PickSmarter privacy statement
Version 1.1, 2 November 2026. This is a translation. If the English and the Dutch version differ, the Dutch version prevails.
PickSmarter handles your data with care. Below you can read which data we process, why, for how long, and what rights you have.
Who is responsible
PickSmarter vof (general partnership), Fruitlaan 426, 4817 XZ Breda, the Netherlands, Chamber of Commerce (KVK) 93980485, VAT ID NL866592404B01. Privacy questions: privacy@picksmarter.nl.
Which data and why
| Data | Purpose | Legal basis (GDPR Art. 6(1)) | Retention period |
|---|---|---|---|
| Name, job title, company, email, phone, location | Answering your request and preparing a proposal | Steps taken at your request before entering into a contract (b) | 6 months if no assignment follows |
| Data about your warehouse and any attachments (floor plan, photos, order data) | Assessing your situation and determining a price and proposal | Steps taken at your request before entering into a contract (b) | 6 months if no assignment follows |
| Video and audio recordings during a visit, and transcripts of conversations | Analysing the warehouse and working methods for the advice | Legitimate interest: a careful analysis without staff having to repeat everything (f). You can always object, including on site | Raw recordings 30 days after the visit; the analysis as for the assignment |
| Data from the questionnaire | Having a draft proposal prepared automatically, which Stijn always checks himself | Legitimate interest: responding quickly and carefully (f) | As above |
| Data of clients and contact persons | Carrying out and invoicing the assignment | Performance of the contract (b) | Duration of the assignment + 2 years |
| Invoices and accounts | Statutory bookkeeping and retention obligation | Legal obligation (c) | 7 years |
| Technical data (such as IP address in server logs) | Security and proper functioning of the website | Legitimate interest (f) | Server logs at most 7 days (at the hosting provider); a hashed form of the IP address against abuse at most 1 hour |
| Visitor statistics (pages viewed, referring website, country, device type and browser), without cookies | Improving the website | Legitimate interest (f) | We only see totals; Cloudflare keeps the statistics according to its own retention periods |
If the questionnaire asks for your confirmation, you thereby confirm that you have read this statement.
For attachments with order data we only need order, item, quantity, date and location. Preferably remove the names of your own customers and prices before sending them.
Who receives your data
We do not sell your data. We only share it with service providers we need, with whom we have agreements on security and confidentiality:
| Service provider | Purpose |
|---|---|
| Cloudflare | Hosting the website, processing the questionnaire and anonymous visitor statistics (Cloudflare Web Analytics) |
| Resend | Sending emails with your request |
| Anthropic | Text processing: preparing a draft proposal based on your answers. Attachments are not sent there |
| Google (Gmail) | Business email (incoming mail is forwarded via Cloudflare; outgoing mail is sent via Resend) |
| Moneybird | Bookkeeping and invoicing |
A draft proposal is always reviewed by a person. There is no decision-making based solely on automated processing.
During a visit we may record video and audio. We say so beforehand, and you can always object. We convert conversations to text on our own computer; we remove names where possible. Still images and transcripts are analysed by Claude from Anthropic, under business terms under which that data is not used to train AI models. We delete raw recordings within 30 days.
Transfers outside the EU
Some service providers may process data outside the European Economic Area, for example in the United States. This only happens with appropriate safeguards, such as the EU-US Data Privacy Framework or the European Commission's standard contractual clauses. With Cloudflare, a data processing agreement applies that forms part of the customer terms; transfers are based on the EU-US Data Privacy Framework, with standard contractual clauses as a fallback. With Resend, a data processing agreement with standard contractual clauses applies; Resend is also certified under the EU-US Data Privacy Framework. With Anthropic, a data processing agreement applies that forms part of the business terms; transfers are based on standard contractual clauses. Incoming email is forwarded via Cloudflare to a mailbox at Google (Gmail); Google is certified under the EU-US Data Privacy Framework. Moneybird hosts and processes data exclusively within the European Economic Area; a data processing agreement also applies with Moneybird.
Security
We protect data with measures including encrypted connections, two-factor authentication on accounts and encrypted storage. Only those who need the data for the assignment have access.
Cookies
The website does not place cookies. For visitor statistics we use Cloudflare Web Analytics. It counts, among other things, which pages are viewed, which website you came from, and which type of device and browser you use. According to Cloudflare, this happens without cookies or other storage on your device and without recognising you or tracking you across websites. We only see totals and use them to improve the website.
Your rights
You can ask us for access to, correction or deletion of your data, for restriction of processing, and for data portability. You can also object to processing based on legitimate interest. Send your request to privacy@picksmarter.nl. We respond within one month.
If you are not satisfied with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or the supervisory authority in your own country.
Changes
We may amend this statement. The current version is always available at https://picksmarter.nl/en/privacy/ (Dutch: https://picksmarter.nl/privacy/).