toptllymatemint
Data Governance

Privacy Policy & Data Protection

We respect your privacy and process personal information strictly in compliance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and Dutch national privacy laws.

1. Data Controller Information

The entity responsible for processing personal data on this website is:

Toptlly Mate Mint Care B.V.
KVK Registration: 84920193
Keizersgracht 482, 1016 GD Amsterdam, Netherlands
Email: [email protected]
Telephone Desk: +31 20 894 3712

2. Categories of Personal Data We Process

Depending on how you interact with our website, we may collect and process the following categories of data:

  • Contact and Inquiry Information: When you submit a property inquiry through our contact form, we collect your full name, email address, property location (region/country), subject classification, and descriptive inquiry details.
  • Technical and Server Logs: Standard HTTP request data including truncated IP address, date and timestamp of the access request, browser user-agent string, and requested page URL. These logs are stored temporarily for cybersecurity defense and server stability diagnostics.
  • Consent State Preferences: Granular records of your cookie consent status stored locally in your browser's local storage (e.g. essential status, analytics preference).

3. Legal Bases for Processing (GDPR Art. 6)

We process personal data only when an explicit lawful basis applies:

  • Consent (Art. 6(1)(a) GDPR): For processing inquiries submitted voluntarily via our contact form, where you provide explicit affirmative consent prior to submission, and for non-essential aggregated performance analytics.
  • Performance of Pre-Contractual Steps (Art. 6(1)(b) GDPR): Where your inquiry relates to formulating a specific care plan, inspection protocol, or contractor coordination proposal for your residence.
  • Legitimate Interests (Art. 6(1)(f) GDPR): For maintaining server integrity, defending against brute-force intrusion, and verifying functional site operation.

4. How We Use Your Information

We use collected data solely for specific, transparent purposes:

  • To evaluate your property parameters and reply to your oversight inquiries with relevant technical guidance.
  • To maintain secure and reliable operation of our online services.
  • To document privacy preferences in accordance with the ePrivacy Directive and GDPR requirements.

We never sell, rent, monetize, or trade your personal information to third-party data brokers or behavioral marketing platforms.

5. Third-Party Service Providers and Data Transfers

We rely on carefully vetted European data hosting infrastructure. All operational databases and web server nodes reside within the European Economic Area (EEA). If any technical support requirement involves data processing outside the EEA, standard contractual clauses (SCCs) approved by the European Commission are enacted to ensure equivalent data protection safeguards.

6. Data Retention Schedules

We retain personal information only for as long as necessary to fulfill the purposes for which it was gathered:

  • Contact inquiries: Maintained for up to 24 months following the date of last correspondence, unless a commercial service agreement ensues.
  • Server access logs: Kept for a maximum rolling window of 30 days before automatic cryptographic truncation or erasure.
  • Consent preferences: Stored locally in your client browser for up to 12 months, or until you clear your browser storage.

7. Your Statutory Rights Under the GDPR

Under Chapter III of the GDPR, European residents possess enforceable rights regarding their personal data:

  • Right of Access (Art. 15): You have the right to obtain confirmation and a copy of the personal data we hold about you.
  • Right to Rectification (Art. 16): You may request immediate correction of inaccurate or incomplete records.
  • Right to Erasure ("Right to be Forgotten", Art. 17): You may request deletion of personal data when the legal basis no longer applies.
  • Right to Restriction of Processing (Art. 18): You may restrict processing while the accuracy of data is verified.
  • Right to Data Portability (Art. 20): You may receive your data in a structured, commonly used, machine-readable format.
  • Right to Object (Art. 21): You may object at any time to processing grounded on legitimate interests.
  • Right to Withdraw Consent: Where processing rests on consent, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.

To exercise any of these rights, send a written request to [email protected]. We respond within one calendar month without administrative charge.

8. Right to Lodge a Complaint with a Supervisory Authority

If you believe our processing of your personal data infringes data protection regulations, you have the statutory right to lodge a complaint with a competent supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens (Dutch Data Protection Authority) at autoriteitpersoonsgegevens.nl.

9. Updates to This Privacy Policy

We periodically review this policy to reflect changes in legal frameworks or administrative operational practices. The current version was updated in January 2026. Substantive amendments will be clearly indicated on this page.