This statement is last updated in February 2025
Who we are
We are Polpo B.V. (referred to as “we” or “us”) and act as the controller of the personal data we process in the context of delivering and compiling our political monitor (referred to as “services”) We respect your privacy and are committed to protecting your personal data.
The purpose of this privacy statement and how to read it
This privacy statement will inform you as to how we look after your personal data and describes the personal data that we may collect. This privacy statement also describes how we use and disclose personal data about you and the rights that you can exercise in relation to your personal data.
This privacy notice is layered to help you navigate it. By clicking on the different options below, you can expand the relevant sections and read the information that you are interested in.
For what purposes do we collect personal data about you
We obtain various personal data from you. or each processing activity, we specify what data we obtain from you, on which legal basis, for what purpose and for how long this data is stored.
Collecting the data for our services
To deliver and compile our services, we collect data from various public sources. This may include the processing of (special categories of) personal data, which then are included in our services. For this purpose, we (may) collect the following personal data:
- Name
- Political preference
- Public function/role
- Any other personal data that the public sources may include
We collect this personal data for our own legitimate commercial interest. Polpo is a software service company that delivers tailored politically relevant information to customers based upon numerous public sources. Any personal data we collect is derived from these public sources. The personal data we collect to deliver and compile our services is stored until such time the information is deemed not relevant anymore for the purpose of our own legitimate commercial interest, but not longer than 20 years, following the legal archiving period for public information, such as news and parliamentary documents, regulated in the Netherlands by the Archiefwet 1995 and the Archiefbesluit 1995.
Registering and using an account
When you register for our services, we ask you to give us personal data to make your account in order. We also register information about how you use your account to improve your experience. For these purposes we will process the following data:
- Name
- Contact details
- Adress details
- (Name of) organization
- Account details
- Payment information
- Account search history
- Any other personal data you enter yourself in the notes of your personal account
We use this personal data to fulfill our agreement with you or to comply with a legal obligation. The personal data we use to fulfill our agreement with you is stored 2 years after you have ended the contract with us. All the other data is stored 7 years after you ended the contract with us.
Contact and complaint handling
We offer various ways to contact us. You can contact us by phone, but also via e-mail or our contact form. To properly handle your request, we will process the following personal data:
- Name
- Contact details
- (Name of) organization
- Any information you enter yourself as part of your message
We use this personal data to fulfill our agreement with you. This personal data is stored until we feel that you are satisfied with our response or 2 years after the last time we were in contact with you.
Newsletter
On our website we may provide the possibility to subscribe to our newsletter. This way you will stay informed of offers, promotions, discounts and other news. To send you our newsletter, we process the following personal data:
- Name
- Email-address
- (Name of) organization
We will only send our newsletter after you have given consent to do so. Our registered clients will receive the newsletter automatically but can opt-out at any time. An unsubscribe option is included with every communication via this route. Your personal data is stored until you unsubscribe from our newsletter.
Applying for a job with us
On our website you can apply for an open job position, or you can send us an open application at any time. To properly handle your application, we process the following personal data:
- Name
- Address details
- Telephone number
- Curriculum Vitae
- Motivation letter
- Salary indication
- References
- Any other information you enclose with your application
We need this information in preparation for the possible conclusion of an employment contract. Upon your application we could also perform a social media check. If we do not hire you, we will store your application details and results of the social media check for a maximum of six weeks after the position has been filled. This way, we can still approach you if, on second thought, the previous candidate turns out not to be suitable. If we are unable to offer you a job at this time, we may – with your permission – keep your application details for a further year. You can withdraw your consent at any time by sending us an email. If you come to work for us, we will save your application data in the personnel file.
With which parties do we share your data
We only share your data with third parties to the extent permitted by current legislation or when this is necessary to deliver our services to you.
We may provide your personal data to third parties when:
- we have engaged them to process certain data;
- we have a legal basis to do so;
- we are legally obligated to do so (e.g., if the police demand this in case of a suspicion of a crime).
Third parties processing personal data on our behalf or yours:
- IT suppliers and service providers
- Financial administration provider
- Hosting party
- Payment service providers and collections agencies
- Government agencies (e.g., tax authorities, municipalities)
We will only share your data with parties located inside the European Economic Area (EEA). Without your explicit consent we will never share your data with parties located outside the EEA.
This privacy statement applies only to the services of Polpo. We are not responsible for the privacy practices of other websites and parties, which can be accessed through a link on our website.
Steps we take to secure your personal data
The security of your personal data is of great importance to us. We therefore take appropriate technical and organisational security measures with regard to the processing of personal data. We constantly update security and pay close attention to what can go wrong. We have implemented the following security measures:
- Encryption of digital files containing personal data
- Securing network connections with Secure Socket Layer (SSL), or comparable technologies
- Access to the data is limited to the persons who need the data (roll-based access)
- Access to the data is secured with two-step verification
- Employee confidentiality agreements
Personal data is stored on secure servers in the Netherlands or Belgium. Access to servers is restricted to personnel engaged by us and authorized third parties solely for our purposes. As we value your privacy deeply, we have done our best efforts to take suitable security measures to secure the transmission of information.
Your rights in relation to the personal data we process about you
- Right of access: you have the right to view the personal data that we process about you.
- Right to rectification: you have the right to correct or supplement the personal data we process about you if it is incorrect or incomplete.
- Right to object: you can object to the processing of your personal data.
- Right to erasure: you can request us to delete your personal data.
- Right to withdraw your consent: if you have consented to us processing personal data, you can withdraw your consent at any time.
- Right to data portability: if it is technically possible, you have the right to have your personal data that we process transferred to a third party.
- Right to restriction of processing: in some cases, you can request us to limit the processing of your personal data (temporarily or otherwise).
If you wish to exercise any of the rights set out above, please contact us via legal@polpo.nl
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. Your request will be denied if we cannot verify your identity.
We will generally comply with your request within 30 days. However, this period may be extended for reasons related to the specific privacy rights or the complexity of the request. If we extend this term, we will inform you in time.
Questions or filing a complaint
If you have a question, comment or complaint relating to this privacy statement, please contact us at legal@polpo.nl. We handle every question and complaint internally and communicate this further with you. If you think that we are not helping you in the right way, you have the right to submit a complaint to the supervisory authority: the Dutch Data Protection Authority (Autoriteit Persoonsgegeven).
Contact details
For questions about our privacy statement or your rights, you can always contact us using the following information:
Polpo BV
Herengracht 449A
1017 BR Amsterdam
Chamber of Commerce number: 68335660
legal@polpo.nl