Privacy Policy

At Ember8, trust is central. That applies not only during our guidance, but also to the way we handle your personal data.

We process personal data carefully, confidentially and in accordance with the General Data Protection Regulation (GDPR).

In this privacy policy we explain what personal data we collect, why we process it, how we secure it, and what rights you have.

1. Data controller

Ember8 is responsible for the processing of personal data as described in this privacy policy.

Ember8
Email: info@ember8.nl
Website: www.ember8.nl
Chamber of Commerce (KvK) number: 42091066

2. What personal data do we process?

When you get in touch, book a session or take part in a programme, we may process the following personal data.

Personal details

• First and last name
• Date of birth
• Address
• Postal code and city
• Email address
• Phone number

Business details

When an employer or organisation is the principal:

• Company name
• Contact person's name
• Billing address
• Chamber of Commerce (KvK) number
• VAT number
• Email address
• Phone number

Health data

For safe guidance, and only when you provide it yourself, we may process, among other things:

• intake form;
• medical details;
• medication use;
• physical complaints;
• psychological complaints;
• relevant health information;
• information necessary for safe participation in BRTT®, TRB® or other guidance.

This data is used solely for preparing and carrying out your guidance.

3. Why do we process your personal data?

We process personal data solely for the following purposes:

• scheduling appointments;
• carrying out sessions and programmes;
• reviewing intake forms;
• ensuring safe guidance;
• communication with clients;
• aftercare by phone;
• administration;
• invoicing;
• complying with legal obligations;
• improving our services.

We never process more data than necessary.

4. Legal basis for processing

We process personal data only when a legal basis exists for doing so.

This may be:

• performance of an agreement;
• your consent;
• legal obligations;
• legitimate interest.

For health data, we ask for explicit consent where required.

5. Health data

Health data is a special category of personal data.

Ember8 only processes this data when:

• you provide it voluntarily;
• it is necessary for safe guidance;
• you have given consent for this.

This data is never used for marketing purposes or any purpose other than your guidance.

6. Sharing personal data

Ember8 never sells your personal data to third parties.

Personal data is only shared when:

• you have given consent for this;
• this is necessary for performance of the agreement;
• Ember8 is legally obliged to do so.

When we work with external service providers who process personal data, we enter into a data processing agreement where legally required.

7. External service providers

For our services we may make use of external parties, including:

• booking system;
• payment provider;
• email provider;
• cloud storage;
• website hosting;
• website statistics / analytics provider.

These parties only process data necessary for their services.

8. Retention periods

Personal data is not retained longer than necessary.

Among other things, we apply the following principles:

Administrative data is retained in accordance with the statutory tax retention period.

Intake and health data is only retained for as long as necessary for the guidance, or for as long as required by law.

After the retention period ends, data is carefully deleted or anonymised.

9. Security

Ember8 takes appropriate technical and organisational measures to protect your personal data against:

• loss;
• theft;
• unauthorised access;
• misuse;
• alteration;
• disclosure.

All data is treated confidentially.

10. Cookies

The Ember8 website may make use of:

• functional cookies;
• analytical cookies;
• marketing cookies (only with consent).

For website statistics we currently use Umami, a privacy-friendly analytics tool that does not place cookies. IP addresses are anonymised; general geographic information (such as country or region) is recorded. This data is retained for a maximum of 6 months and is not shared with third parties.

11. Photos, videos and testimonials

Photos, videos, audio recordings, reviews or testimonials from clients are only used with prior explicit consent from the client concerned.

This consent can be withdrawn at any time.

Withdrawal has no effect on publications lawfully made before the withdrawal.

12. Your rights

You have the right to:

• access your personal data;
• correct data;
• have data deleted;
• restrict processing;
• object to processing;
• have your data transferred;
• withdraw previously given consent.

A request can be submitted via Ember8's email address.

We respond within one month at the latest.

13. Withdrawing consent

When processing is based on your consent, you can withdraw that consent at any time.

This does not affect the lawfulness of processing carried out prior to the withdrawal.

14. Complaints

Do you have a complaint about the processing of your personal data?

Please contact Ember8 first.

We aim to resolve every complaint carefully and through good discussion.

If we cannot resolve it together, you have the right to file a complaint with the:

Dutch Data Protection Authority (Autoriteit Persoonsgegevens)
P.O. Box 93374
2509 AJ The Hague, Netherlands
Website: www.autoriteitpersoonsgegevens.nl

15. Changes

Ember8 reserves the right to amend this privacy policy.

The most current version is always available via the website.

Contact

Do you have questions about this privacy policy or about the processing of your personal data?

Feel free to get in touch with us.

Ember8
Email: info@ember8.nl
Website: www.ember8.nl

Final declaration

By using Ember8's services, you declare that you have read this Privacy Policy.

Where legally required, Ember8 will ask for explicit prior consent for the processing of personal data or health data.