Privacy notice for clients, suppliers, and business partners

1. Introduction

At The Weather Makers, transparency and data protection are fundamental to our business. This Privacy Notice outlines how we collect, process, and safeguard personal data related to our clients, suppliers, and business partners. It also informs you of your rights regarding your personal data. We may update this notice periodically, and any material changes will be clearly communicated.

For privacy-related inquiries, including access requests, corrections, or complaints, please contact us at connect@theweathermakers.nl.

2. Scope and Applicability

This Privacy Notice applies to all personal data processed by The Weather Makers in its role as a data controller. This includes personal data from individuals working at client organizations, suppliers, and business partners, as well as those receiving communications from us or engaging in business relationships with us.

3. How We Collect Personal Data

We collect personal data from various sources, including:

  • Direct interactions with you (e.g., business meetings, website visits, event registrations).

  • Your employer, when necessary for conducting business.

  • Public sources such as LinkedIn, trade registers, and government lists for identity verification and compliance purposes.

  • Legal and regulatory screening procedures to ensure compliance with trade controls and anti-corruption laws.

4. Why We Process Your Personal Data

We process personal data for the following purposes:

  • Client and Partner Engagement: Assessing, onboarding, and maintaining relationships with clients, suppliers, and partners.

  • Service Execution: Facilitating agreements, delivering services, and ensuring operational efficiency.

  • Compliance and Risk Management: Conducting due diligence, verifying identities, and complying with legal and regulatory obligations.

  • Marketing and Relationship Management: Sending relevant business communications, conducting surveys, and improving our services.

  • Security and Integrity: Protecting business assets, ensuring cybersecurity, and maintaining workplace safety.

The legal basis for processing includes compliance with legal obligations, contractual necessity, legitimate business interests, and, where required, consent.

5. Categories of Personal Data Processed

Depending on the nature of our engagement, we may process the following categories of personal data:

  • Contact details: Name, business email, phone number, job title, and employer details.

  • Professional and business information: Business relationships, communication history, and transaction records.

  • Compliance-related data: Identity verification, sanctions screening, and regulatory documentation.

  • Technical data: Website usage information (for more details, see our Cookie Policy).

6. Sensitive Personal Data

We do not routinely collect sensitive personal data. However, where necessary (e.g., for security access, compliance checks, or accommodating specific needs), we will process such data in strict accordance with applicable laws and with your explicit consent when required.

7. Data Retention

We retain personal data for as long as necessary to fulfill the intended purpose or as required by law. Retention periods include:

  • Business records (e.g., invoices) are retained for up to 7 years per tax regulations.

  • Project documentation is typically kept for 10 years, subject to contractual obligations.

  • Contact information for marketing purposes is retained for 24 months after the last meaningful interaction.

  • Compliance records are kept as required by applicable laws.

8. Who Has Access to Your Data?

Access to your personal data is limited to authorized personnel within The Weather Makers. In some cases, data may be shared with:

  • Service providers: IT, legal, accounting, and business operations support.

  • Regulatory authorities: To comply with legal and compliance obligations.

  • Affiliated entities: To facilitate global business operations.

Where data is transferred internationally, we ensure compliance with data protection laws by implementing appropriate safeguards.

9. Security Measures

We implement technical, organizational, and procedural safeguards to protect personal data against unauthorized access, misuse, or loss. These include data encryption, access control measures, and security training for employees.

10. Your Rights and How to Exercise Them

You have the following rights regarding your personal data:

  • Access: Request details of the personal data we hold about you.

  • Correction: Request corrections to inaccurate or incomplete data.

  • Deletion: Request the deletion of data where it is no longer required.

  • Restriction: Request limitations on how we process your data.

  • Objection: Object to certain data processing activities.

  • Withdraw Consent: If processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at [contact details]. If you are dissatisfied with our response, you may file a complaint with the relevant data protection authority.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance website functionality, analyze traffic, and personalize content. You can manage cookie preferences via your browser settings or our Cookie Policy.

For further details or inquiries regarding this Privacy Notice, please contact us at connect@theweathermakers.nl.