Privacy Policy
Effective date: January 16, 2026
This Privacy Policy explains how ValidVantage (“we”, “us”, “our”) processes personal data when you visit our website, request a proposal, or use our services.
Registered business details can be provided for vendor onboarding upon request.
1. Controller & contact
For registered address and formal company details required for procurement or vendor onboarding, request them via email.
2. What data we collect
- Website usage data (e.g., IP address, device/browser details, pages visited, timestamps) used for security and basic operations.
- Contact & business data you submit (e.g., name, email, company, role, message content) when you request scope, proposal, Pilot, or support.
- Service metadata (for customers): requirement matrix fields, document status (present/missing), expiry dates, audit pack generation logs.
- Customer documents: by design, documents remain in customer-owned storage (e.g., your SharePoint/Drive). Where temporary processing is needed, access is limited and logged.
3. Purposes and legal bases (GDPR)
- Responding to requests (scope, proposal, Pilot) — Art. 6(1)(b) and/or Art. 6(1)(f).
- Providing the service (onboarding, monitoring, exports) — Art. 6(1)(b).
- Security (abuse prevention, incident investigation) — Art. 6(1)(f).
- Billing & accounting — Art. 6(1)(c) and/or Art. 6(1)(b).
4. Cookies
We do not run analytics (e.g., GA4) at this time. The website may use essential cookies strictly necessary for basic functionality and security.
If you later enable analytics/marketing cookies, update this section and add a consent banner where required.
5. Sharing of data & subprocessors
We share personal data only as necessary to operate the website and deliver the service (e.g., hosting and email infrastructure).
Subprocessors
- Namecheap — website hosting and infrastructure (cPanel environment) — region: as configured by hosting plan.
- Email (cPanel mail) — email hosting and delivery related to website inquiries — region: as configured by hosting plan.
Customer-selected storage providers (e.g., Google Drive / Microsoft SharePoint) remain under Customer control and are chosen by the Customer.
6. Retention
Website logs: typically up to 30 days, unless needed for security investigations.
Sales inquiries: up to 12 months after last contact.
Customer data: retained for the contract term and a limited period thereafter for legal, accounting, and dispute-resolution purposes.
Documents in customer-owned storage: you control retention; we store only minimal monitoring metadata needed to deliver alerts and exports.
7. Security
- HTTPS/TLS for website traffic.
- Least-privilege access controls and operational logging where applicable.
- Data minimization by design (documents remain in customer-owned storage).
8. Your rights
You may request access, rectification, deletion, restriction, portability, or object to processing (subject to applicable law). Contact us at contact@validvantage.com.
You may also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if applicable.
9. Changes
We may update this Privacy Policy from time to time. The effective date above indicates the latest version.