Privacy policy

The following privacy policy applies to all website visits, transactions, and agreements with Debitan B.V., located at Geldelozeweg 33, 1625 NW Hoorn.

1. Definitions

In this privacy statement, the following terms are used:

GDPR: General Data Protection Regulation

Personal data: Data that directly or indirectly identifies you. This includes your name, address, and financial information.

Processing: Any operation performed on personal data, such as collection, storage, use, and deletion of your data from our records.

Clients: Organizations that have entered into a (collection) agreement with us.

Debtors: The clients/customers of our Clients.

(Collection) agreement: The agreement between us and our Clients that determines the terms under which we provide (collection) services.

Claims: Claims of Clients against their Debtors arising from the products and/or services provided by the Clients.

Data controller: The entity that determines the purpose and means of processing personal data within the meaning of the GDPR. The entity that actually determines what happens to the data.

Data subjects: Natural persons, being Clients or Debtors, whose data we process.

2. Who is responsible for the processing of Personal Data?

Debitan B.V. is the data controller for the processing of Personal Data as described in this privacy statement.

Debitan B.V. also operates under the names DBO Incasso, DBO Finance, and Juridisch365.

Visiting and mailing address
Geldelozeweg 33
1625 NW Hoorn

3. Whose Personal Data does Debitan process?

We process the Personal Data of:

– Debtors;

– (Potential) Clients

If your company or organization provides us with personal data of employees, you are obliged to inform the employees about this. You can provide them with this privacy statement so they can see how we handle their Personal Data.

4. From whom does Debitan receive Personal Data?

We receive Personal Data from:

– Debtors;

– (Potential) Clients in the context of the (Collection) Agreement;

– Public sources and external service providers such as bailiffs, lawyers, and other collection partners.

To the extent that our Client determines the purposes and means of processing personal data of its relationship, our Client is the Data Controller of that personal data. If this has been agreed in writing, Debitan B.V. will process this personal data on behalf of its Client as a “Data Processor.”

Even as a Data Processor, Debitan B.V. will make every effort to ensure appropriate technical and organizational measures to secure the personal data against loss or any form of unlawful processing.

5. What Personal Data does Debitan process?

We process the following categories of personal data:

Debtors

– Name, address, and contact information;

– Date of birth and gender;

– Chamber of Commerce extract data;

– Information regarding products/services provided or to be provided; – Invoice amounts;

– Payment behavior information;

– Bank account numbers;

– Email addresses and the content of emails;

– Telephone numbers and content of telephone conversations.

(Potential) Clients

– Name, address, and contact information;

– Date of birth and gender;

– Chamber of Commerce extract data;

– Bank account numbers;

– Financial information;

– Email addresses and the content of emails;

– Telephone numbers and content of telephone conversations.

6. Does Debitan process sensitive personal data?

Debitan only processes sensitive personal data if required by law, with your consent, or if you request it.

7. Why does Debitan need personal data?

We process Personal Data to the extent necessary and related to our services. We process personal data for the following purposes:

Credit Management

What does this purpose entail? Debitan’s service aims to ensure that the outstanding invoices of its Clients are paid as quickly as possible. Debitan ensures effective credit management through a synergy of prevention and collection, including:

Checking the accuracy of documents provided by Clients;
Sending reminders, notices, and demands to Debtors to collect debts;
Advising Clients on taking further (legal) steps;
Drafting legal documents to collect debts;
Processing return information from Debtors for proper and complete handling;
Settling debts with Clients.

What data do we process for this purpose?

From (Potential) Clients:
Name, address, and contact information;
Data from Chamber of Commerce extracts;
Bank account numbers;
Financial information;
Email addresses and the content of emails;
Telephone numbers and content of telephone conversations.

From Debtors:

Name, address, and contact information;
Date of birth and gender;
Data from Chamber of Commerce extracts;
Information regarding products/services provided or to be provided;
Invoice amounts;
Information regarding payment behavior;
Bank account numbers;
Email addresses and the content of emails;
Telephone numbers and content of telephone conversations.

Data regarding payment behavior

What does this purpose entail?
In the context of our collection services, we conduct credit checks on Debtors with the help of third parties. Based on the results of these credit checks, we decide whether to enter into a payment arrangement or initiate legal proceedings.

What data do we process for this purpose?

From Debtors:

Name, address, and contact information;
Date of birth and gender;
Invoice amounts.

Verification of the Debtor in case of requests for access, deletion, correction, supplementation, or blocking of personal data

What does this purpose entail?

If a Debtor requests access to, deletion, correction, supplementation, or blocking of their personal data, we verify, based on a copy of a passport or identity document, whether the request has been made by the Debtor in question. Once the Debtor’s identity is verified, the copy of their passport or identity document is destroyed.

What data do we process for this purpose?

Copy of passports or identity documents (with redaction of social security number and photo).

Verification of the (Potential) Client when entering into the (Collection) agreement

What does this purpose entail?

If a (Collection) agreement is concluded with a Client, we verify whether it has been signed by the authorized person.

What data do we process for this purpose?

Name, address, and contact information;
Data from Chamber of Commerce extracts.

Improving and ensuring the quality of our services

What does this purpose entail?

To continue providing you with good service, we constantly work on the development and improvement of our products and services.

What data do we process for this purpose?

Name, address, and contact information;
Email addresses and the content of emails;
Telephone numbers and content of telephone conversations.
Purchase history

For promotional and marketing purposes

What does this purpose entail? What does this purpose entail? We may process your personal data for promotional or marketing purposes. For example, to inform you about a new product that may be of interest to you or to better cater to your needs.

What data do we process for this purpose?

Name, address, and contact information;
Email addresses and the content of emails;
Telephone numbers and content of telephone conversations.
Purchase history

If you do not wish to be contacted for commercial purposes, you can indicate this by sending an email to info@debitan.nl.

For archival purposes:

We do not archive personal data more than necessary for the aforementioned purposes. If we no longer retain the data for those purposes, we may still retain the data for archival purposes. This means that it will only be used for legal proceedings or for historical, statistical, or scientific purposes.

If we wish to use your personal data for a purpose other than the original processing, we can only do so if there is a close relationship between the two purposes.

8. On what legal basis does Debitan process personal data?

We process personal data primarily because such processing is necessary for the performance of the (collection) agreement and the agreement between the client and the debtor. We also process personal data because such processing is necessary for the legitimate interests pursued by Debitan.

To whom does Debitan disclose personal data?

Sometimes we engage third parties who process personal data on our behalf. For example, to carry out the (collection) assignment (such as lawyers, bailiffs, and other collection partners) or for promotional and marketing purposes. A third party will only be entrusted with the assignment if they have implemented demonstrably appropriate security measures and guarantee the confidentiality of your personal data.

10. How long does Debitan retain personal data?

Your personal data will be carefully retained and not kept longer than necessary for the purpose for which they were processed. The processing will continue for as long as necessary for the collection of the claim and the handling of any disputes related to the claims, or as long as required by a legal retention obligation. After the aforementioned period, the personal data may be archived indefinitely for the purpose of dispute resolution, statistical or historical research, or archive management. The legal retention period for retaining a debtor administration is 7 years.

11. How does Debitan secure personal data?

Debitan has implemented appropriate technical and organizational measures to secure personal data against loss or any form of unlawful processing.

Within Debitan, your personal data can only be accessed by employees who require such access for their job function. Our employees are bound by a duty of confidentiality.

12. Can I see which personal data Debitan processes about me?

Yes, you have the right to access, at reasonable intervals. You can request an overview of the personal data processed about you by contacting info@debitan.nl.

If the data is incorrect or if you believe it is unnecessary to have it processed, you can request a modification, addition, or deletion by contacting info@debitan.nl. You can also submit questions or complaints regarding the processing of personal data to the aforementioned email address. We will provide you with a prompt response.

To verify your identity, we request that you include a valid copy of your passport or identification document with your request. We request that you shield your citizen service number (BSN) and passport photo. If you do not do so yourself, we will do it for you.

13. Can Debitan change this Privacy Statement?

Debitan reserves the right to make changes to this Privacy Statement due to new developments. Therefore, it is recommended to consult this Privacy Statement regularly. This Privacy Statement was last updated in 2023.