Privacy policy

Last updated on: 12/08/2025

Ortes B.V. ("Ortes", "we") is committed to protecting your personal data. This privacy policy explains what personal data we collect when you visit our website, why we collect it, and what rights you have.

This privacy policy applies to the website www.ortes.nl and the forms connected to it. For customers using the Ortes platform, the data processing agreement that forms part of our customer agreement applies.

1. Who we are

Ortes B.V. is a Dutch software company offering a platform for entity management, governance and compliance.

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Ortes B.V.
Zutphenseweg 6B, 7418AJ Deventer
Chamber of Commerce (KvK) number: 89812697
Email: privacy@ortes.nl

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Ortes B.V. is the data controller for the processing of personal data through this website.

2. What data we collect

Data you provide to us when you fill in a form on our website, for example to contact us, request a demo or receive documentation, we process the data you provide. This typically includes your name, business email address, phone number, job title, organisation name and the content of your message.

Data collected automatically when you visit our website, we process technical data such as your IP address, browser type, device type, pages visited and the time of your visit. With your consent, we also place analytics cookies (Google Analytics) to understand how our website is used. See section 5.

3. Why we use your data

We process your personal data for the following purposes, in each case based on a legal ground under Article 6 GDPR:
1.Responding to your request (contact request, demo request, quote request). Legal ground: performance of a contract or steps taken prior to entering into a contract, or our legitimate interest in following up on business enquiries.
2. Commercial follow-up and relationship management. After an enquiry, we may contact you about our services. Legal ground: legitimate interest (direct marketing to business contacts). You can object to this at any time.
3. Improving our website through anonymised and aggregated statistics. Legal ground: consent (analytics cookies). Security and technical administration of the website. Legal ground: legitimate interest.

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We do not use your data for automated decision-making and never sell your data to third parties.

4. Who we share your data with

For our website we engage with service providers that process personal data on our behalf. We have entered into data processing agreements with these parties. They include:
1. Webflow (website hosting)
2. Google Analytics (website statistics, only with your consent)
3. HubSpot (CRM and follow-up of form submissions)
4. Email provider Google Workspace (business communication)

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Some of these parties are based in the United States. Transfers of personal data outside the European Economic Area only take place with appropriate safeguards, such as certification under the EU-U.S. Data Privacy Framework or the standard contractual clauses of the European Commission.

Beyond this, we only disclose your data to third parties where we are legally required to do so.

5. Cookies

Our website uses functional cookies that are necessary for the website to work and, only after your consent, analytics cookies from Google Analytics.

On your first visit, we ask for your consent via the cookie banner. You can change or withdraw your choice at any time via the cookie settings at the bottom of the website.

6. How long we keep your data

We do not keep personal data longer than necessary for the purpose for which it was collected:
1. Contact and demo requests: up to 2 years after the last contact, unless a customer relationship is established.
2. CRM data of prospects: up to 2 years after the last meaningful contact.
3. Analytics data: in accordance with the retention period configured in Google Analytics (14 months).
4. Data we are legally required to retain (such as administrative records): the statutory period.

7. Security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access. These include encrypted connections (TLS), role-based access restrictions and careful selection of processors.

8. Your rights

Under the GDPR, you have the following rights:
1. Access to the personal data we process about you
2. Rectification of inaccurate or incomplete data
3. Erasure of your data
4. Restriction of processing
5. Objection to processing, including direct marketing
6. Data portability: receiving your data in a commonly used format
7. Withdrawal of consent, where processing is based on consent

You can submit a request via privacy@ortes.nl. We will respond within one month. We may ask for additional information to verify your identity.

If you disagree with how we handle your data, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

9. Changes

We may update this privacy policy from time to time, for example when our services or applicable legislation change. The most recent version is always available on this page, with the date of the last change at the top.

10. Contact

If you have any questions or comments about our Privacy Policy, please contact us.