Privacy statement

1. Who processes your data

KVK Uittreksel Aanvragen is a trade name of Ecrivus International V.O.F., Vliegveldweg 106, 6199 AD Maastricht-Airport, Netherlands, registered in the Dutch Business Register under number 14093828. Ecrivus International V.O.F. is the controller for the data processed through kvkuittrekselaanvragen.nl.

For questions about your data you can reach us at info@kvkuittrekselaanvragen.nl.

You can also call us on 085-226 0536.

We have no data protection officer. We are not required to have one: we are not a public authority and we do not monitor people systematically on a large scale.

2. What data we process

From you as the person ordering

Your email address. We need it, because the Dutch Chamber of Commerce sends the certified extract straight to that address.
Your postal address, only if you order a paper extract: name, company name if applicable, address, postcode, town and country.
Your name and address or your Business Register number, if a full invoice is required.
When you requested immediate delivery and waived your right of withdrawal, from which IP address and with which browser. Of that browser we keep the description it sends itself (the user agent): make, version and operating system.
The content of your email or telephone contact with us, and the notes we make about it on your order.

About the company you look up

The data that is public in the Business Register: name, address, Business Register number and branch number. We retrieve it from the Chamber of Commerce. Where the company is a sole trader, that data is also personal data.

About your order

Order number, chosen products, quantity, language of the document, amounts, the delivery status and the reference number the Chamber of Commerce assigns to the order.
The transaction number of your payment at Mollie, the payment method and the payment status. Your payment details themselves, such as your account number or card number, never reach us. You enter those at Mollie.
If you pay by card, we keep what Mollie reports to us about that payment: whether the payment was confirmed with 3-D Secure, the card brand (for example Visa), the country where the card was issued and an identifier by which Mollie recognises the same card. That identifier is not a card number. We do not keep the name on the card or the last digits of the card number. We need this data as evidence if a card payment is charged back.

Technical

Server logs with IP address, time, page requested and browser type.
If the automated ordering fails, we take a screenshot of the ordering screen. Your email address and the company details may appear on it.

Your withdrawal request

Your name, email address, order number or order description, the date we receive your request and the content of your declaration. You do not have to give a reason for withdrawing.

3. Why we use that data, and on what basis

Purpose	Data	Basis
Carrying out your order and placing it with the Chamber of Commerce	email address, postal address, company data, order lines	performance of the contract, Art. 6(1)(b) GDPR
Keeping you informed and showing the status page	email address, order status	performance of the contract
Handling your question or complaint	contact details, order details	performance of the contract
Invoicing and keeping our accounts	name or Business Register number, address, amounts	legal obligation, Art. 6(1)(c) GDPR
Recording that you requested immediate delivery	time, IP address, browser type	legal obligation and evidence, Art. 6(1)(c) and (f) GDPR
Defending ourselves if a card payment is charged back	3-D Secure result, card brand, card country, card identifier, details of your request for immediate delivery	legitimate interest, Art. 6(1)(f) GDPR
Protecting the site against misuse and automated traffic	IP address, technical characteristics, Turnstile check	legitimate interest, Art. 6(1)(f) GDPR
Detecting and resolving faults	server logs, screenshots on failure	legitimate interest

We do not use your data to profile you and we take no decisions about you based solely on automated processing.

We send you no advertising by email unless you asked for it. You receive from us only messages that belong to your order: the confirmation, the invoice, what is happening with your order, and the answer to your question.

We use these request details to handle your withdrawal and confirm receipt under our legal obligation (Article 6(1)(c) GDPR). If a dispute arises, we also use the necessary details to establish or defend our legal position, based on our legitimate interest (Article 6(1)(f) GDPR).

4. Who we share your data with

The Chamber of Commerce and the postal carrier. We pass your email address to the Chamber of Commerce for the digital certified extract. The Chamber of Commerce is a separate controller for that processing. We share your name and postal address with PostNL for delivery of the paper extract as a letterbox parcel with track & trace.

Mollie B.V. (Amsterdam) handles the payment. Mollie is a controller for the payment data itself, because a payment service provider has its own legal obligations.

Processors working for us

Party	For what	Where the data is held
Supabase	database and storage of orders and documents	Frankfurt, Germany
Vercel	running the website and the ordering environment	Frankfurt region
Resend	sending our email	United States
Microsoft 365	our mailbox and the email you send us	European Union
Moneybird	invoices and accounts	Netherlands
Cloudflare	security check against automated traffic (Turnstile)	worldwide network

With each of these parties we have concluded a processing agreement setting out what they may do with your data.

We also pass on data where the law requires us to, for example to the Dutch tax authorities.

We do not sell your data and we do not rent it out.

5. Transfers outside the European Economic Area

Resend stores data used to send our email in the United States, including message content and delivery logs. A European sending region determines where email is sent from; it does not change the storage location. See Resend's privacy information.

Resend's data processing agreement includes standard contractual clauses for transfers outside the European Economic Area. Other processors may also allow access from outside the EEA, for example during maintenance or while resolving a fault.

If you would like to see exactly what has been agreed, request it at info@kvkuittrekselaanvragen.nl.

6. How long we keep your data

Invoice and accounting data: seven years. This is the tax retention obligation under Article 52 of the Dutch State Taxes Act.
Order data: 24 months. During the monthly cleanup, we replace the email address on older orders with a hash. We also delete the IP address and browser details recorded with your consent, the card identifier, the postal address of a paper extract and the notes our staff made on the order. The 3-D Secure result, the card brand and the card country remain with the order. Invoice and accounting data remain stored for seven years; this cleanup does not delete them.
The link to your status page: 90 days. After that the link expires.
Document files we store for you and make available through our service: 180 days from storage. This covers our own documents, such as the Company Profile, and stored KVK documents, such as annual accounts. After that period, the file becomes eligible for deletion in the daily cleanup. The batch process may make the actual deletion time later. We retain the document record, fingerprint and download times as evidence of delivery. A document emailed directly to you by KVK that we do not store is outside this file cleanup.
Server logs: 30 days.
Screenshots of a failed order: 30 days. They exist to resolve one fault and are removed afterwards.
Email in our mailbox: 24 months. If a complaint or dispute is running, we keep that correspondence until the matter is settled.
Withdrawal requests: 24 months after receipt. If processing, a complaint or a dispute remains open, we keep the necessary request details longer, until that matter is resolved.

7. Your rights

You have the right to:

see what data we hold about you;
have data corrected if it is wrong;
have data erased, in so far as we are not legally required to keep it;
have the processing restricted;
object to processing based on our legitimate interest;
receive your data in a common file format or have it transferred.

Send your request to info@kvkuittrekselaanvragen.nl. We respond within one month. To prevent us giving data to the wrong person, we may ask you for your order number or for the email address you ordered with.

If the extract contains incorrect data about your company, we cannot change it. That data comes from the Business Register and you change it at the Chamber of Commerce.

If you disagree with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority, Postbus 93374, 2509 AJ The Hague, the Netherlands.

8. How we protect your data

All traffic with our site is encrypted over https.
The link to your status page is signed and has a limited life. Our database holds only an encrypted representation of that link, not the link itself.
There is no customer account and no password, so there is no password to steal from us.
The computer that places your order with the Chamber of Commerce has its own limited access to the database and cannot reach everything.
Only the staff who handle orders have access to orders.

9. Cookies

We use no tracking cookies and therefore show no consent banner. What is stored on your device is set out in our cookie policy.

10. Changes

We adjust this statement when our offer or our way of working changes. The version in force is always published on kvkuittrekselaanvragen.nl.

Version of 5 October 2026.