Privacy Policy

Privacy Policy for Instrumental Planet

1. Identity and Contact Details of the Data Controller

This Privacy Policy governs the processing of personal data by Instrumental Planet, a sole proprietorship operated under the trade name Instrumental Planet. For any inquiries, concerns, or requests related to the processing of personal data, contact can be made via email at info@instrumentalplanet.com.

2. Purposes of Data Processing

Personal data is collected and processed for specific and legitimate purposes. The primary purposes for processing personal data include responding to inquiries made through the contact form, facilitating effective and ongoing communication throughout project discussions, and drafting, executing, and managing contractual agreements in the event that a formal business relationship is established. These purposes are essential to providing professional services and ensuring that both parties can engage in clear and productive exchanges.

3. Legal Basis for Data Processing

The processing of personal data by Instrumental Planet is conducted in accordance with established legal grounds as required under applicable data protection laws. The processing is justified on the following bases:

Consent: By voluntarily submitting personal data through the contact form or other means of communication, the data subject consents to the use of such data for the purpose of receiving responses to inquiries and for continued communication regarding potential services.
Performance of a Contract: In circumstances where a formal business relationship is established, the processing of personal data is necessary for the preparation, execution, and management of contractual agreements. This includes, but is not limited to, the use of full names, VAT numbers, and potentially addresses for the purpose of defining project terms and safeguarding copyright-related matters.

4. Access to Personal Data

Access to personal data is strictly limited to the data controller, Menno Westra, who operates under the trade name Instrumental Planet. No other individuals or entities, including third parties, are granted access to the personal data, except as may be required by law or with the explicit consent of the data subject. The data controller takes all necessary measures to ensure that personal data is handled with the utmost confidentiality and security.

5. International Data Transfers

Instrumental Planet does not engage in the transfer of personal data outside the European Union. All processing activities are conducted within the EU, thereby ensuring compliance with the stringent data protection regulations in place. In instances where data collection involves individuals located in various countries, the data is still processed and stored within the EU, maintaining the highest standards of data protection.

6. Data Retention Periods

Personal data is retained only for as long as is necessary to fulfill the purposes for which it was collected. Specifically:

Contact Information: For individuals who do not become clients, personal data provided via the contact form (such as email addresses and names) will be retained for a period of 30 days following the conclusion of the last communication. After this period, the data will be securely deleted.
Contractual Information: For clients, personal data contained within contractual agreements, such as full names, VAT numbers, and potentially addresses, will be retained indefinitely. This retention is deemed necessary to uphold the terms of the contract, particularly regarding copyright management and other critical contractual obligations.

7. Data Subject Rights

Data subjects have specific rights concerning their personal data, which are upheld by Instrumental Planet. These rights include:

Right of Access: The right to request and obtain confirmation as to whether or not personal data concerning the data subject is being processed, and, where that is the case, access to the personal data and relevant information.
Right to Rectification: The right to request the correction of inaccurate personal data and to have incomplete personal data completed.
Right to Erasure: The right to request the deletion of personal data when it is no longer necessary in relation to the purposes for which it was collected, or where the data subject has withdrawn consent on which the processing is based.
Right to Object: The right to object, on grounds relating to the data subject’s particular situation, to the processing of personal data that is based on legitimate interests or the performance of a task carried out in the public interest.
Right to Data Portability: The right to receive the personal data concerning the data subject, which they have provided to the data controller, in a structured, commonly used, and machine-readable format, and the right to transmit that data to another data controller without hindrance.

To exercise any of these rights, data subjects are encouraged to make contact via the provided email address: info@instrumentalplanet.com.

8. Complaints and Dispute Resolution

Should any data subject believe that their personal data has been processed in a manner that is inconsistent with applicable data protection laws, they have the right to lodge a complaint with the relevant supervisory authority. In the Netherlands, this would be the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). Data subjects residing within the European Union may also contact the data protection authority within their respective country of residence.

9. Necessity of Providing Personal Data

The provision of personal data is necessary to facilitate communication, project management, and the execution of contractual obligations. Failure to provide the required personal data may impede the ability of Instrumental Planet to offer services or enter into contractual agreements with the data subject. The processing of such data is vital to ensuring that all professional engagements are carried out efficiently and in accordance with legal and contractual requirements.

10. Automated Decision-Making

Instrumental Planet does not employ any form of automated decision-making or profiling in the processing of personal data. All decisions regarding the handling and use of personal data are made by the data controller, ensuring that human judgment is applied to every aspect of data processing.

11. Data Obtained from Third Parties

Instrumental Planet exclusively processes personal data that has been directly provided by the data subject. No personal data is obtained from third-party sources, thereby ensuring that all data processing activities are transparent and directly related to the services offered.

12. Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in data processing practices or to comply with new legal requirements. Any significant changes to the Privacy Policy will be communicated through the Instrumental Planet website or via direct communication. Data subjects are encouraged to review this policy regularly to stay informed of any updates.