.png)
.png)
Privacy statement
Last updated on 4 November 2026 · version 3.0
This privacy statement explains which personal data we process when you visit our website, use your Flexwhere account, or contact our support desk, why we do so and which rights you have. For questions about this statement, contact us at privacy@dutchview.com.
Who we are
Flexwhere is a workplace application (SaaS solution) for flexible working: booking desks, meeting rooms and parking spaces and finding colleagues, made available to client organizations by Dutchview information technology B.V. (hereinafter: Dutchview). When we process your data as described in this statement, our legal role is that of data controller. When we process data on behalf of our client organizations inside Flexwhere, we are processor; that processing is governed by the data processing agreement with the client and is not covered by this statement. If you have questions about it, contact the organization you work for.
Our details:
Dutchview information technology B.V.
Keizerstraat 43
7411 HE Deventer
The Netherlands
Business ID (KvK): 53977599
What data we collect
Contact data: data that can be used to contact you. For example: name, company name, position, country, phone number and email address.
Account data: data that identifies you as a user. For example: login name, hashed password, and the profile data shared when you sign in with a Google, Microsoft or Apple account.
Click and behavioral data: data on how you use our website and app. For example: pages visited, visit duration, clicks, cookies and other analytical data.
User-generated content: data you create while contacting us. For example: the question in your contact form or support ticket, answers to surveys, feedback, and the recording, transcript and summary of a telephone call with our support desk.
How and why we process your data
| Purpose | Data categories | Legal basis | How long we keep it |
|---|---|---|---|
| Running our website. When you access our site, we collect technical information. | Click and behavioral data | Our legitimate interest | See our cookie statement |
| Creating and using an account. When you create an account, you give us information about yourself. | Contact data, account data | Performance of a contract | Up until 2 years after the last use of the account |
| Processing your demo or trial request. When you request a demo or trial through our website, we process your data to fulfil the request. | Contact data | Performance of a contract | Up until 6 months after the demo or trial |
| Handling contact and support requests. When you contact us by email, contact form, chat or ticket, you give us information about yourself and your question. | Contact data, user-generated content | Performance of a contract, our legitimate interest | Up until 2 years after the last contact |
| Telephone contact with our support desk. See the section below. | Contact data, user-generated content | Our legitimate interest | Recording and transcript: until the summary is stored, at the latest after 30 days. Summary: up until 2 years after the last contact |
Telephone contact with our support desk
When you call our support line, we record the call. Before you are connected you hear an announcement that the call is recorded. If you do not want the call to be recorded, tell our support agent, or contact us by email or through the support form instead; we will respect that. Callers on our German-language line can choose in the menu not to be recorded. We record calls to review and improve the quality of our support, to train our support staff, and to keep a summary of the conversation in the customer record of your organization. Our legal basis is our legitimate interest in good customer support and complete customer records.
The recording is transcribed and summarized automatically by our telephony provider Voys B.V. and its sub-processors, all within the European Economic Area. The recording and the transcript are deleted as soon as the summary has been stored in our customer relationship system (HubSpot, EU region), at the latest after 30 days. The summary is kept until 2 years after your last contact with our support desk, the same period as other support requests. Our support staff are recorded as well and have been informed about this.
You can object to this processing at any time, or ask us to delete the summary of your call, by contacting support@flexwhere.com.
Who else processes your data
We use the following processors for the purposes above. They process your data on our instructions, under a data processing agreement, and within the European Economic Area unless stated otherwise.
- HubSpot (customer relationship management, contact forms, support tickets, call summaries and the AI chatbot on our support site). Our HubSpot account is hosted in the EU region. HubSpot Inc. is a US company; transfers to the US, if any, are covered by the EU-US Data Privacy Framework and the EU standard contractual clauses.
- Voys B.V. (telephony, call recording, transcription and summary), with its sub-processors Devhouse Spindle B.V., Osso B.V. and Amazon Web Services EMEA SARL, all within the EEA.
- Anthropic Ireland, Limited (AI-assisted summaries for internal use: preparing customer conversations from the contact history in our CRM, and summarising survey feedback). Anthropic processes this data under its data processing addendum. Data may be processed by Anthropic PBC in the United States; transfers outside the EEA are covered by the EU standard contractual clauses. Anthropic does not use this data to train its models, and deletes it within 30 days, unless longer retention is needed to enforce its usage policy or is required by law.
- Google Analytics (website statistics). The details, including retention periods, are in our cookie statement.
- OVHcloud (Roubaix and Gravelines, France) (hosting of Flexwhere and your account data, within the EEA).
- Mailchimp (The Rocket Science Group LLC, United States) (sending account invitations and system e-mails: name and e-mail address). Transfers to the US are covered by the EU-US Data Privacy Framework and the EU standard contractual clauses.
We do not sell your data. We may share data when we are legally obliged to do so, for example when the police demand data in the event of a suspected crime.
How we keep your data secure
Dutchview is certified for ISO/IEC 27001 and ISO 9001. Among other measures, we encrypt data in transit, use two-factor authentication or single sign-on wherever possible, host your account data and the application within the European Economic Area, restrict access to the persons who need it for the purposes stated, and log who has had access to data and when.
Your privacy rights
You have the right to access the personal data we process about you, to have it rectified or erased, to restrict its processing, to object to processing based on our legitimate interest, to withdraw consent you have given, and to receive your data in a portable format. To exercise a right, contact us at privacy@dutchview.com. We respond within one month.
If you are unhappy with how we handle your data, please tell us first so we can address it. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Cookies
Which cookies our website uses, and for how long, is described in our cookie statement.
Third-party websites
Our website links to websites of third parties. We are not responsible for the way in which those websites treat personal data. Read their privacy statements.
Changes to this statement
We may update this privacy statement. The current version is always available on our website, with the date of the last change at the top. We notify account holders by email of important changes before they take effect.