Privacy Statement

Encis B.V. Privacy Statement

Encis B.V., located at Grote Noord 9-11, 1621 KD Hoorn, is responsible for the processing of personal data as described in this privacy statement.

Contact Information

• Encis B.V.

• Grote Noord 9-11

• 1621 KD Hoorn

• Website: https://www.encis.nl/

• Email: privacy@encis.nl

• Phone: +31(0)229 210 072

Personal Data We Process

Encis processes personal data when you use our services, visit our website, contact us, or provide us with information yourself.

We may process the following personal data, among other things:

• first and last name

• gender

• address information

• phone number

• email address

• IP address

• location data

• data about your activities on our website

• Information about your web browser and device

• bank account number

• information you enter via forms on our website

• data required for customer management, administration, billing, support, and service provision

Among other things, Encis supplies and maintains hardware and software for its customers. Encis’s customers can configure this hardware and software to suit their own needs, enabling them to provide their own services.

When Encis processes personal data on behalf of clients, it does so as a data processor based on agreements with the client in question. In principle, Encis has no insight into the content of the data that clients store on or within the hardware and software supplied by Encis. When Encis has technical access to client environments for the purposes of management, maintenance, or support, this occurs only to the extent necessary for the performance of the services.

Special and Sensitive Personal Data

Encis does not process special categories of personal data through its own website or regular business processes, unless this is necessary to comply with a legal obligation or when an individual voluntarily provides such data.

Special categories of personal data include, for example, data related to health, religion, political views, criminal records, or other sensitive information.

When Encis’s clients process special categories of personal data in their own systems, they are solely responsible for doing so. Encis processes such data only as a data processor when it is necessary for the agreed-upon services and within the terms agreed upon with the client.

For what purpose and on what basis do we process personal data?

Encis processes personal data for the following purposes:

• processing payments

• delivering goods and services

• performing management, maintenance, support, and service provision

• contacting you when necessary for our services

• answering questions via forms, email, or phone

• informing you about changes to our services and products

• sending newsletters or commercial communications

• processing job applications

• maintaining records and handling billing

• securing and improving our website and systems

• analyzing the use of our website

We process personal data based on one or more of the following grounds:

• performance of a contract

• legal obligation

• legitimate interest

• consent

Encis also processes personal data when we are legally required to do so, for example, for our record-keeping and tax filings.

Forms and Contact Information

When you fill out a form on our website or contact us, we process the information you provide to us. This may include, for example, your name, email address, phone number, company name, and the content of your message.

We use this information to process your question, request, or job application and to contact you when necessary.

We do not retain the data you send us for any longer than is necessary to fully respond to and process it, unless further retention is necessary for our services, record-keeping, or legal obligations.

Newsletter and Commercial Communications

Encis may use personal data to send newsletters or commercial communications. This occurs when you have subscribed to receive them or when we have a legitimate interest in doing so, such as in the case of existing business relationships.

You can unsubscribe from newsletters or commercial communications at any time by clicking the unsubscribe link in the email or by contacting us at privacy@encis.nl.

Encis may use an external email marketing tool to send newsletters. When this third party processes personal data on behalf of Encis, we establish appropriate agreements regarding security and confidentiality.

Website Analysis and Measurement Tools

Encis uses measurement and analysis techniques to gain insight into website usage and to improve the website.

To this end, we use Google Tag Manager, Google Analytics 4, Cookiebot, and Snoobi, among other tools.

Google Tag Manager

Encis uses Google Tag Manager to manage scripts and tracking codes on the website. Google Tag Manager is used to load and manage other tools in a controlled manner.

Google Tag Manager does not set any analytics or marketing cookies itself, but it can be used to load other scripts.

Google Analytics 4

Encis uses Google Analytics 4 to gain insights into website usage. This allows us, for example, to see which pages are visited, how visitors arrive at the website, and what actions they take.

We use this information to improve our website and services.

Using Google Analytics 4, we can measure, among other things:

• page views

• form usage

• clicks on contact options, such as email addresses and phone numbers

• general interactions on the website

We do not send any form data—such as name, email address, phone number, or message content—to advertising platforms through these measurements.

Snoobi

Encis uses Snoobi for cookieless website analytics. Snoobi is used to analyze website visits without placing marketing cookies. The data collected is used to assess and improve the website's performance and effectiveness.

Cookies

Encis uses cookies and similar technologies on its website. A cookie is a small text file that is stored on your computer, tablet, or smartphone when you visit the website.

We use cookies and similar technologies for the following purposes, among others:

• ensuring the website functions properly from a technical standpoint

• remembering preferences

• securing forms and systems

• analyzing website usage

• measuring and improving the website’s effectiveness

Encis uses functional cookies, analytical cookies, and, where necessary, cookies or similar technologies for which consent is requested.

When cookies or similar technologies are used that require consent, we will not place them until you have given your consent via the cookie banner.

You can disable cookies through your browser settings. You can also delete previously stored cookies through your browser settings.

Cookiebot

Encis uses Cookiebot as its cookie banner and consent management platform. You can manage your cookie preferences through Cookiebot.

In the cookie banner, you'll find more information about the cookies used on the website, including their purpose, provider, category, and retention period.

You can change or withdraw your consent at any time through the cookie settings on our website.

Google reCAPTCHA

Encis uses Google reCAPTCHA to protect forms on its website against spam and abuse. reCAPTCHA helps verify that a form is likely being filled out by a human and not by an automated system.

When using reCAPTCHA, data such as the IP address, browser data, device data, and other technical data necessary to detect abuse may be processed. This data may be processed by Google.

The use of reCAPTCHA is based on Encis’s legitimate interest in protecting the website and forms against spam, abuse, and automated attacks.

For more information about Google's processing of data, please see Google's privacy policy.

Social Media and External Content

The website may contain links, buttons, or embedded content from external platforms, such as LinkedIn, Facebook, YouTube, Google Maps, or similar services.

When you click on a social media button or view external content, these parties may process personal data. Encis does not have full control over how these external parties handle personal data. Therefore, please also review these parties’ privacy statements.

When such components use cookies or tracking technologies that require consent, they are placed only after consent has been given via the cookie banner.

Ad Tracking and Remarketing

At this time, Encis does not use active ad tracking on its website for Meta, LinkedIn, Google Ads remarketing, or similar advertising platforms.

If Encis runs advertising campaigns in the future that use tracking technologies from advertising platforms, these will only be displayed if permitted by applicable law and, where necessary, after you have given your consent via the cookie banner.

How Long We Retain Personal Data

Encis does not retain personal data for longer than is strictly necessary to achieve the purposes for which the data is collected, unless we are legally required to retain the data for a longer period.

We apply the following retention periods, among others:

Job Application Information

We retain application data for up to 4 weeks after the application process is completed, unless you have given your consent to retain this data for a longer period. In that case, we will retain the data for up to 1 year.

Employee Information

We retain employee data for up to 5 years after an employee leaves the company, provided that this is the legally required retention period.

Company-related information and contacts

We retain business-related data, including contact information, for up to 10 years after the termination of our services.

Email addresses for marketing purposes

We retain email addresses for marketing purposes until you unsubscribe or as long as a relevant relationship exists.

Data on Encis servers

Data stored on Encis's servers will be deleted in consultation with the customer after the service has been terminated.

Form Submissions and Email Correspondence

We do not retain form submissions and email correspondence for longer than is necessary to respond to and process them, unless further retention is required for service provision, administrative purposes, or to comply with legal obligations.

Analytical data

Analytical data is retained in accordance with the retention periods set within the analytics or cookie tools used.

Sharing Personal Data with Third Parties

Encis does not sell personal data to third parties.

We share personal data with third parties only when necessary for:

• the performance of our agreement

• the provision of our services

• administration and billing

• website management, hosting, security, and support

• analyzing and improving our website

• email communication and newsletter distribution

• complying with legal obligations

We enter into a data processing agreement with parties that process personal data on our behalf when necessary. In these agreements, we set out terms regarding security, confidentiality, and the use of personal data.

Encis remains responsible for processing operations in which Encis itself is the data controller.

Transfer Outside the European Economic Area

Encis strives to process and store personal data within the European Economic Area as much as possible.

Some third-party service providers, such as Google or other international software vendors, may process personal data outside the European Economic Area. When personal data is processed outside the European Economic Area, we ensure that this is done based on appropriate safeguards, such as an adequacy decision, standard contractual clauses, or other measures permitted under the GDPR.

View, edit, or delete data

You have the right to access, correct, or have your personal data deleted, or to have its processing restricted. You also have the right to object to the processing of your personal data and the right to data portability.

When processing is based on consent, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal.

You can send a request to privacy@encis.nl.

Once we have received your request, we will respond as soon as possible and no later than four weeks. We may need to verify your identity to ensure that the request was made by the correct person.

File a Complaint

Encis would like to remind you that you have the right to file a complaint with the national supervisory authority: the Dutch Data Protection Authority.

You can do this through the Dutch Data Protection Authority's website.

How We Protect Personal Data

Encis takes the protection of personal data seriously and implements appropriate technical and organizational measures to prevent misuse, loss, unauthorized access, unintended disclosure, and unauthorized modification.

Examples of measures include:

• SSL connections

• VPN tunnels

• VM solutions

• Access management

• Secure systems

• Appropriate organizational measures

• security policies and procedures

In addition, Encis is ISO 27001 and NEN 7510 certified.

Data that you share directly with Encis is stored by Encis within the EU as much as possible. For external services, other processing locations may apply, as described in this privacy statement.

If you feel that your data is not properly secured or if there are signs of misuse, please contact us at privacy@encis.nl

Changes to This Privacy Statement

Encis may update this privacy statement if our services, website, tools, or applicable laws change. We therefore recommend that you review this privacy statement regularly.

Last update to this statement: July 7, 2026