Privacy Policy

Privacy statement Hooqd B.V.

Last updated: 22-04-2026

Hooqd B.V., located at Marketing 35, 6921 RE Duiven, the Netherlands, is responsible for processing personal data as described in this privacy statement.

Contact details

Website: https://www.hooqd.com
Address: Marketing 35, 6921 RE Duiven
Telephone: 026 234 0560
Chamber of Commerce: 99656043

Data Protection Officer Bas Kamermans is the Data Protection Officer of Hooqd B.V. and can be reached at [email protected].

Personal data we process

Hooqd B.V. processes your personal data because you use our services and/or because you provide this data to us yourself.

Via the contact form and regular correspondence

First and last name
Company name
Email address
Telephone number
IP address
Other information you actively provide to us in correspondence

Via our AI chat function

See the separate section Use of our AI chat function below.

When you use our website

IP address
Internet browser and device type
Information about how you use our website (pages, click behaviour, sessions) — see the section Cookies

We do not process any special categories of personal data, such as citizen service numbers (BSNs), medical data or information about religion.

Use of our AI chat function

Our website offers an AI-powered chat function that you can use to ask questions about our products and services. As this involves a specific type of processing, we explain it separately below.

What data is processed

The content of the messages you enter in the chat
The responses generated by the AI system
Technical metadata: time, session identifier, IP address, browser and device information
Any contact details (name, email, telephone) that you share in the chat

Warning: do not share sensitive data

The AI chat is intended for general questions about our products and services. We expressly advise you not to share sensitive personal data (such as your BSN, bank details, medical data, passwords or passport details) in the chat. For such matters, use our regular contact channel at [email protected].

Purpose of processing

Answering your questions
Improving the quality and accuracy of our responses
Following up relevant commercial enquiries through our regular customer process

Processors and transfers

The AI chat uses technology from OpenAI, L.L.C. (United States). The content of your messages is sent to OpenAI servers for this purpose. OpenAI acts as a processor for Hooqd B.V. under a data processing agreement (DPA).

Transfers to the United States take place under the EU-US Data Privacy Framework and/or the European Commission's Standard Contractual Clauses. OpenAI does not use messages sent via the API to train its models.

The chat logs themselves are stored on our own infrastructure within the European Union.

Retention period

Chat logs are retained for a maximum of 6 months, unless a conversation leads to a customer case or quotation — in that case, the relevant content may be retained for longer as part of the customer file.

Legal basis

Legitimate interests (customer service and product improvement) and, where applicable, your consent.

Purposes and legal bases for processing

Processing

Purpose

Legal basis (Article 6 GDPR)

Contact form

Answering questions, following up quotation requests

Performance of a contract / legitimate interests

AI chat

Customer service, product improvement

Legitimate interests / consent

Analytics (Google Analytics, Microsoft Clarity)

Understanding website use, improving the site

Consent

Email/telephone contact

Service provision and relationship management

Performance of a contract / legitimate interests

Automated decision-making

Hooqd B.V. does not make decisions based solely on automated processing that produce legal effects concerning you or significantly affect you. The AI chat generates responses but does not make binding decisions about customers or enquiries — a member of staff always handles any follow-up.

How long we retain personal data

We do not retain your personal data for longer than is strictly necessary to achieve the purposes for which it was collected:

Category

Retention period

Contact form data (non-customers)

24 months after last contact

Customer data

Duration of the relationship + statutory retention periods (including 7 years for tax purposes)

AI chat logs

6 months

Google Analytics

2 months

Microsoft Clarity

3 months (standard Clarity retention)

Server/access logs

30 days

Sharing personal data with third parties

Hooqd B.V. only shares personal data with third parties when necessary to provide our services or to comply with a legal obligation. We have entered into a data processing agreement with all processors.

Party

Country / region

Purpose

Data

OpenAI, L.L.C.

United States

AI chat processing

Chat messages, metadata

Google LLC (Analytics, Tag Manager)

United States

Website statistics and tag management

IP address (anonymised), user behaviour

Microsoft Corporation (Clarity)

United States

Session analysis and heatmaps

IP address, interaction data

Amazon Web Services (S3)

EU (Frankfurt)

Storage of website assets and uploads

Uploaded files and associated metadata

Transfers outside the EEA

Data is transferred to the United States for processing by OpenAI, Google and Microsoft. These transfers take place under the EU-US Data Privacy Framework and/or the European Commission's Standard Contractual Clauses, supplemented by additional technical and organisational safeguards. Data is stored by Amazon Web Services within the European Union (Frankfurt region).

Cookies and similar technologies

A cookie is a small text file that is stored in your computer, tablet or smartphone browser when you visit our website.

Hooqd B.V. uses the following categories of cookies:

Functional and essential cookies

These cookies are necessary for the website to function properly and are placed without your consent.

Cookie

Provider

Purpose

Retention period

Cookie banner cookie

Hooqd

Recording your cookie preference

12 months

Session cookies

Hooqd

Technical operation of the website

Session

Analytical cookies (consent required)

Cookie

Provider

Purpose

Retention period

_ga, ga*

Google Analytics

Tracking anonymised website use

Maximum 13 months

_clck, _clsk, CLID

Microsoft Clarity

Session recordings and heatmaps

Maximum 12 months

We also load Google Tag Manager on our website. Tag Manager does not place cookies itself, but manages the loading of the analytical scripts listed above.

When you first visit our website, we ask for your consent to place analytical cookies via the cookie banner. You can withdraw or change your consent at any time via the cookie settings at the bottom of our website.

For more information about cookies, visit https://veiliginternetten.nl/wat-zijn-cookies/

Accessing, correcting or deleting your data

You have the right to access, correct or delete your personal data. You also have:

The right to withdraw your consent to the processing of your data
The right to object to the processing
The right to data portability
The right to restriction of processing

You can send a request to [email protected].

To make sure the request was made by you, we may ask you to verify your identity. If you send us a copy of your identity document, please make your photograph, MRZ, passport number and BSN illegible to protect your privacy.

We will respond to your request as soon as possible, and within four weeks at the latest.

Making a complaint

You have the right to lodge a complaint with the national supervisory authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): https://autoriteitpersoonsgegevens.nl/nl/zelf-doen/privacyrechten/klacht-indienen-bij-de-ap

How we protect personal data

Hooqd B.V. takes the protection of your data seriously and implements appropriate technical and organisational measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised alteration. These include: