WorkFlexStay Privacy & Cookie Policy

WorkFlexStay

van Hushovenstraat 6

5913VG Venlo

The Netherlands

Email: contact@workflexstay.nl

Phone: +31 6 16483682

KvK: 42067675

BTW / VAT: NL005469340B21

This Policy applies to Providers and Landlords, Clients and Agencies, company representatives, account users, people who communicate with WorkFlexStay, website or Platform visitors, and persons whose data appears in contracts, invoices, messages, audit logs or support requests. The Platform is intended for B2B and professional use.

WorkFlexStay is generally the data controller for account creation, company verification, Platform operation, booking administration, contract generation, digital signing, payment administration, invoice support, fraud prevention, dispute handling, security, legal compliance, communication and support. A separate data processing agreement may apply where WorkFlexStay processes data on behalf of another party.

We may process account, company, verification, booking, accommodation, contract, signature, payment, invoice, communication, technical and security data. This may include contact details, company identifiers, bank details, booking information, property and rental data, signature and audit data, invoice and payment references, messages, uploaded evidence, login and security logs, session data and cookie preferences.

For the MVP / Beta version, WorkFlexStay aims to avoid unnecessary personal data about individual Occupants. Unless legally or operationally required, the Platform should not request BSN numbers, identity document copies, dates of birth, nationality, employment contracts, medical data, criminal data or unnecessary sensitive data. Where possible, only occupancy numbers are used.

Data is processed to manage accounts, verify companies and representatives, enable listings, requests and offers, generate contracts and invoices, enable signatures, maintain audit trails, administer payments, facilitate communication, provide support, handle deposit claims and disputes, prevent fraud and abuse, secure the Platform, maintain records, comply with legal obligations, improve performance and communicate service or legal updates.

WorkFlexStay relies on contract, legal obligation, legitimate interest and consent. Consent applies to certain non-essential cookies, marketing communications and optional analytics where required.

When a User signs or accepts legal terms, WorkFlexStay may store signer name, email, user and company ID, IP address, UTC timestamp, user-agent, checkbox status, signature ID, contract reference and version, terms and privacy versions, PDF hash, contract hash and locked snapshot. This supports proof, fraud prevention, dispute handling and legally relevant records.

Payments may be processed by Mollie or other payment partners. WorkFlexStay may receive and store payment status, references, invoice data, payout data, SEPA mandate status, chargeback status and refund status. Full card details are not stored unless expressly stated and legally permitted.

Platform messages may be stored to provide communication, support bookings, prevent fraud and off-platform circumvention, handle disputes, enforce Terms and improve safety. WorkFlexStay may filter or block prohibited contact details, abuse, illegal content, spam or attempts to bypass Platform Fees.

Data may be shared where necessary with payment, hosting, email, notification, analytics, verification, accounting and invoice providers, legal or compliance advisers, public authorities and other Users involved in bookings, contracts, signatures, invoices or disputes.

Some providers may process data outside the Netherlands or European Economic Area. WorkFlexStay will use appropriate GDPR / AVG safeguards where required.

Data is kept only as long as necessary, unless a longer period is required for tax, accounting, disputes or legal claims. Contract, signature, invoice and payment data may be retained to prove execution and meet record-keeping obligations. Messages, technical logs and cookie consent records are retained only as reasonably needed for their stated purposes.

WorkFlexStay uses reasonable technical and organisational measures, including authentication, password hashing, access controls, audit logs, secure hosting, encrypted connections where applicable, restricted admin access, backups, monitoring and data minimisation. Users must keep credentials secure.

WorkFlexStay will assess and document personal data breaches and, where required, notify the supervisory authority and/or affected individuals. Users must report suspected unauthorised access immediately.

Under GDPR / AVG, individuals may have rights of access, correction, deletion, restriction, objection, portability, withdrawal of consent and complaint to a supervisory authority. Requests may be sent to contact@workflexstay.nl. Identity verification may be required, and some records must be retained for contracts, invoices, legal claims, fraud prevention, tax, accounting or security.

Service messages may be sent without marketing consent where necessary for accounts, bookings, payments, contracts or security. Marketing emails are sent only where permitted, and Users may unsubscribe at any time.

The Platform is intended for business users and is not intended for children. WorkFlexStay does not knowingly create accounts for children.

Strictly necessary cookies support login, security, sessions, language, signing, payments, preferences and core functionality. Analytics cookies help improve performance and navigation. Marketing cookies may support advertising or conversion measurement. Third-party providers may place cookies for hosting, analytics, payment, security, communication or support.

Where required, WorkFlexStay asks for consent before placing non-essential cookies. Users may accept all, reject non-essential cookies or manage preferences, and may later change or withdraw consent through Cookie Settings.

WorkFlexStay may update this Policy and publish a new effective date. Material changes may be communicated by email, dashboard notification or other appropriate means.

WorkFlexStay

van Hushovenstraat 6

5913VG Venlo

The Netherlands

Email: contact@workflexstay.nl

Phone: +31 6 16483682

KvK: 42067675

BTW / VAT: NL005469340B21