Privacy statement- Kim's Office Support

At Kim's Office Support, we place a high value on your privacy. In this privacy statement, we explain which personal data we collect, why we do this, and how we protect it.

1. Who are we?

Kim's Office Support
Kim Nagel-Stevens
Chamber of Commerce number 96940921
office@kimssupport.nl 

2. What data do we collect? 

We only collect personal data that is necessary for our services. Think of:

• First and last name

• Email address

• Phone number

• Company name

• Address information

• Any information you provide yourself via the contact form or email

• Contact details of persons with whom meetings are scheduled, or email addresses of newsletters sent on behalf of your company 

3. Why do we collect this data?

We use your data to:

• Contact you

• Prepare quotes or invoices

• Provide services

• Answer questions

• Improve our services

4. Data sharing

We do not share your information with third parties unless it is necessary for the execution of our services (such as an accountant) or if we are legally obligated to do so.

5. Retention period

Your data will not be kept longer than necessary for the purpose for which it was collected. This means in practice that the data will be deleted after the assignment ends, unless there is a legal retention obligation or a retention period based on professional or ethical rules. For administrative purposes, we keep data for a maximum of 7 years (in accordance with tax legislation).

6. Security

We take appropriate technical and organizational measures to protect your data against loss, misuse, or unauthorized access. If you have any questions about the security of your personal data or if you suspect misuse, please contact me at office@kimssupport.nl . 

7. Your rights

You have the right to:

• To improve, supplement, delete or shield your data if it is incorrect, its processing is not relevant, or it is in violation of the law. 
• To temporarily prevent your data from being processed and to request that it not be deleted. 
• To take your data to another organization (data portability). 
• To gain access to the data we have collected about you.

For all these requests, you can send an email to office@kimssupport.nl . We will respond as soon as possible, but in principle within four weeks.

If you are dissatisfied with the processing of your personal data, you can file a complaint with the Data Protection Authority. 

8. Legal basis for data processing 
Kim's Office Support processes your personal data only when there is a legal basis for it, based on one or more of the following grounds under the GDPR:

• For the execution of an agreement

• With your consent

• To comply with a legal obligation

• Based on a legitimate interest

9. Contact
For questions or requests, you can contact us at:  

General terms and conditions -
Kim's Office Support

Article 1 – Definitions

In these general terms and conditions, the following definitions apply: 
1.1 Contractor: Kim's Office Support, registered with the Chamber of Commerce under number 96940921, operating as an independent Professional in online Management and Office Support.
1.2 Client: the natural or legal person entering into an agreement with the contractor.
1.3 Agreement: the oral or written agreement regarding the provision of services by the contractor.
1.4 Services: all activities offered by the contractor, as further described in article 3. 

Article 2 – Applicability
2.1 These general terms and conditions apply to all offers, proposals, work, agreements, and other legal relationships between the contractor and the client.
2.2 Deviations from these terms and conditions are only binding if they have been expressly agreed upon in writing. 

Article 3 – Services
3.1 The contractor provides, among other things, secretarial and administrative support, customer communication, agenda management, email management, planning & organization, marketing support (including social media and newsletters), and general back-office activities.
3.2 The precise details of the services will be agreed upon per assignment or project.

Article 4 – Quotes and conclusion of agreement
4.1 All offers and price quotations are non-binding, unless expressly stated otherwise.
4.2 An agreement is established after written confirmation by the client or as soon as the contractor has actually started the execution of the assignment. 

Article 5 – Rates and payment
5.1 The contractor works on the basis of an hourly rate or fixed price per project, as agreed.
5.2 All rates are exclusive of VAT, unless otherwise stated.
5.3 Invoicing takes place monthly, unless otherwise agreed, with a payment term of 14 days.
5.4 In the event of non-payment, the client is automatically in default and is liable for statutory interest. Any collection costs are entirely borne by the client.

Article 6 – Execution of the assignment
6.1 The contractor will carry out the agreed work to the best of their insight, expertise, and ability.
6.2 The client is responsible for providing all necessary information and documents in a timely manner.
6.3 The contractor reserves the right to refuse an assignment or work without stating reasons. This applies, among other things, if the work is in violation of the law, public order, or good morals, but also if it does not fit within the offered services or when there are personal or business reasons. 

Article 7 – Liability
7.1 The contractor is not liable for indirect damage, consequential damage or lost profits.
7.2 Any liability of the contractor is limited to the amount that is paid out by its liability insurance in the specific case, plus the excess.
7.3 If no payout is made by the insurance, the liability is limited to the amount related to the assignment, with a maximum of €500.
7.4 The limitations of liability included in this article do not apply in the event of damage resulting from intent or deliberate recklessness of the contractor. 

Article 8 – Confidentiality
8.1 Parties are required to keep confidential all information they obtain in the context of their cooperation.
8.2 This confidentiality obligation remains in effect even after the termination of the agreement. 

Article 9 – Cancellation and termination
9.1 The agreement can be terminated in writing by either party with a notice period of 14 days, unless agreed otherwise.
9.2 In case of cancellation of a scheduled assignment within 48 hours before commencement, the contractor reserves the right to invoice 50% of the offered or expected time/invoice. 

Artikel 10 – Force majeure
10.1 In the event of force majeure, the contractor is entitled to suspend the execution of the assignment or to partially terminate the agreement without the client being able to claim damages.
10.2 Force majeure includes, among other things, illness, pandemics, internet disruptions, power outages, government measures, and other unforeseen circumstances beyond the contractor's control. 

Article 11 – Intellectual property
11.1 All documents, content, and systems created by the contractor remain their intellectual property until full payment has been made.
11.2 After payment, the client obtains a non-exclusive right of use, unless otherwise agreed in writing.

Article 12 – Applicable law and disputes
12.1 Dutch law applies exclusively to all agreements between the contractor and the client.
12.2 Disputes are initially resolved through mutual consultation. If this is not possible, the dispute will be submitted to the competent court in the district where the contractor is located.