Privacy Statement

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Last updated by Patrick Kool on the 17th of April, 2026.

This is the privacy statement of Kool ICT B.V. established in 3013 AK, Rotterdam, The Netherlands at Stationsplein 45 (hereinafter referred to as: “Productivity Tools”, www.productivitytools.io).

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Applicability

This privacy statement is applicable to all privacy sensitive information or personal data provided to us, for example through a registration form, contact form or orders placed by you. We attach great value to the privacy of our customers and therefore exercise the greatest care possible in dealing with and protecting personal data. We process data in conformity with the conditions set in the General Data Protection Regulation (GDPR). In this privacy statement, we explain which data we collect, why we collect it and how we handle it. Kool ICT B.V. is the data controller responsible for the processing of your personal data.

Overview personal data

Below is an overview of the personal data processed by us:

First and last name
Finance contact email address
Finance contact phone number
Company name
Company number (Chamber of Commerce / registration number)
VAT number (if provided)
Company address
Postal code
City / place
Country
Whether the company is based in Europe

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Purpose and principles of personal data processing

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We process your personal data based on one or more of the following legal grounds:
Performance of a contract to provide our services, communicate with you and manage projects
Legal obligations such as accounting and tax requirements
Legitimate interests such as improving our services, managing client relationships and conducting marketing activities
Consent where required, for example for sending marketing communications or placing certain cookies
Where processing is based on your consent, you have the right to withdraw this consent at any time.

We process your personal data for the following purposes:
to contact you following an inquiry, demo request or lead form submission (e.g. via our website or Meta Lead Ads)
to communicate with you about our services, proposals and ongoing projects
to create and send invoices, and to comply with legal and tax obligations
to deliver our services, including the design, development and support of custom software systems
to manage client relationships and provide customer support
to improve our website, services and user experience based on usage data
to send relevant updates, insights or marketing communications (only where permitted or with your consent)
to measure and optimise the performance of our advertisements (e.g. via the Meta Pixel)
to show targeted advertisements on platforms such as Facebook and Instagram
to comply with legal obligations

We do not store your personal data longer than necessary for the purposes described above, unless a longer retention period is required by law (for example for tax or accounting obligations).
Disclosure to third parties
We may share your personal data with third parties where this is necessary for the purposes described above. Disclosure to third parties may be necessary for the performance of an agreement we have concluded with you, for the representation of a legitimate interest of ours, or in order to meet legal obligations that we have. We will enter into processing agreements with companies who process data on our behalf, in order to guarantee the same level of security and confidentiality. We remain responsible for such processing activities. Outside the aforementioned situations we will only disclose your personal data to other third parties after your explicit permission.
When you submit a lead form via our Facebook or Instagram advertisement, your data (such as name and e-mail address) is collected through Meta’s Lead Ads platform and transferred to us. Meta Platforms Ireland Ltd. may act as a data processor for this transfer. By submitting the form, your data is shared with us for the purpose of follow-up contact. We will only use this data for the purpose for which it was submitted. For more information, please refer to Meta’s Privacy Policy at https://www.facebook.com/privacy/policy/.

Commercial purposes

We may use your personal data to inform you about our services, insights or updates. You will only receive such communication where permitted or if you have not opted out.

You can unsubscribe at any time via the link in our emails.

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View, correct or delete data

You have the right to view, correct or delete your data. Next to that you have the right to revoke any permission you gave for the processing of data, and the right to object to the processing of your personal data. You have the right to data portability if digital personal data are processed by us either with your permission or for the performance of an agreement we have concluded with you.
This means that you can submit a request, asking us to send the digital personal data we have stored about you in a readable computer file to you or an organisation indicated by you.

You can send requests to view, correct, delete or transfer your personal data, a revocation of your permission, or an objection to the processing of your personal data to patrick@productivitytools.io.

To verify your request, we may ask for additional information to confirm your identity.
We will respond to requests as quickly as possible and within four weeks at the latest.

We would also like to point out that you have the possibility to lodge a complaint with the Dutch national supervising authority, the Autoriteit Persoonsgegevens.

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Cookies

We use cookies on our website to ensure it functions properly, to analyse usage and to improve our marketing efforts.
A cookie is a small text file that is stored on your device when you visit our website.
Depending on your location and configuration, we may request your consent before placing these cookies.

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Functional cookies

These cookies are necessary for the website to function properly. They ensure basic features such as page navigation and access to secure areas. These cookies do not require your consent.

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Analytical cookies

We use analytical cookies (such as Google Analytics) to gain insights into how visitors use our website. This helps us improve performance and user experience.
Where required, we have configured these cookies in a privacy-friendly way. If this is not the case, we will request your consent before placing them.

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Marketing and tracking cookies

We use marketing cookies to track visitor behaviour and to show relevant advertisements.
For example, we use the Meta Pixel, which allows us to:
measure the effectiveness of our advertisements
show targeted ads to visitors who have interacted with our website
These cookies may collect data such as your IP address, browser type and pages visited. This data may be shared with Meta Platforms Ireland Ltd.
We only place marketing and tracking cookies after you have given your consent via our cookie banner.
Managing cookies
You can withdraw or change your consent at any time via the cookie settings on our website.
You can also configure your browser to refuse cookies or to delete previously stored cookies.

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Use of third-party tools

We use third-party service providers to operate our business and deliver our services, such as:
hosting and infrastructure providers
analytics tools (e.g. Google Analytics)
advertising platforms (e.g. Meta)
communication and email tools
These parties may process personal data on our behalf. Where required, we have concluded data processing agreements with these providers.
Some of these parties may be located outside the European Economic Area. Where required, we ensure appropriate safeguards are in place.

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Contact

We take the protection of your personal data seriously and will take appropriate measures to prevent abuse, loss, unauthorised access, unwanted disclosure and unauthorised changes. If you have the impression that your data are not protected adequately or if there are indications of misuse, please contact our customer service or send an e-mail to patrick@productivitytools.io

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