Privacy Policy Axini B.V.

In this privacy policy we explain how we handle personal data of website visitors, job applicants and our contacts.

Which personal data do we collect through the website and for what purposes?

Website visitors can contact us through the website by filling out a contact form. You are asked to leave your email address so we can contact you.

When you register for an event, we ask you to provide your name and email address so we can keep you informed about the event, communicate with you about it and, for example, create name badges for use during the event. If you wish, you may also provide other contact details such as your phone number, the organization you work for, any preferences you may have for the event and a message. We use this information to communicate with you via those additional contact details and to have more background information about you, such as the organization you work for, with whom we may wish to enter into a business relationship.

We log the IP addresses of website visitors and the time the website was visited. We use this information for technical administration and problem analysis.

Which personal data do we collect from job applicants and for what purposes?

From job applicants we receive (possibly through intermediaries such as headhunters) CVs, motivation letters and other information relevant to the application process, such as references. We may also review information on professional social media such as LinkedIn. We use this data to assess the candidate's suitability for the role and to conduct the application process. Without this information, we cannot assess whether we want to enter into an agreement with the applicant. If a rejected candidate gives consent, we may retain the data in order to contact them later about a suitable position.

Which personal data do we collect from contact persons and for what purposes?

In the course of our business activities, we process personal data of our contact persons such as suppliers, service providers, (potential) customers, universities, research institutions and government bodies. We process their contact data such as name, email address, address, phone number, the organization they work for, financial information (mainly from suppliers and service providers) and information from professional social media such as LinkedIn.

We use this data for communication, collaboration (including in the context of joint research), entering into and performing agreements and related operational matters, maintaining a business relationship (such as inviting contacts to events, other touchpoints and our newsletter), maintaining our financial administration and in relation to complaints and legal disputes.

Some data is necessary to enter into and execute the agreement (such as names and signatures of directors) and to comply with legal obligations (such as data in the financial administration).

On what legal basis is the processing based?

We process the data because this is necessary for our legitimate interests. In general, this interest is to carry out our business activities and more specific interests follow from the purposes set out above.

We process data from individuals with whom we enter into an agreement because this is necessary to conclude and execute that agreement.

We also process data because this is necessary to comply with legal obligations, such as sharing financial administration data with the Dutch Tax Administration.

For specific processing activities we may ask for your consent, such as for sending commercial emails and for retaining applicant data to contact them again for a future role.

With whom is the data shared?

We use (IT) service providers that store your data on our behalf. These service providers are based in the Netherlands. Google is based in Ireland and the United States.

If you register for an event, we may share your data with the service provider that assists with organizing the event and, if we organize the event with other parties, with those other parties. These parties are usually located in the Netherlands and otherwise in Europe.

For the execution of our business activities and to comply with legal obligations, it may be necessary to share data with third parties who process the data under their own responsibility, including government bodies such as the Dutch Tax Administration, legal advisors, auditors, accountants and banks.

Is data transferred outside the EEA?

We do not transfer personal data outside the EEA or to countries without an adequate level of protection for your personal data. Google Analytics data may be transferred outside the EEA on the basis of appropriate safeguards (EU model contract clauses or the Data Privacy Framework).

Do we use cookies?

We only place necessary, functional and analytical cookies with low privacy impact. We use Google Analytics but have configured it so that IP addresses are masked. The cookies are used for analyzing website usage and optimizing our website.

How long is the data retained?

Data collected through the website

We retain data you provide via the contact form for a period of 5 years. Event visitor data is retained for 12 months.

The IP addresses logged through the website are retained for three months.

Applicant data

We retain applicant data as long as necessary to complete the application process and, for rejected applicants, up to four weeks thereafter or, with consent, for one year.

Contact person data

We generally retain data of contact persons as long as necessary within the context of our business relationship and/or agreement with them or their organization and up to 5 years thereafter. We may retain data longer if necessary as evidence of the business relationship, agreement, or a potential dispute. Financial administration data is retained for 7 years.

What rights do you have as a data subject?

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

• to request a copy and access to your data;
• to receive information about the processing of your data;
• to have incorrect data corrected;
• to have incomplete data completed, given the purposes for which it is processed;
• to have your data deleted;
• to have your data restricted;
• to object to the use (processing) of your data;
• if you have given consent for a particular use of your data, to withdraw that consent. The withdrawal applies to future use of your data;
• if you provided the data yourself or if the data was created by you and you gave consent or the data is necessary for performing the agreement and the data is processed electronically: then you have the right to receive your data in a structured, commonly used, machine-readable format and, if technically possible, to have the data transferred to another party at your request;
• to lodge a complaint with the competent privacy regulator, which in the Netherlands is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

To exercise your rights, you may contact us using the contact details under 'What if you have questions?'. In certain cases, we may have the right to refuse your request or only partially comply with it.

What if you have questions?

If you have questions about the use of your personal data or about this privacy statement, you can contact us at:

Can we amend this privacy statement?

Yes. This privacy statement is from March 2026. We reserve the right to amend this privacy statement. If the changes are significant, we will notify you, for example by sending you an email or displaying a notice on our website.