Privacy Policy

Effective date: 1 October 2026 · Version 1.0

This policy explains how IT Cost Nipper Tools handles personal data when you visit itcostnipper.tools, contact us, use our free tools or become a client. We collect only what we need to deliver our services and keep our administration in order.

1. Who is responsible

2. What data we collect

• Contact form: name, email address, subject and message, plus the date, time and version of the Terms and Privacy Policy you accepted.
• Contact details: name, company, job title, email address, phone number.
• Enquiry and service data: messages, tickets, work instructions, site and rack details, reports and photos taken during work, and names of people on data-centre access lists.
• Billing data: company details, VAT number, invoice address, payment history.
• Technical data: IP address, browser and device information in our web server logs, used for security and troubleshooting.
• Calculator input: values you enter in our free tools (such as the Remote Hands Cost Calculator) are processed in your browser and are not stored by us.

We do not intentionally collect special categories of personal data. Please do not send them to us.

3. Why we use it, and on what legal basis

We do not sell personal data, use it for advertising profiles, or make automated decisions about you.

4. How long we keep it

• Enquiries that do not lead to an assignment: up to 12 months.
• Tickets, reports, photos and work records: up to 36 months after the assignment ends.
• Invoices and financial records: 7 years, as required by Dutch tax law (art. 52 AWR).
• Disk images and recovered data from data-recovery jobs: deleted 30 days after delivery.
• Monitoring data and alerts for managed clients: for the duration of the service agreement plus 3 months.
• Web server logs: up to 30 days.

We delete data earlier on request where the law allows.

5. Who we share it with

Only where needed, and bound by confidentiality or a data processing agreement:

• Data-centre operators, to register access for our engineers.
• Subcontracted engineers working on your assignment.
• Hardware suppliers and distributors, for orders and RMAs.
• Our IT service providers: website hosting (provider), our helpdesk system (FreeScout) that receives contact-form requests, email (provider) and accounting software (provider).
• Google Fonts: our pages load fonts from Google’s servers, which means your browser shares your IP address with Google when you open the site.
• Our accountant and, where legally required, the Dutch Tax Administration or other authorities.

6. Where data is stored

We store data within the European Economic Area. If a service provider processes data outside the EEA, we make sure appropriate safeguards are in place, such as an adequacy decision (including the EU–US Data Privacy Framework) or the European Commission’s Standard Contractual Clauses.

7. How we protect it

We apply measures appropriate to an infrastructure engineering practice: two-factor authentication on all accounts, encrypted storage and transport (TLS), least-privilege access, separation of client credentials from general correspondence, regular updates, and backups. Client credentials received for a job are used only for that job and deleted afterwards unless agreed otherwise.

8. Cookies and analytics

Our website uses only cookies that are strictly necessary for it to work. We do not use advertising or tracking cookies — if you add analytics, update this section and add a consent banner (not needed for cookieless, privacy-friendly analytics such as Plausible). Because of this, no cookie consent banner is shown.

9. When we act as processor

During remote-hands, data-recovery, managed-infrastructure or monitoring work we may come into contact with personal data stored on our clients’ systems. In that case the client is the controller and we act only on its instructions. We will sign a data processing agreement (verwerkersovereenkomst) on request.

10. Your rights

You have the right to access, correct or delete your personal data, to restrict or object to processing, and to data portability. Where processing is based on consent, you can withdraw it at any time. Email support@itcostnipper.tools; we respond within one month. We may ask you to verify your identity.

If you are not satisfied with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.

11. Changes

We may update this policy. The effective date at the top shows the current version. Significant changes will be communicated to existing clients by email.