Privacy policy

1. Who we are

Mailmeisters is the controller of the personal data described in this statement. You can reach us as follows:

• mailmeisters, Westerlaan 71, 8011CA Zwolle
• Chamber of Commerce (KvK) number 83698930
• hallo@mailmeisters.nl
• +31 (0)85 060 3062

We do not have a data protection officer. Questions about privacy go to the email address above and are answered from there.

2. What data we process, and why

We only process data that you give us yourself or that is needed to make this website work. By situation:

The contact form

We process your name, your email address, your company name if you fill it in, and the question you ask. Purpose: to answer your request. Legal basis: the performance of a contract or — if there is no contract yet — our legitimate interest in responding to someone who contacts us. Your request is received in Klaviyo, the platform in which we keep track of our client contact. This does not subscribe you to the newsletter — that requires a separate sign-up and your consent.

The newsletter

We process your email address, and whether you open a newsletter and click on it. Purpose: to send the newsletter and to tailor it better to what is read. Legal basis: your consent. At the bottom of every newsletter there is an unsubscribe link; using it withdraws that consent.

Email and telephone

If you contact us other than through the form, we process what you choose to share. Purpose: to conduct the conversation and keep track of our client contact. Legal basis: legitimate interest.

Website statistics

We measure how many pages are viewed and how quickly they load. This measurement works without cookies and without a profile per visitor: we see numbers, not people. Purpose: to understand the website and make it faster. Legal basis: legitimate interest.

Advertising and remarketing

If you give your consent for this, we use Google Ads to measure which advertisement led to a request, and we can show you one of our advertisements on other websites. To do this we place cookies and share an event with Google — see section 6 for which cookies these are. Purpose: to know which advertisements work and to show our advertisements to people who have already visited our website. Legal basis: consent. If you do not give it, we place no advertising cookies and send no advertising ID; Google does then still receive a signal that the page was visited, but without a cookie and without data by which you can be recognised. You can withdraw your consent at any time.

Work we do for clients

When we carry out email marketing for a client, we process personal data from that client’s systems. In doing so we are a processor and not the controller: what we may do with that data is set out in the data processing agreement with that client, and not in this statement. If you are a customer of one of our clients, that client is your point of contact.

3. How long we keep data

We do not keep data for longer than is necessary for the purpose for which we received it:

• A request that does not lead to an engagement: 12 months after the last contact.
• Data belonging to an engagement: for as long as the engagement runs, and after that 7 years for the part that belongs in our accounting records — that is the statutory tax retention obligation.
• A newsletter subscription: until you unsubscribe. After that we keep only the unsubscription itself, so that we do not contact you again.
• Website statistics: aggregated and not traceable to an individual, so no retention period per visitor applies here.
• Advertising cookies: these expire automatically. The longest-lasting one we place stays on your device for 90 days; if you withdraw your consent earlier, we stop earlier.

4. Who we share data with

We do not sell your data and we do not trade it. We do work with service providers that process data on our behalf; we have a data processing agreement with each of them. They are:

• Klaviyo — the email marketing platform we use to send the newsletter, and in which requests from the contact form are received.
• Vercel — the platform on which this website runs, and from which the cookieless website statistics come.
• Google Workspace — our email and document storage.
• Cookiebot (Usercentrics) — the cookie banner with which we ask for and record your choice.
• Google Tag Manager and Google Ads — which we use to measure advertising and carry out remarketing. This only happens if you give your consent for it in the cookie banner.

Beyond that, we only provide data to third parties if the law requires us to. If we receive such a request from a competent authority, we first assess whether the request is substantiated and whether it must be complied with.

5. Transfers outside the European Economic Area

Klaviyo and Google are American companies, so part of the processing takes place outside the EEA. These transfers take place on the basis of the EU-US Data Privacy Framework and, where that framework does not apply, on the basis of the standard contractual clauses of the European Commission.

6. Cookies

A cookie is a small file that a website places on your device to recognise you on a subsequent visit. As long as you have not made a choice, this website places exactly one: CookieConsent from Cookiebot, which records what you have and have not given consent for. That cookie is necessary in order to remember your choice, and no consent is required for it.

If you give consent for marketing, the cookies from Google Ads are added. There are two:

• _gcl_au — links a click on our advertisement to what you do on this website afterwards, so that we know which advertisement led to a request. Stays on your device for 90 days.
• test_cookie — which Google uses to check whether your browser accepts cookies. Disappears as soon as you close your browser.

If you say no, or make no choice, these are not placed. We use Google Consent Mode for this: the advertising scripts are set to no consent by default and may then place no cookie and send no advertising ID. They only start doing anything at the moment you say yes in the banner.

This website places nothing else. The newsletter sign-up form sends your email address directly to our server and does not place a cookie itself, and the website statistics also work without cookies.

You can change your choice or withdraw your consent at any time: . In addition, you can delete cookies that are already on your device via your browser settings. The Dutch Data Protection Authority (Autoriteit Persoonsgegevens) explains how to do this for each browser: explanation of cookies.

7. How we secure your data

We take appropriate technical and organisational measures. Specifically: traffic with this website is encrypted over TLS, access to systems containing personal data is limited to the people who need it for their work, and that access is protected by two-factor authentication. If you nevertheless see something that is not right, let us know via hallo@mailmeisters.nl — and we will deal with it.

8. Your rights

Under the GDPR, you have the right:

• to access the personal data we hold about you;
• to have inaccurate data rectified;
• to have your data erased;
• to have the processing restricted;
• to object to processing based on legitimate interest;
• to receive your data in a commonly used file format or to have it transferred;
• to withdraw consent you have given.

Send a request to hallo@mailmeisters.nl. You will receive a response within one month. If your request is complex or we receive a large number at the same time, we may extend that period by two months — in that case we will let you know within that first month that we are doing so, and why.

We do not ask you for a copy of your identity document. If we are in doubt as to whether a request really comes from you, we ask a verification question via the email address or telephone number we already have for you.

9. Automated decision-making

We do not take decisions that have consequences for you based on automated processing or profiling. There is no system between you and us that decides anything about you on its own.

10. Making a complaint

If you disagree with how we handle your data, we would prefer to hear about it ourselves first — email us, or get in touch via the form. In addition, you always have the right to lodge a complaint with the Autoriteit Persoonsgegevens, the Dutch Data Protection Authority.

11. Changes to this statement

This statement may change, for example if we start using a new tool. The version on this page is the version that applies; the date it was last updated is shown at the top. If something significant changes, we will announce it in the newsletter.