SynctiveSolutions – Privacy Policy (April 2025)

SynctiveSolutions is the ‘data controller’ of the personal data you provide to us or have provided in the past. In accordance with the General Data Protection Regulation (GDPR), we process your data based on a legitimate interest: to function as an organization, we require certain personal data. We process financial information on legal grounds in line with tax legislation.

This policy explains how we handle personal data we receive from you or that you share with us. All personal data is processed in accordance with the GDPR. Personal data refers to information that can identify a living person either directly or indirectly.

What data do we collect?

We may collect and process the following personal data:

  • Your contact details, such as name, address, email address, phone number, and social media contacts;

  • Information you share with us for guidance, communication, training, and support;

  • Your participation in events and meetings organized by us;

  • Your inclusion in staff or customer records;

  • Your participation in work schedules or task distributions within the company;

  • Correspondence between you and SynctiveSolutions;

  • Information on financial transactions with SynctiveSolutions, including data for tax purposes such as your citizen service number (if applicable);

  • Information from a Certificate of Conduct (VOG) or similar background checks.

What do we do with your data?

The personal data we collect is used solely for purposes related to our business operations, such as:

  • Functioning as an organization and team;

  • Communicating about internal and external activities via email, SMS, WhatsApp, etc. (if you have provided such contact details);

  • Informing you about relevant meetings, tasks, or trainings;

  • Providing guidance and support where necessary;

  • Maintaining safe working processes for all staff and stakeholders;

  • Helping determine where you can contribute within the organization;

  • Organizing work schedules, meetings, and other activities;

  • Maintaining accurate financial records and fulfilling tax obligations;

  • Coordinating staff or volunteers.

How long do we retain your data?

We do not keep your personal data longer than necessary. In most cases, this is for as long as you are active as an employee, customer, or contact of SynctiveSolutions. After that, we only retain your contact details with your permission to potentially keep you informed about company developments. Financial data is retained for the current year plus six years, in accordance with tax laws.

Who do we share your data with?

We may share your data within SynctiveSolutions:

  • To ensure effective collaboration and communication;

  • For efficient organization of schedules and projects;

  • To inform colleagues or stakeholders of relevant information;

  • As part of a recruitment or selection process.

Your data will not be shared with external parties without your explicit consent—for example, when providing a reference to another organization.

Our website may contain links to websites of other organizations. We are not responsible for the privacy policies of these external websites. We recommend reading their policies before providing any personal data.

How is your data stored?

We take appropriate security measures to prevent unauthorized access:

  • Digital data is password-protected;

  • Paper documents are stored in locked cabinets;

  • Financial data and tax-related information are managed by the accountant or financial officer;

  • Contact and social media data are managed by the administration;

  • Scheduling information is managed by the responsible coordinator;

  • VOG or other screening data is stored by the designated responsible person;

  • Other data is managed by management or HR.

What are your rights?

Under the GDPR, you have the following rights:

  • The right to access how your data is processed;

  • The right to correct inaccurate or outdated data;

  • The right to delete data when no longer needed;

  • The right to receive a copy of your personal data;

  • The right to transfer your data to another party (if applicable);

  • The right to object to the use of your data;

  • If you have given consent, the right to withdraw that consent at any time;

  • The right to file a complaint with the Data Protection Authority.

Want to access, change, or delete your data?

For questions about our privacy policy, or to request access to, modification of, or deletion of your data, you can contact us at any time via our contact form.