IMAAN OPERATIONS
Privacy Statement
Last updated: 14 October 2026
Imaan Operations · Koperwerf 31, 2544 EM The Hague, Netherlands · Chamber of Commerce 42181964 · VAT ID NL005564469B79
This privacy notice explains how Imaan Operations processes personal data and what rights you have.
1. Controller and contact details
Imaan Operations is a sole proprietorship in the Netherlands, at Koperwerf 31, 2544 EM The Hague, the Netherlands (Dutch Chamber of Commerce number 42181964, VAT ID NL005564469B79). For its own website, enquiries, business contacts and administration, Imaan Operations determines the purposes and means of processing personal data. Privacy enquiries can be sent to info@imaanoperations.com.
2. What data do we process and why?
Business enquiries and communications. Name, role, organisation, email address, phone number and the contents of an enquiry or message, to answer questions, assess potential assignments and maintain business communications. Legal basis: legitimate interests in business communications and, where the individual is personally a party, taking steps before entering into a contract.
Providing services. Business contact details of stakeholders, correspondence, agreements, status information and project data needed for the agreed support. Legal basis: performance of a contract with the individual where applicable, or legitimate interests in carrying out business arrangements and communicating with organisational contacts. For personal data processed solely on a client’s behalf, see section 5.
Invoicing and records. Client and business details, invoices, payment information, quotations and relevant contractual records. Legal basis: statutory recordkeeping obligations and, where necessary, performance of agreed arrangements.
Website and security. Technical connection and log data, potentially including IP address, time of access, page requested and security signals, to operate and protect the website. Legal basis: legitimate interests in a reliable and secure website.
Complaints and disputes. Relevant communications and engagement documents for handling complaints, establishing facts and asserting or defending legal positions. Legal basis: legitimate interests in careful handling and protecting legal rights.
We obtain data directly from the individual, through business clients or other project stakeholders, and via technical systems when the website is used. We limit processing to data reasonably necessary for the relevant purpose.
3. Enquiries, forms and external websites
This website links to an external Microsoft Forms form for support enquiries. Information submitted there is used to review the enquiry and respond. Do not submit passwords, security codes or confidential project documents through this form. We need reachable contact details and enough information about the enquiry to assess it; without them, we may be unable to respond.
The current version of this website does not contain embedded advertising or analytics tracking technology. The hosting and security provider may process technical data and use strictly necessary cookies. External links, including LinkedIn and WhatsApp, lead to services with their own privacy information. This privacy notice does not constitute consent to processing or acceptance of an agreement.
4. Service providers and recipients
Personal data may be accessible to providers of website hosting and security, business email and storage, online forms, administration and invoicing, and suitable AI or automation services. Data may also be shared with authorised business contacts, advisers, public authorities or other recipients when necessary for an engagement, a legitimate purpose or a legal obligation. We do not sell personal data.
Service providers are engaged according to their actual role and with the agreements required by data protection law. Not every category of provider receives data for every engagement.
5. Processing on behalf of clients
Project support may involve personal data relating to employees, suppliers and other stakeholders. Where Imaan Operations processes personal data solely on a client’s documented instructions, it may act as a processor. The actual circumstances determine the role. Where required by the GDPR, the parties enter into a separate data processing agreement before such processing begins. The documented instructions and legal requirements, including those concerning sub-processors, then apply. This public privacy notice does not replace that agreement.
6. AI and automation
Imaan Operations may use AI and automation for suitable supporting activities, including drafting, organising or summarising information, preparing action overviews and assisting with analysis. This is subject to the applicable lawful basis, confidentiality duties, security requirements and any client instructions or data processing agreements.
Personal data and confidential client information must not be shared with external AI services without the necessary assessment and appropriate arrangements and safeguards. Not every tool is suitable for every category of information. For the company’s own enquiry and business processes described here, Imaan Operations does not use solely automated decision-making with legal or similarly significant effects on individuals.
7. Security and international transfers
Imaan Operations applies appropriate technical and organisational measures to protect personal data against loss, unauthorised access and unlawful processing. Measures are tailored to the nature of the data, the activities and associated risks. Complete prevention of security incidents cannot be guaranteed.
International digital service providers may process or access information outside the European Economic Area (EEA). Where a transfer falls under Chapter V of the GDPR, it must be supported by an applicable adequacy decision or other permitted safeguards, such as Standard Contractual Clauses, together with supplementary measures where required. Information about the safeguards actually applicable to a transfer and how to obtain a copy can be requested at info@imaanoperations.com.
8. How long do we retain data?
Information from non-binding business enquiries is generally retained for no more than twelve months after the last substantive communication, unless an engagement begins or retention is demonstrably necessary for a dispute or another lawful reason.
Engagement and communication records are retained as long as needed for performance, handover, recordkeeping and the handling or substantiation of claims. Basic accounting records are normally kept for seven years, or for any different period required by law.
Project data processed solely for a client are returned or deleted in accordance with the relevant engagement and processing agreements, subject to legal retention obligations and necessary technical retention routines. Technical website and security information is kept no longer than needed for operation, protection and incident investigation, taking account of the service provider’s retention arrangements.
9. Privacy rights and complaints
Where Imaan Operations is the controller, you may, depending on the circumstances, request access, correction, erasure, restriction or portability of personal data, or object to processing based on legitimate interests. Where processing is based on consent, you may withdraw it without affecting prior lawful processing.
Send requests to info@imaanoperations.com. We respond within the statutory timeframe and may request information to verify your identity where necessary. You can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl. If we process your data solely on a client’s behalf, we may direct you to that client and assist in accordance with the applicable arrangements.
10. Changes
This notice is updated when there are material changes to the services or processing activities. The current version is available on this website. Arrangements concerning engagement scope, liability and contractual acceptance are set out in the separate engagement confirmation and terms and conditions.