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Tips4Expat Privacy Notice

 Last Updated: 19 February 2026

At Tips4Expat, we are committed to protecting your privacy and personal information. Therefore, we only process your personal data for the purposes outlined below.

This privacy notice explains how Tips4Expat (“we”, “our”, “us”) collects and processes personal data of:

• Relocation service seekers;
• Visitors of our website.

In this privacy notice, we would like to inform you about the personal data we collect, why and when we collect this data, how we collect this data, and how we protect this data. We process personal data in accordance with the EU General Data Protection Regulation (“GDPR”) and applicable Dutch data protection laws.

Changes to this Privacy Notice

This privacy notice may be updated in the event of new developments, such as changes in our use of your personal data or if there are any applicable changes in the law. When an update is made, we will reflect those changes in this privacy notice and update the “Last Updated” date at the top of this page.

1. Who is the Controller for the processing of your personal data?

The data controller responsible for the processing of your personal data is Tips4Expat, located at IJsbaanpad 2, 1076 CV, Amsterdam, The Netherlands.Tips4Expat determines the purposes and means of processing your personal data.

2. When do we collect your personal data?

Depending on your relationship with us, Tips4Expat collects and uses your personal data in the following situations:

• When you visit our website;
• When you fill out the contact form on our website;
• When you book an appointment on our website;
• When you communicate with us by email, phone, or other means;
• When you submit additional data to proceed with our relocation or real estate assistance services after initial contact.

3. What personal data do we collect?

3.1. Relocation service seekers: Initial contact via contact form

When you first contact us for relocation services via our contact form, we may collect the following personal data:

• Your first name and last name.
• Email address.
• Phone number.
• Preferred contact method.
• Type of relocation support needed (employee, individual, or family).
• Any other information you voluntarily provide in the message.

3.2. Relocation service seekers: Booking an appointment via Calendly

When you book an appointment through our website using Calendly, the followinginformation is collected:

• Your first name and last name.
• Email address.
• Phone number.
• Services you are interested in.
• Planned moving date.
• Location you are moving from.
• Region you are looking to settle in.
• Type of property you are looking for (if applicable for property purchase or rental search).
• Monthly targeted rental budget (excluding utilities), if applicable.
• Total (individual or couple) gross income per year.
• Targeted price range for property purchase, if applicable.
• Any other information you consider relevant for us to know before the meeting.
• How you heard about us.

If you contact us via email, phone, social media, or other channels, we will collect the same type of information as listed above to initiate the service process.

3.3. Relocation service seekers: During service provision

During the provision of our relocation services, we may collect and process the following personal data and documents:

General documents

• Contact details (updated if necessary)
• Passports or other valid identification documents

Work situation: Contract-based employment

• Work contract
• Employer statement
• Payslips of the last 3 months
• Proof of salary transfer for the last 3 months

Work situation: Self-employed

• Audited Financial Statement from the last year
• Balance sheet of the last year (preferably of the last 2 or 3 years)
• Extract from the Chamber of Commerce
• A recent bank statement showing salary payments for the last 3 months

Additional elements (if applicable)

• Recommendation letter from a previous landlord
• Proof of previous rent payments
• Documentation of financial assets
• Documentation of real estate assets
• Airbnb reviews (if relevant for housing arrangements)

Special categories and sensitive data

Tips4Expat does not intentionally collect or process special categories or sensitive data unless it is strictly necessary for the provision of relocation services and permitted by law. If sensitive data is required, it will be handled with utmost care and confidentiality.

We ensure that any sensitive data collected is processed in accordance with GDPR requirements, including obtaining explicit consent where necessary and implementing appropriate security measures to protect this data.

Examples of ‘sensitive data’ we may process:

• Passports or other identification documents for verification and legal compliance
• Financial information (e.g., payslips, bank statements, financial assets) necessary for housing applications

We do not store sensitive data longer than necessary and ensure it is securely deleted or anonymized once it is no longer required for the purposes for which it was collected. For more information on data retention, please refer to Section 7.

3.4. Website visitors

When you visit our website, we may process:

• Technical data (such as IP address, browser type and version, operating system, and device information) collected via our servers and, where applicable, information collected through cookies;
• Log data (such as date and time of access, pages visited, clicks, and referring URLs).

4. For what purposes and on what legal bases do we process your data?

We process your personal data only when we have a legal basis to do so. Depending on the context, we rely on the following legal bases under Article 6 GDPR:

4.1. Provision of relocation services

Purposes:

• Assessing your relocation needs and providing tailored advice;
• Assisting with housing searches and administrative processes;
• Matching you with suitable housing options or real estate opportunities;
• Organizing viewings, negotiations, and contract signings with landlords or property sellers;
• Advising you on local regulations, cultural integration, and logistical support.

Legal bases:

• Consent
o When you contact us or submit information through our contact form, or Calendly, you provide consent for us to process your personal data for relocation purposes.
• Legitimate interest
o Our interest in providing efficient and effective relocation services, balanced against your privacy rights.
• Performance of a contract
o When you hire us to provide our relocation services and sign our service contract, we process your personal data to fulfill the contract. 
• Legal obligation
o Where we must comply with legal requirements, such as immigration laws, tax regulations, or housing regulations.

4.2. Legal and regulatory compliance

Purposes:

• Complying with legal obligations;
• Responding to lawful requests from authorities (e.g., tax authorities, immigration offices, or courts);
• Establishing, exercising, or defending legal claims.

 

Legal bases:

• Legal obligation:
o When required by law to process your data (e.g., reporting to tax authorities or complying with court orders).
• Legitimate interest
o Processing necessary for establishing, exercising, or defending legal claims, where it does not override your fundamental rights.

4.3. Website usage and analytics

Purposes:

• Providing and improving our website and online services;
• Understanding how visitors use our website to enhance user experience;
• Measuring audience.

Legal basis:

• Legitimate interest
o Keeping our website functional, user-friendly, and improving our services.

5. With whom do we share your personal data?

We only share your personal data where necessary and with appropriate safeguards in place. We do not sell your personal data.

5.1. Real estate agencies and landlords

We share your personal data only with relevant parties involved in your relocation process, such as:

• Landlords, real estate agencies, or property owners for housing applications and viewings;
• Other service providers involved in your relocation, but only with your explicit consent or if necessary for the provision of services.

5.2. Service providers

We use trusted third party service providers who process personal data on our behalf, including:

• IT and hosting providers (Dropbox, Microsoft Office 365);
• Communication tools (Zoom, WhatsApp);
• Document management tools (Smallpdf, Canva);
• Booking systems (Calendly);
• Accounting tools (MoneyBird);
• Electronic signature platforms (Sign.com);
• Website and analytics tools (WordPress, CookieYes).

These parties act as our processors and are bound by contracts that require them to:

• Process personal data only on our instructions;
• Implement appropriate security measures;
• Not use the data for their own purposes.

5.3. Professional advisors

Where necessary, we may share data with:

• Professional advisors (e.g., lawyers, auditors, consultants) to ensure legal compliance.

5.4. Public authorities

We may disclose personal data to police, tax authorities, immigration offices, or other public bodies if we are legally required to do so.

6. International data transfers

Some of our service providers may be located outside the European Economic Area (EEA).

Where this is the case, we will ensure that an adequate level of data protection is in place, for example by:

• Relying on an adequacy decision of the European Commission; or
• Entering into Standard Contractual Clauses (SCCs) approved by the European Commission and implementing additional safeguards where necessary.

Upon request, we can provide you with further information about the applicable safeguards.

7. How long do we keep your personal data?

We do not keep your personal data longer than necessary for the purposes described above or to comply with legal obligations.

When retention periods expire, we will delete or irreversibly anonymize the data. In some cases, we may retain data longer if necessary for legal claims.

7.1. Rental contracts and related documents
• Rental agreements and related documents (such as lease contracts, rental payment records, and correspondence) are retained for 7 years after the end of the tenancy, in compliance with Dutch tax law and legal requirements.
• For temporary rental contracts, the maximum duration is 2 years for independent housing and 5 years for rooms (e.g., student housing or shared accommodations).

7.2. Financial and administrative documents
• Invoices, payment records, and financial statements related to rental or relocation services are retained for 7 years for tax and accounting purposes.

7.3. Other personal data
• Identification documents (passports, IDs), financial records, and employment contracts, are securely deleted once the relocation services are completed.
• All other data, including information provided during initial communication (e.g., contact details, relocation preferences, and appointment booking information), will be securely deleted after the end of your contract term, unless you agree to extend this period.

7.4 Website and cookies

Technical logs and cookie data are retained based on the type of cookie and its configuration. The CookieYes consent cookie, which monitors the acceptance of non-necessary cookies, expires after 365 days (1 year). Other cookies present on the website expire after the end of your browser session.

8. How do we protect your personal data?

We are committed to protecting your personal data and ensuring its security, confidentiality, and integrity. To achieve this, we implement appropriate technical and organizational measures to safeguard your data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access to personal data. These measures include:

• Access controls and role-based permissions;
• Files are separated by individual client and are password protected;
• Secure networks and encryption where appropriate;
• Internal policies and training for our staff;
• Confidentiality obligations for all employees and contractors who have access to personal data.

9. Your data protection rights

Under the GDPR, you have the following rights (subject to certain restrictions):

• Right of access: you can request confirmation of whether we process your data and receive a copy of it.
• Right to rectification: you can ask us to correct any incorrect or incomplete data we hold about you.
• Right to erasure: you can request the deletion of your data, for example, when it is no longer necessary for the purposes for which it was collected.
• Right to restriction: you can ask us to temporarily limit the processing of your data.
• Right to data portability: you can receive your data in a structured, commonly used, and machine-readable format, and transmit it to another controller where technically feasible.
• Right to object: You can object at any time to processing based on our legitimate interests. If you object, we will stop processing your data unless we have compelling legitimate grounds or need the data for legal claims.
• Right to withdraw consent: If we process your data based on your consent, you may withdraw your consent at any time. This does not affect the lawfulness of processing before your withdrawal.

To exercise any of these rights, please contact us at info@tips4expat.com. For security reasons, we may need to verify your identity before handling your request.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe that we are processing your personal data unlawfully. For more information, please visit their website.

10. Profiling and automated decision-making

We do not use your personal data to make decisions based solely on automated processing, including profiling, if those decisions would produce legal effects concerning you or similarly significantly affect you.

11. Links to other websites

Our website may contain links to third party websites (e.g. social media sites). We are not responsible for the privacy practices of these third parties.

We recommend that you read the privacy notices of each website you visit.

12. Contact

If you have any questions, requests, or concerns regarding this Privacy Notice or how we process your personal data, please do not hesitate to contact us. Our team is here to help and will gladly address any inquiries or clarify any ambiguities you may have.

Tips4Expat

• Email: info@tips4expat.com
• Telephone: +31 655857504
• Postal address: IJsbaanpad 2, 1076 CV, Amsterdam, The Netherlands

Thank you for taking the time to review our Privacy Notice. We appreciate your trust and are committed to protecting your privacy.

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