Privacy Policy

1. Who We Are

This Privacy Policy explains how HRHelp.nl B.V. ("HRhelp", "we", "our", or "us") collects, uses, shares, and protects your personal data when you visit our websites (including hrhelp.nl and our campaign landing pages), contact us, book a call, apply for a job with us, or use our HR consultancy services.

For the purposes of the EU General Data Protection Regulation (GDPR) and the Dutch implementation act (UAVG), HRHelp.nl B.V. is the data controller. We are registered with the Dutch Chamber of Commerce (KvK) under number 69913919.

2. Information We Collect

We collect the following categories of personal data:

• Information you provide: your name, email address, phone number, company name and any message content when you complete our contact form, request a consultation through the contact form or our website chatbot, download one of our guides, subscribe to updates, or engage our services. When you download a guide, we also record whether you ticked the optional box to receive HR updates.
• Website chatbot: our chat assistant is a guided questionnaire that HRhelp built and runs itself. It is not a third-party live chat service. It asks who you are (for example an employer or an HR professional), what you need help with, how many employees you have in the Netherlands, your timeline, your company name, your name and work email address, and, if you wish, a phone number and a message. Your answers stay in your browser while you answer and are only sent to us and stored once you agree to this Privacy Policy and submit them.
• Bookings: if you book a call through the "Pick a time" option on our contact page, the details you enter in the Calendly booking form, such as your name, email address, the time you choose and any notes you add (see section 4).
• Job applications: the details you submit when you apply for a vacancy on our careers pages (see "Job applicants" in section 3).
• Information collected automatically: IP address, device and browser type, operating system, referring URL, pages visited and interactions, collected through cookies and similar technologies.
• Lead source data: how you first found our website, namely campaign tags in the link you followed (utm parameters), advertising click identifiers (such as Google’s gclid, gbraid and wbraid and Meta’s fbclid), the domain of the website that referred you, and the page you landed on. We only receive this together with an enquiry you submit (see section 4).
• Server and security logs generated when you access our websites.

3. How We Use Your Data and Our Legal Basis

Under the GDPR we only process your personal data where we have a lawful basis to do so:

• To respond to your enquiries and the calls you book, and to provide and manage our HR consultancy services: performance of a contract or steps taken at your request prior to a contract (Art. 6(1)(b)).
• To send newsletters, updates and marketing communications: your consent (Art. 6(1)(a)), which you may withdraw at any time. When you download a guide, we only send you HR updates if you ticked the optional box for them.
• To operate, secure and improve our websites, and to measure website and advertising performance through analytics: our legitimate interests (Art. 6(1)(f)).
• To place analytics and advertising cookies, and to measure website use with Google Analytics and Microsoft Clarity and the results of our advertising with Google Ads: your consent (Art. 6(1)(a)), given and withdrawn through our cookie banner. Without your consent, only the limited cookieless signals described in section 4 are sent, based on our legitimate interests (Art. 6(1)(f)) in measuring our advertising in aggregate.
• To understand which channels (for example Google Ads, search engines or LinkedIn) bring us enquiries, by linking the lead source of your visit to an enquiry you submit: our legitimate interests (Art. 6(1)(f)) for the details kept during your visit, and your consent to marketing cookies (Art. 6(1)(a)) for keeping them in your browser for up to 90 days.
• To comply with legal, tax and accounting obligations under Dutch law: compliance with a legal obligation (Art. 6(1)(c)).

Job applicants

When you apply for a vacancy through our careers pages, we handle your application as follows:

• What we collect: your name and email address and, if you provide them, your phone number, LinkedIn profile URL, cover letter and CV, together with the vacancy you apply for.
• Purpose: assessing your application, contacting you about it and, if it is a good fit, inviting you to interviews.
• Legal basis: steps taken at your request prior to entering into an employment contract (Art. 6(1)(b)) and our legitimate interest in recruiting suitable staff (Art. 6(1)(f)). If you agree that we keep your application for future vacancies, your consent (Art. 6(1)(a)), which you may withdraw at any time.
• Where it is stored: your application, including your CV, is stored in our customer relationship management system (client.hrhelp.nl). If that system is temporarily unavailable, your application is emailed to our team instead.
• Retention: we delete your application no later than 4 weeks after the application procedure ends, unless you agree that we keep it for up to 1 year for future vacancies.
• Your rights: you have the rights described in section 8, including access to and deletion of your application. Contact us at [email protected].

4. Cookies and Tracking

Our websites use cookies and similar technologies, such as your browser’s local storage and session storage. Our cookie banner offers four categories. Essential cookies are required for the site to function and are always active. Functional, analytics and marketing cookies are optional and are only used if you choose "Accept All" or switch them on under "Manage"; "Essential Only" declines all of them. Your choice is saved in your browser for 12 months, after which we ask again. You can change or withdraw your choice at any time via "Cookie settings" at the bottom of every page. You can also clear it, and any other cookies and stored site data, through your browser settings, after which the banner asks you again.

Functional: optional cookies that remember settings and enable enhanced features. Your choice is also passed on to the Google tags described below.

Analytics and advertising: our website uses Google Analytics (analytics cookies) to understand how the site is used and the Google Ads tag (marketing cookies) to measure the results of our advertising, including when a contact form or chatbot enquiry is sent. These conversion events do not include your answers or contact details. We use Google Consent Mode: until you consent, these Google tags load in a restricted mode that places and reads no analytics or advertising cookies (such as _ga or _gcl_au). In this mode, cookieless signals (for example that a page was viewed or an enquiry was sent, without a cookie identifier and with advertising click identifiers removed) may still be sent to Google so that it can estimate conversions in aggregate. An advertising click identifier in the link you followed may also be carried along in the page address as you move between our pages, instead of being stored in a cookie. If you consent to analytics or marketing cookies, Google places its cookies for that purpose only. If you later withdraw your consent via "Cookie settings", no new cookies are placed, and our website removes the Google Analytics and Google Ads cookies it set on our domain (such as _ga and _gcl_au) from your browser.

With your consent to analytics cookies, we also use Microsoft Clarity to see how visitors use our pages (for example clicks and scrolling), with what you type into form fields masked. It places cookies such as _clck and _clsk. Without that consent, Clarity is not loaded at all. If you withdraw your consent, Clarity is told to stop and its cookies are removed.

Lead source: when you arrive on our website, we note how you found us: campaign tags in the link (utm parameters), advertising click identifiers (such as gclid, gbraid, wbraid and fbclid), the domain of the website that referred you, and the page you landed on. This is kept in your browser’s session storage, which is cleared when you close the browser tab. It is not a cookie and it is not sent to us or anyone else while you browse. It is only sent to us together with an enquiry you choose to submit through our contact form or the chatbot, so we can see which channels (for example Google Ads) bring us enquiries. If you accept marketing cookies, we keep this lead source in your browser for up to 90 days, so an enquiry you send on a later visit is still linked to how you first found us. Without that consent, this longer-term copy is neither created nor used, and it is deleted if you withdraw your consent.

Chatbot: our chatbot is part of our own website. It sets no cookies and loads no third-party scripts. It only notes in your browser’s session storage that its welcome message has been shown, so it does not appear again during your visit.

Booking calendar (Calendly): the "Pick a time" option on our contact page and the booking calendar on our campaign landing pages use Calendly’s scheduling widget. It only loads when you ask for it: when you open that tab or press the button to show the calendar (or follow a link that opens it directly); until then, nothing is loaded from Calendly. Once it loads, Calendly (Calendly LLC, United States) processes the booking details you enter and may set its own cookies. When you book a call, we receive a copy of the booking in our customer relationship management system.

Google Maps: the maps on our About and Contact pages are click-to-load. Nothing is loaded from Google until you press "Show map"; only then does Google receive data such as your IP address, and it may set cookies. The "Open in Google Maps" link takes you to Google’s own website.

Fonts: our website serves its fonts and icons from its own server, so your browser makes no requests to Google Fonts.

5. Who We Share Your Data With

We do not sell your personal data. We share it only with service providers ("processors") who help us operate our business, and only to the extent necessary. These include:

• Google (Google Analytics, Google Ads and, only if you press "Show map", Google Maps): website analytics, advertising and maps.
• Microsoft (Microsoft Clarity): website analytics, only with your consent to analytics cookies.
• Resend (Resend, Inc., United States): delivery of the emails our systems send, including the notification emails our website sends to our team about the enquiries, bookings and job applications you submit, and the proposals and invoices from our customer relationship management system.
• Brevo (Sendinblue, EU): email marketing.
• Microsoft 365: business email and collaboration.
• Calendly (Calendly LLC, United States): scheduling of the calls you book through our contact page.
• Cloudflare: hosting of our website, including the secure connection that forwards the enquiries you submit to our own systems, content delivery and security.
• Our customer relationship management system (client.hrhelp.nl): storing the enquiries you send through our contact form, chatbot or guide download forms, copies of the calls you book through Calendly, and the job applications you submit, including your CV, so our team can follow up. Our WordPress system (admin.hrhelp.nl) no longer receives these submissions; we only use it to manage our blog content. These systems run with our hosting providers within the EU/EEA.
• Professional advisers and authorities: where required to comply with the law.

6. International Data Transfers

Some of our processors are located outside the European Economic Area (EEA), including in the United States (for example Google and Calendly). Where personal data is transferred outside the EEA, we rely on appropriate safeguards such as the EU–U.S. Data Privacy Framework and/or the European Commission’s Standard Contractual Clauses to ensure your data receives an adequate level of protection.

7. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy. Enquiry and contact data is retained for as long as needed to handle your request and our relationship; marketing data is kept until you withdraw consent or unsubscribe; and client and financial records are retained for 7 years in accordance with Dutch fiscal law.

Chatbot answers you do not submit are never stored by us. Lead source details stay in your browser for the length of your visit, or for up to 90 days if you accepted marketing cookies. Once they are sent with an enquiry, we keep them with that enquiry for as long as we keep the enquiry itself.

Copies of calls you book through Calendly are kept in our customer relationship management system like other enquiries. Job applications are deleted no later than 4 weeks after the application procedure ends, or kept for up to 1 year if you agree (see "Job applicants" in section 3).

8. Your Rights

Under the GDPR, you have the right to:

• Access the personal data we hold about you.
• Request rectification of inaccurate or incomplete data.
• Request erasure of your data ("right to be forgotten").
• Restrict or object to our processing of your data.
• Receive your data in a portable, machine-readable format.
• Withdraw your consent at any time, without affecting prior processing.
• Not be subject to decisions based solely on automated processing.

9. How to Exercise Your Rights & Complaints

To exercise any of these rights, contact us at [email protected]. We will respond within one month. If you believe we have not handled your personal data correctly, you also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

10. Data Security

We implement appropriate technical and organisational measures, including encryption in transit, access controls and authenticated email (SPF, DKIM, DMARC), to protect your personal data against unauthorised access, loss or misuse.

11. Children

Our websites and services are intended for businesses and are not directed at children under the age of 16. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page, with the "Last updated" date below revised accordingly.