Privacy Policy

Privacy Statement

This is the privacy statement of Heat2Move, located at Paasheuvelweg 25, 1105 BP Amsterdam, The Netherlands (hereinafter referred to as: “Heat2Move”), www.heat2move.com. This statement explains how we collect, process, and protect personal data, ensuring transparency in line with Articles 12 and 13 of the General Data Protection Regulation (GDPR).

Applicability

This Privacy Policy applies to all personal data processed by Heat2Move in its capacity as a data controller, including but
not limited to:

1. Visitors to our website.
2. Individuals contacting Heat2Move through our platforms or subscribing to newsletters.
3. Customers purchasing Heat2Move products or services.
4. Job applicants submitting applications.
5. Participants in clinical trials.
6. Professional contacts, such as suppliers, partners, or healthcare providers.

Heat2Move values the privacy of its customers and takes the utmost care in handling and protecting personal data. We process data in accordance with the General Data Protection Regulation (GDPR). Heat2Move is the data controller within the meaning of the GDPR, meaning we determine how and why your personal data is processed. This privacy statement explains which data we collect and how we use it.

Personal Data We Process

We may collect and process the following categories of personal data, depending on your interaction with Heat2Move:

For Website Visitors:

• Name and contact details (if provided via forms).
• IP address and browsing behavior (e.g., cookies, analytics).

For Customers:

• Name, address, and contact details.
• Order details and payment information.
• Communication history regarding orders or services.

For Job Applicants:

• Name, address, and contact details.
• CV, cover letter, and other application materials.
• References and professional qualifications.

For Clinical Trial Participants:

• Name and contact details.
• Health-related data and medical history (if relevant to the trial).
• Consent forms and trial-related documentation.

For Professional Contacts:

• Name, professional title, and contact information.
• Details relevant to business transactions or collaborations.

Purpose and Legal Basis for Processing

Heat2Move processes personal data for the following purposes:

• Website Visitors: To respond to inquiries or messages submitted via forms and to analyze and improve website functionality and user experience.
• Customers: To process and deliver orders and to provide customer support and manage service-related communication.
• Job Applicants: To assess suitability for roles, communicate during the recruitment process, and maintain a talent pool (with explicit consent).
• Clinical Trial Participants: To conduct trials and ensure compliance with ethical and regulatory standards.
• Professional Contacts: To manage supplier relationships, partnerships, and professional communications.

Heat2Move processes data based on legitimate interests (Article 6(1)(f) GDPR), contractual necessity (Article 6(1)(b) GDPR), explicit consent (Article 6(1)(a) GDPR), and/or legal obligations (Article 6(1)(c) GDPR), depending on the specific purpose.

Transparency and Information Sharing

Heat2Move ensures that all individuals are informed at the time of data collection, as required by GDPR Articles 12 and 13. Specific measures include:

• For Website Visitors: A cookie policy and clear notices when forms collect personal data.
• For Customers: Transparent communication regarding the use of data for order processing and customer support.
• For Job Applicants: Information provided at the application stage regarding data processing and retention.
• For Clinical Trial Participants: Comprehensive information included in consent forms and related documentation.

Data Retention

We retain personal data only as long as necessary to fulfill the purposes for which it was collected or to meet legal and regulatory requirements. Retention periods include:

• Website visitors: Data retained for up to 12 months unless further retention is required.
• Customers: Order-related data retained for up to 7 years to comply with tax and accounting obligations.
• Job applicants: Data retained for up to 6 months after the recruitment process, unless further retention is agreed.
• Clinical trial participants: Data retention is aligned with trial protocols and regulatory standards.
• Professional contacts: Data retained as needed for ongoing business relationships.

Disclosure to Third Parties

Heat2Move shares personal data only when necessary and ensures third parties adhere to strict confidentiality and security measures. Scenarios include:

• Collaborating with service providers, such as IT, logistics, or payment processors.
• Complying with legal or regulatory obligations.
• Sharing with clinical trial partners in adherence to ethical standards and regulations.

No personal data will be sold or shared for unrelated purposes without your explicit consent. 

Your Rights

As a data subject, you have the following rights under GDPR:

1. Access: Request access to your personal data.
2. Correction: Request corrections if your data is incomplete or inaccurate.
3. Erasure: Request deletion of your data, subject to legal or regulatory exceptions.
4. Objection: Object to specific data processing activities.
5. Restriction: Request the restriction of data processing under certain circumstances.
6. Portability: Request the transfer of your data to another organization or yourself.

Security Measures

Heat2Move takes appropriate measures to safeguard personal data against unauthorized access, alteration, or disclosure. Measures include encryption, access controls, and regular security audits. 

Complaints

If you are dissatisfied with how your personal data is handled, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or contact us directly.

For data protection-related concerns, such as GDPR rights violations or mishandling of your personal data, please contact our Data Protection Officer (DPO) at dpo@heat2move.com.

For service- or product-related complaints, please contact contact@heat2move.com. 

Contact Us

If you have questions or concerns about how we handle your personal data, wish to exercise your GDPR rights (such as
access, correction, or deletion), or need to report a security concern, please contact our Data Protection Officer (DPO) at dpo@heat2move.com.

To ensure your privacy, we may require identification before processing your request.

For general inquiries, such as questions about our services, website issues, or this privacy statement, please contact: contact@heat2move.com.