Summary: FactuurWacht only processes the data needed to deliver the service: your email address and company name. We never share them with third parties for commercial purposes and we fully respect your rights as a data subject.
1. Who is the data controller?
The data controller for the processing of personal data via the website factuurwacht.polsia.app (hereinafter: "the Service") is:
FactuurWacht
Email: info@factuurwacht.nl
For questions about the processing of your personal data, please contact us at the above email address.
2. What personal data do we process?
2.1 When using the free invoice check
When you use the free invoice check, we process the following data:
- Invoice-related input data you enter manually (such as invoice number, VAT ID, IBAN, company name and amounts). This data is processed exclusively client-side and stored only for the duration of the session.
- If you upload a PDF: the content of the PDF is processed exclusively in your browser and is never sent to our servers.
- A technical session ID used to temporarily store check results in our database.
2.2 When requesting check results by email
If you choose to receive your check results by email, we process:
- Your email address
- Your company name (optional)
- The results of your invoice check, linked to your email address
2.3 When using the paid subscription
If you take out a paid subscription, we additionally process:
- Billing and payment details (processed by our payment processor; we do not store complete payment details)
- Usage data of the service (invoice checks, reminders sent)
3. For what purposes and on what legal basis do we process data?
We process personal data exclusively for the following purposes:
- Service delivery: performing invoice checks and sending results by email (legal basis: performance of a contract, Art. 6(1)(b) GDPR)
- Automatic payment reminders: sending payment reminders on your behalf to your clients, based on your instruction (legal basis: performance of a contract)
- Service communications: informing you about changes to the service, technical updates or outages (legal basis: legitimate interest, Art. 6(1)(f) GDPR)
- Consent: for processing where we ask for explicit consent (e.g. marketing communications), based on Art. 6(1)(a) GDPR. You may withdraw this consent at any time.
4. How long do we retain your data?
- Free check results without an email address: automatically deleted after the session.
- Email address and check results (after opt-in): retained while the service is active and deleted upon request.
- Subscription-related data: retained for the duration of the subscription and for seven years thereafter, in accordance with Dutch fiscal retention requirements (Art. 52 AWR).
5. Cookies and local storage
FactuurWacht does not use tracking or advertising cookies. We only use:
- Language preference: stored in
localStorage under the key fw_lang. This does not require consent.
- Technical session data: a temporary session ID to link check results to an email request. This is automatically deleted.
For more information, see our Cookie Policy.
6. With whom do we share data?
We do not share personal data with third parties for commercial purposes. We do use the following processors (sub-processors) who are strictly bound by our instructions:
- Postmark (Wildbit LLC): for sending transactional emails. Data is processed in accordance with GDPR and Postmark has appropriate security measures and a data processing agreement in place.
- Hosting provider: our servers are hosted with a reliable European or GDPR-compliant provider. Data is not transferred outside the EEA without appropriate safeguards.
7. Transfers outside the EEA
When data is processed outside the European Economic Area (EEA) (e.g. by Postmark), we ensure appropriate safeguards in accordance with Chapter V of the GDPR, such as the Standard Contractual Clauses (SCCs) of the European Commission.
8. Your rights
Under the GDPR, you have the following rights:
- Access: you can request an overview of the personal data we hold about you.
- Rectification: you can have incorrect or incomplete data corrected.
- Erasure: you can request deletion of your data ("right to be forgotten").
- Restriction: you can have the processing of your data restricted in certain circumstances.
- Objection: you can object to processing based on legitimate interest.
- Portability: you can request your data in a structured, commonly used format.
- Withdrawal of consent: where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, send an email to info@factuurwacht.nl. We will respond within one month.
9. Filing a complaint with the Data Protection Authority
If you believe we are not processing your personal data in accordance with the GDPR, you have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). More information: autoriteitpersoonsgegevens.nl.
10. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. This includes encrypted connections (HTTPS/TLS) and restricted access to data.
11. Changes to this privacy policy
We may update this privacy policy from time to time. The most recent version is always available at factuurwacht.polsia.app/privacybeleid. For material changes, we will notify you by email if we have your email address.
12. Contact details
For questions, comments or requests relating to this privacy policy or the processing of your personal data:
FactuurWacht
Email: info@factuurwacht.nl