Privacy statement

We treat all personal information confidentially and always act in accordance with applicable laws and regulations, including the General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act (UAVG).

Your personal data

Depending on your relationship with us (for example as an employee, client, supplier, applicant or website visitor), we may process the following personal data:

• First and last name (including any prefixes);
• Date of birth;
• Copy of ID;
• Citizen service number (BSN);
• Business contact details, such as phone number and email address;
• Company name and role/department;
• Address and billing details;
• Payment details (bank account number and invoice number);
• Login and account details needed to use our IT services (such as usernames, passwords you create yourself, or accounts we manage for you);
• Technical data related to the use of our services, such as IP addresses, log files, support or ticketing systems, and data about your devices or network environment;
• Correspondence and communication, for example when you contact our service desk or by email;
• Application data (such as CV, cover letter, education and work experience) if you apply for a job with us;
• Data collected automatically when using our website, such as cookies.

Purpose of processing

Motics processes personal data only for clear and legitimate purposes. Depending on your relationship with us, we process personal data for the following purposes:

For clients and suppliers

• Entering into and performing agreements for our IT services and products;
• Maintaining contact about assignments, support questions and ongoing services;
• Handling administration, invoicing and payments;
• Managing accounts and access rights within the systems;
• Performing systems management, monitoring, backups and security measures as part of the service;
• Improving and optimising our services.

For website visitors

• Enabling the use of our website and online services;
• Analysing website visits (statistics and usability);
• Responding to contact or information requests via forms or email;
• Offering newsletters or updates (if you have given consent for this).

For applicants

• Processing data needed to assess suitability for a position;
• Maintaining contact during the application procedure.

Who do we share your personal data with?

Motics only provides personal data to third parties when this is necessary to perform the service or when we are legally required to do so. Examples include:

• Service providers and partners who carry out certain tasks on our behalf, such as hosting providers, software suppliers, security parties or the accountant;
• Within our organisation for contract and payroll administration;
• Government authorities where this is required by law or regulation.

With parties that process personal data on our behalf, we conclude a data processing agreement, so that the same level of security and confidentiality is guaranteed. These parties may only use the data within the scope of our instructions and never for their own purposes. In addition, we may share personal data with third parties if you have given us explicit, written consent in advance.

We never sell or rent personal data to third parties.

Retention periods

We do not keep personal data longer than necessary for the purpose for which it was collected, or for as long as legally required. We apply the following principles:

• Client and project files: data related to the performance of our services is kept for the duration of the agreement and for up to two years afterwards, unless a longer retention period is necessary in connection with (potential) disputes or legal obligations.
• Financial administration: invoice and payment data is kept for seven years, in line with the statutory fiscal retention obligation.
• Application data: we keep application data for no more than four weeks after the application procedure has ended, unless you give us permission to keep your data longer (for a maximum of one year).
• Technical log and system data: this is kept for as long as necessary for the security and functioning of the systems, with a maximum of one year, unless a longer period is necessary to investigate incidents or to comply with legal obligations.

After the applicable retention periods have ended, personal data is deleted.

Your rights

You have the right to:

• Access your personal data;
• Have your personal data corrected, supplemented or deleted;
• Object to the processing of your data;
• Have the processing of your data restricted or stopped;
• Transfer your data to another party.

We assess every request in accordance with the GDPR and inform you of the outcome within one month. If the processing is complex, this period may be extended by up to two months.

Security

Motics takes the protection of your personal data seriously and applies strict technical and organisational measures to prevent loss, misuse or unauthorised access.

• All employees and third parties who have access to personal data on behalf of Motics are bound by confidentiality;
• Access to our systems is governed by username and password policy, combined with two-factor authentication;
• We make regular backups of data to enable recovery in the event of incidents;
• Our security measures are tested and evaluated periodically;
• Employees are trained and informed about the importance of data protection;
• Our IT environment is extensively secured against unauthorised access;
• We regularly carry out tests and analyses to continuously improve the systems.

Personal data is not shared with parties outside the European Economic Area (EEA), unless we have put appropriate safeguards in place, such as standard contractual clauses or other GDPR-compliant measures.

Cookies

Our website uses cookies and similar techniques to improve usability and optimise our services. We distinguish the following types of cookies:

• Functional cookies: necessary for the website to work and to remember preferences;
• Analytical cookies: help us analyse and improve the use of the website;
• Tracking cookies: follow your browsing behaviour, for example for marketing purposes or personalised content (where applicable).

We only place cookies after your explicit consent (opt-in), for example via our cookie banner. You can adjust your preferences at any time or delete cookies via your browser settings. Please note: refusing certain cookies may affect the functionality of the website.

Website statistics without cookies: to analyse website visits we use Cloudflare Web Analytics. This service is cookieless, places nothing on your device and builds no profiles or cross-site tracking. No consent is required for this; the data is used only in aggregate to improve the website.

Behavioural analytics with consent (PostHog): only if you give consent above do we use PostHog to understand how visitors use our site, for example through heatmaps and anonymised session views. This shows us where the site can be improved. It places cookies and automatically masks all input fields, so anything you type into forms is not recorded. PostHog processes this data on our behalf within the European Union (Frankfurt). If you do not consent, PostHog is not loaded. You can review your choice at any time via Cookie preferences.

Cookies are stored for a period that depends on the type of cookie. Functional cookies are kept for as long as needed for the website to work; analytical and tracking cookies are kept in line with legal guidelines.

For questions about our cookie policy you can contact us at servicedesk@motics.nl.

Complaints

If you have questions or complaints about the way we process your personal data, we ask you to first contact us at servicedesk@motics.nl. We aim to handle your complaint quickly and carefully.

If, after consultation, we are unable to reach a solution, you have the right to file a formal complaint with the Dutch Data Protection Authority, Autoriteit Persoonsgegevens (AP).

You can also contact our privacy officer or designated contact for data protection via the email address above. We are happy to help you with questions or requests regarding your personal data.

Changes

We reserve the right to amend our privacy statement at any time. In the event of major changes we will inform you, for example via the website. You will always find the most current privacy statement on this page.

Last updated: 19 June 2026