Your privacy
matters.

SAJW Studio Netherlands ("SAJW Studio", "we", "us", or "our") respects your privacy and is committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR / AVG) and applicable legal requirements. This Privacy Statement explains how we collect, use, disclose, and safeguard your information when you interact with our services, website, or team.

1. Data Controller

SAJW Studio Netherlands is the data controller responsible for processing your personal data.

For any questions, requests, or concerns regarding your privacy or this policy, you can reach us at:

• Privacy Contact: Privacy Office
• Email: privacy@sajw-studio.com

2. Personal Data We Collect

We only collect personal data that is strictly necessary to perform our services, conduct business operations, and communicate with you. Depending on your interactions with SAJW Studio, we may collect:

• Identity Data: First name, last name, title, or company role.
• Contact Data: Email address, phone number, billing address, and postal address.
• Business & Transaction Data: Company name, Chamber of Commerce (KvK) number, VAT ID, payment/bank details, invoice history, and contractual agreements.
• Technical Data: Our hosting infrastructure may process IP address, browser type, and device information for normal site delivery and security.
• Analytics Data: Only if you explicitly opt in, self-hosted Matomo records pages visited, referral information, browser/device details, and IP address (with two bytes masked before storage) to help us understand site usage. Matomo runs on our own VPS at analytics.sajw-studio.com. Analytics requests are not sent before consent; you can withdraw consent at any time through Cookie settings.
• Communication Data: Inquiries, feedback, project briefs, or support requests submitted via email or direct messaging.

3. How We Collect Your Data

We collect data directly from you when you:

• Request a proposal, quote, or information about our services.
• Enter into a commercial contract or client agreement with us.
• Communicate with us via email, telephone, or online communication channels.
• Subscribe to our newsletters or administrative updates.
• Interact with our digital tools, platforms, or website.

4. Legal Basis and Purposes for Data Processing

We process personal data under the following legal grounds provided by the GDPR:

1. Performance of a Contract: Processing is necessary to execute agreements, fulfill client project scopes, issue invoices, and deliver design or software solutions.
2. Legal Obligation: Compliance with mandatory Dutch tax laws, financial administration requirements, and reporting regulations.
3. Legitimate Interests: Managing client relationships, maintaining network and platform security, improving our services, and conducting standard B2B operational communication.
4. Consent: Where explicit consent has been granted (e.g., direct marketing or optional cookies), which can be withdrawn at any time.

5. Data Retention

We do not retain your personal data longer than necessary to fulfill the purposes for which it was collected:

• Administrative & Financial Records: Retained for 7 years in compliance with Dutch tax retention obligations (Rijksbelastingdienst).
• Project & Client Files: Retained for the duration of the active client relationship and up to 2 years following contract termination, unless extended retention is necessary for legal or warranty reasons.
• Inquiries & General Correspondence: Retained for up to 1 year after the last interaction if no contract is established.

6. Sharing and Disclosure of Data

SAJW Studio will never sell your personal information. We only share data with third parties when strictly required for business operations or by law:

• Service Providers & Processors: Trusted software, hosting, cloud infrastructure, domain registries, and accounting vendors operating under GDPR-compliant Data Processing Agreements (DPAs).
• Legal Requirements: Tax authorities, regulatory bodies, or law enforcement agencies if mandated by a legal duty or court order.

7. Data Security

We implement appropriate technical and organizational security measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These measures include encrypted communication channels, secure server infrastructure, restricted access controls, and routine security reviews.

8. Your Data Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data where legally applicable.
• Right to Restrict Processing: Limit how we process your personal data under certain conditions.
• Right to Data Portability: Receive your data in a structured, commonly used, and machine-readable format.
• Right to Object: Object to data processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Revoke any previously given consent without affecting the lawfulness of prior processing.

To exercise any of these rights, please send your written request to privacy@sajw-studio.com. We will respond within 30 days.

If you feel your privacy rights have been infringed, you also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

9. Third-Party Websites & Services

Our services or platforms may occasionally contain links to external websites, software tools, or integrations operated by third parties. SAJW Studio is not responsible for the privacy practices or content of third-party platforms. We encourage you to read their respective privacy policies.

10. Updates to This Privacy Statement

We may update this Privacy Statement periodically to reflect changes in our legal obligations, technology, or business operations. Any updates will be posted with an updated revision date.