personal data with our accountant. Emails are only kept in the inbox on our computers, and we do not forward any emails containing personal data.
If a source document contains personal data that we cannot delete, we will enter into a processing agreement with the copywriter or translator before they start working on the text. All texts that we write and translate are stored in Stack on servers located in the Netherlands.
Cookies
We use only technical and functional cookies that are necessary for our website to function properly. We also use statistical Google Analytics cookies, but in a privacy-friendly manner. We collect as little data as possible.
- Anonymised IP: the last eight digits are masked
- ‘Share data’ with Google is turned off
- We use no other Google services with the Analytics cookies
- SSL certificate (https website, secure connection)
- We have a processing agreement with Google
Accessing, amending or deleting data
You have the right to access, amend or delete your personal data. You may revoke your consent to data processing or object to the processing of your personal data by Sobriquet.
You also have the right to data portability. This means you can ask us to send your personal data to you or an organisation designated by you in a computer file.
You can send a request to access, amend or delete your personal data or for data portability to info@sobriquet.nl. You can use the same email address to object to us processing your personal data or to revoke your consent.
To verify your request, you will need to provide us with a valid proof of identity. Please ensure that your photo, MRZ (machine readable zone), passport number and/or citizen service number (BSN) are blacked out to protect your privacy. We will respond to your request as soon as possible, within two weeks at the latest.
We must also point out that you always have the option of submitting a complaint to the Dutch Data Protection Authority (DPA). The DPA’s contact details are available at: https://autoriteitpersoonsgegevens.nl/en/contact-dutch-dpa/contact-us
How we secure your personal data
We take appropriate measures to prevent abuse, loss, unapproved access, unwanted disclosure and unauthorised modification of personal data. We do this by using a secure website, firewalls and up-to-date virus scanners, among other things. Our computers can only be accessed with secure passwords, and paper documents are kept under lock and key when we are away from the office.
If you think your data may not be properly secured or if there is any indication of data abuse, please contact us at info@sobriquet.nl.
Amendments and date
This privacy statement was last updated on 2 January 2023 and can be amended at any time. Our latest privacy statement is available on our website.