Privacy policy
Last updated: 25 October 2026
Grafio Solutions collects only the personal data you give us through our forms, uses it to answer you or send you the newsletter you asked for, and never sells it. With your consent, we also measure how our website is used with Google Analytics.
Who we are
Grafio Solutions, Amsterdam, the Netherlands, KvK 42198026, is the controller of the personal data described here. Questions about privacy: [email protected].
What we collect and why
| When | What | Why | Legal basis (GDPR art. 6) |
|---|---|---|---|
| You send a contact or request form | Name, email address, organisation and phone number (both optional), your message, the request type, the page you sent it from, the language of the page, and your consent | To answer your question or request and follow it up | Your consent, and steps you ask for before a possible contract (art. 6(1)(a) and (b)) |
| You sign up for the newsletter | Email address, language, where you signed up | To send you the newsletter | Your consent (art. 6(1)(a)) |
| You confirm or cancel the newsletter | Date and time of sign-up, confirmation and unsubscribe, and a one-way encrypted (salted hash) version of your IP address | To prove that you gave and withdrew consent | Legitimate interest: being able to show consent (art. 6(1)(f)) |
| You use one of our forms | Your IP address, kept only in memory for up to 10 minutes and never stored | To block spam and abuse of the forms | Legitimate interest: security (art. 6(1)(f)) |
| We email you | A copy of each email we send, with recipient and date | To check that emails were delivered | Legitimate interest: reliable communication (art. 6(1)(f)) |
| You accept analytics cookies | Pages you visit, how you reached our site, device and browser type, approximate location (country or city) and a random visitor ID. Google Analytics does not store your full IP address | To see which pages are useful and improve the website | Your consent (art. 6(1)(a)) |
Without your consent, no analytics cookies are placed and Google Analytics is not loaded. We do not build profiles and we make no automated decisions about you.
Who receives your data
The website and its database run on our own server in Amsterdam, the Netherlands. We use these service providers (processors), each under a data processing agreement:
- Google (Gmail), Google Ireland Limited delivers and stores our emails.
- Google Analytics, Google Ireland Limited, only if you accept analytics cookies. See Google's privacy policy.
- WhatsApp (Meta Platforms Ireland), only if you give your phone number and we reply to you by WhatsApp.
- Cal.com, only if you book a call through the booking calendar on our site. Cal.com then receives the details you enter there. See Cal.com's privacy policy.
Where a provider processes data outside the European Economic Area, we rely on an adequacy decision (such as the EU–US Data Privacy Framework) or the European Commission's standard contractual clauses. We share data with authorities only when the law requires it.
How long we keep it
| Data | Kept for |
|---|---|
| Contact and request messages | 2 years after the request is closed, or longer if they lead to an agreement and accounting law requires it (7 years for invoices and related records) |
| Newsletter address while subscribed | Until you unsubscribe |
| Newsletter address after unsubscribing | 30 days, then erased. We keep only a one-way encrypted (hashed) placeholder, so our sign-up numbers stay correct, and the consent history (dates and hashed IP address) for 2 years as proof |
| Unconfirmed newsletter sign-ups | 30 days, then erased in the same way |
| Email copies | 12 months |
| Analytics data in Google Analytics | 14 months |
| IP address for spam protection | Up to 10 minutes, in memory only |
Your rights
You can ask us to see, correct or erase your data, to restrict or object to how we use it, and to receive it in a portable format. You can withdraw your consent at any time: for the newsletter, use the unsubscribe link in every email or the form at grafio-solutions.com/unsubscribe; for analytics, use "Cookie settings" at the bottom of every page. Email [email protected] for any request; we answer within one month.
If you think we handle your data wrongly, please tell us first. You may also complain to the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.
How we protect it
The website is served only over HTTPS. IP addresses are stored only as salted hashes. Our admin system is protected by a login and is not publicly indexed, and only Grafio Solutions staff can access it.
Changes
We update this policy when what we do with data changes. The date at the top shows the latest version.