We handle your data with care. Below you can read which data we keep, why we do so and for how long. You can also read what you can arrange yourself.
Version July 2026.
1. Who processes your data
Diplomatic Cleaning Service is responsible for processing your data.
Ganzenplantsoen 32, 2496 HZ The Hague
Chamber of Commerce (KvK) 75523515
VAT NL860312045B01
Phone +31 6 30 60 86 38
Email info@diplomaticservice.nl
Do you have a question about your data? Feel free to email or call us. You will simply get a human on the line.
2. Which data we process
We only process data you give us yourself, plus a small part the website records technically.
- Via the contact form or by email: your name, company or organisation name, the address of the building, your phone number, your email address and the content of your message.
- If you become a client: the contact person, the invoicing address, the VAT number, the bank account number and the agreements about the work.
- From our contact afterwards: quotations, email correspondence, planning, work orders and invoices.
- Technical: our web host records visits in log files, with your IP address, the time and the page requested.
We do not ask for special categories of data, such as health, religion or origin. If you send those in a message anyway, we delete them as soon as we see them.
Our website is not aimed at children. We do not knowingly collect data from children under 16.
3. Why we do this
We use your data for these purposes, with the legal basis alongside:
- Answering your question and preparing a quotation. Basis: your request and the steps that precede an agreement.
- Planning and carrying out the work. Basis: the agreement with you.
- Invoicing and keeping the accounts. Basis: our legal obligation.
- Staying in touch about ongoing work and handling complaints. Basis: the agreement and our legitimate interest in good service.
- Keeping the website secure and preventing abuse of forms. Basis: our legitimate interest in a working, secure site.
We do not use your data for advertising. We do not sell it and do not rent it out.
4. How long we keep your data
- Requests that do not lead to an assignment: 12 months after the last contact.
- Quotations and assignment files: 7 years after completion.
- Invoices and accounts: 7 years. The Dutch tax authority requires this.
- Ordinary email correspondence: 24 months, unless it belongs to a file.
- Website log files: 12 months at most.
If we have to keep something longer because a file or a dispute is still running, we delete it as soon as we can.
5. Who we share data with
We only share what is needed, and only with parties that work for us:
- our hosting company, which runs the website and the email;
- our accountant and our accounting software, for the invoices;
- a collection agency or bailiff, if an invoice remains unpaid;
- the authorities, if the law requires us to.
With parties that process data for us, we make processing agreements. These state that they may only use your data for us and must secure it properly.
6. Third-party services on our website
Our website loads its fonts from Google Fonts. Your browser does this directly at Google. Google sees your IP address in the process.
Our pages also contain a Google reCAPTCHA script. That component protects forms against spam.
This processing can take place outside the European Union. You can read more about this in our cookie policy.
7. What you can ask us
You have a number of rights. You may ask us for:
- access to the data we hold about you;
- correction, if something is wrong;
- deletion, if we no longer need the data;
- restriction of processing, while something is being looked into;
- transfer of your data in a readable file;
- objection to processing based on our legitimate interest.
Send your request to info@diplomaticservice.nl. Briefly state what you want. We respond within four weeks.
We may ask you to identify yourself. This prevents us from giving data to the wrong person.
If you feel we are not handling your request properly, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). We would rather hear it from you first, so we can fix it.
8. How we secure your data
Traffic to and from our website runs over a secure connection. Our systems are protected with passwords. Only people who need the data can access it.
If something goes wrong despite all this, we treat it as a data breach. We report it as the law requires, and we warn you if it affects you.
9. Cookies
During a normal visit we do not place any cookies ourselves. What does happen is described in our cookie policy.
10. Changes
If our way of working or the law changes, we update this privacy policy. The date of the latest version is at the top.
Diplomatic Cleaning Service reviews this text and amends it where its own practice differs.