Privacy Policy – HVFC
Last updated: February 2026

 

1. Who we are and scope of this policy

HVFC respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store and protect personal data when you:

• visit our website

• download resources

• register for trainings, webinars, workshops or events

• work with us as a client (including clients we support free of charge)

• engage with us for consultancy or recruitment services

• subscribe to our mailing lists

• interact with us in a professional capacity

This privacy policy applies to all HVFC entities:

• HVFC International (The Netherlands)

• Han Valk Consultancy B.V. (The Netherlands)

• HVFC USA, Inc. (United States)

Where HVFC USA, Inc. processes personal data, applicable US law may apply in addition to GDPR obligations where relevant. HVFC USA works with both US and European clients and uses shared systems where appropriate.

Our website and services are not intended for children. We do not knowingly collect personal data of minors.

2. Controller and contact details

The HVFC entities listed above act as data controllers depending on the service provided.

Privacy contact person:
Han Valk
📧 han@hvfc-international.com
📍 HVFC | Eursinge 8, 7935 AB Eursinge (De Wolden), The Netherlands

You may contact us at any time with questions or requests relating to your personal data.

 

3. The data we collect

We process personal data of:

• website visitors

• newsletter subscribers

• training, webinar and workshop participants

• clients (including pro bono clients)

• recruitment candidates

• professional contacts, partners and prospects

Categories of data:

• Identity Data – name, title, photo

• Contact Data – email address, phone number, business address

• Professional Data – organisation, role, sector, interests

• Technical Data – IP address, browser, device data

• Usage Data – website behaviour, downloads

• Marketing & Communication Data – subscription preferences

• Recruitment & consultancy data – CVs, intake notes, interview notes, internal assessments

We do not intentionally process special category personal data.

 

4. How we collect your data

• Directly from you (forms, email, calls, event registrations, surveys)

• Automatically via cookies and analytics (where used)

• From public sources (websites, LinkedIn, company registries)

• Through professional introductions and referrals

5. Legal basis for processing

We process personal data on the basis of:

• performance of a contract

• legitimate interest (e.g. professional networking, client relations, service improvement)

• legal obligations

• consent (e.g. newsletter subscriptions)

You may withdraw consent at any time.

6. Data retention

HVFC retains personal data for long-term professional relationship management and record keeping. This includes retaining data of former clients and training participants for alumni communication and knowledge continuity.

We archive older records and review data periodically. You may request deletion of your data at any time. Where deletion is not legally possible (e.g. financial records), data will be restricted and retained only as required by law.

7. Data sharing and processors

We use trusted service providers to support our operations, including:

• CRM: Simplicate

• Email marketing: Mailchimp

• Forms & registrations: Google Forms, Eventbrite, Calendly

• Cloud storage & collaboration: Google Drive, OneDrive, SharePoint, Dropbox

• Video calls: Zoom, Microsoft Teams, Google Meet

• AI meeting notes: Fathom

• Accounting: Exact, Odoo, QuickBooks

We only work with processors that provide appropriate data protection safeguards and, where required, Data Processing Agreements.

8. International data transfers

Some of our service providers are based outside the EU (including in the United States). Where personal data is transferred outside the EU/EEA, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms.

9. Data security and access control

We take appropriate technical and organisational measures to protect your personal data, including:

• restricted access (only HVFC core team)

• role-based access for bookkeeping

• secure cloud environments

• confidentiality obligations

• internal access controls

Associates and external consultants do not have access to personal data unless explicitly required and contractually protected.

10. Data breaches

In the event of a personal data breach, HVFC follows GDPR breach notification requirements. Where required, we notify the relevant supervisory authority and affected individuals without undue delay. HVFC has previously reported incidents in line with these obligations.

11. Your rights

You have the right to:

• access your data

• correct your data

• request deletion

• restrict processing

• object to processing

• request data portability

• withdraw consent

• lodge a complaint

You may lodge a complaint with the Dutch supervisory authority:
Autoriteit Persoonsgegevens – www.autoriteitpersoonsgegevens.nl

12. Cookies and tracking

HVFC uses cookies and similar technologies on its websites to ensure proper functioning, improve user experience, and gain insight into how our website is used. Where required by law, we ask for your consent before placing non-essential cookies on your device via a cookie banner.

We may use functional cookies, analytical cookies and, where applicable, other cookies to help us understand website usage and improve our services. You can manage your cookie preferences at any time via the cookie settings on our website or through your browser settings.

If we introduce additional tracking tools in the future (such as advertising or social media pixels), we will update this privacy policy and our cookie banner accordingly.

For more information, please see our Cookie Policy.

13. Third-party links

Our website may link to third-party websites. We are not responsible for their privacy practices.

14. Changes to this policy

We may update this policy from time to time. The most recent version will always be published on our website.

Legal basis for processing

We process personal data on one or more of the following legal bases:

• Performance of a contract – where processing is necessary to provide our services or to take steps at your request before entering into a contract.

• Legitimate interests – where processing is necessary for managing professional relationships, maintaining our network (including clients and former clients), improving our services, and communicating about relevant activities, provided this does not override your rights and interests.

• Legal obligation – where processing is required to comply with applicable laws (e.g. accounting or tax obligations).

• Consent – where required by law, for example for newsletter subscriptions and certain cookies.

We always balance our legitimate interests against your rights and freedoms and will not use your personal data where your interests override ours, unless required or permitted by law.

Marketing

We may send you information about our services, trainings, events and resources if:

• you have subscribed via our website or forms;

• you are or have been a client or participant in our services or activities; or

• you have expressed interest in our work.

You can unsubscribe at any time via the link in our emails or by contacting us.
Unsubscribing from marketing messages does not affect essential service-related communications.

Cookies

We use cookies and similar technologies on our website. Non-essential cookies are only placed after you give consent via our cookie banner. You can manage or withdraw your cookie preferences at any time via the cookie settings on our website or through your browser settings.

More information about the cookies we use and how you can manage them can be found in our Cookie Policy.

Change of purpose

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that a new purpose is compatible with the original purpose and permitted by law. Where required, we will inform you and explain the legal basis for any new use of your personal data.

Disclosures of your personal data

We may share your personal data with trusted third parties that support our operations, including providers of CRM, email marketing, cloud storage, event registration, video conferencing, AI meeting notes, and accounting services. These parties process personal data on our behalf and are contractually required to protect your data and use it only according to our instructions and applicable law.

In the event of a business restructuring (e.g. merger or transfer of activities), personal data may be transferred in accordance with this privacy policy.

Data retention

We retain personal data for as long as necessary for professional relationship management, service delivery, legal and administrative purposes. This includes retaining data of former clients and participants for alumni communication and long-term relationship management. Older records may be archived.

You may request deletion of your personal data at any time, subject to legal retention obligations.

Your legal rights

You have the right to:

• access your personal data

• correct inaccurate data

• request deletion

• object to certain processing

• request restriction of processing

• request data portability

• withdraw consent where applicable

We aim to respond to all requests within one month. We may request additional information to verify your identity.