Privacy Policy

The controller for personal data processed via this website is ICS Staffing and Payroll B.V., having its registered office at Bredaseweg 185, 4872 LA Etten-Leur, the Netherlands, registered with the Dutch Chamber of Commerce under number 99029235. For privacy questions you can reach us at privacy@icspayroll.nl.

2.1Information you provide directly. When you complete a contact, quote, or calculator form, we collect the data you submit - typically your name, company name, work email, country of headquarters, estimated number of employees, and any free-text description of your request.

2.2Information collected automatically. When you visit the website our hosting and analytics providers may record technical data such as your IP address, browser type, device characteristics, referring URL, pages visited, and timestamps. We use this data in an anonymised or aggregated form to monitor performance and improve the site.

2.3Cookies and similar technologies. We use functional cookies necessary to operate the website (for example, to remember your language preference). Any analytics or marketing cookies are loaded only after you give consent through the cookie banner.

2.4Email correspondence. When you email us, we retain the message and contact details so we can respond and maintain a record of the exchange.

• To respond to your inquiry or quote request - legal basis: steps prior to entering into a contract (Art. 6(1)(b) GDPR).
• To deliver our services (EOR coordination, payroll, immigration, 30% ruling support) - legal basis: performance of a contract (Art. 6(1)(b) GDPR).
• To comply with statutory obligations (tax, social security, identity verification, anti-money-laundering, record-keeping) - legal basis: legal obligation (Art. 6(1)(c) GDPR).
• To send service updates and limited commercial follow-up to existing clients and prospects - legal basis: legitimate interest (Art. 6(1)(f) GDPR). You can opt out at any time.
• To analyse and improve our website through aggregated metrics - legal basis: legitimate interest or, where required, consent.

We do not sell personal data. We share personal data only with parties that support our service delivery or where required by law:

• Our affiliated companies within the Intercompany Solutions group (parent: Intercompany Solutions, Rotterdam) for joint client servicing.
• Certified EOR partners in the Netherlands when you engage us to arrange Employer of Record services.
• Vetted processors that host the website, manage email, process forms, and perform analytics under written data-processing agreements.
• Dutch authorities (Belastingdienst, UWV, IND, Chamber of Commerce) where required for the performance of payroll, tax, immigration, or compliance obligations.
• Auditors and legal advisors bound by professional confidentiality.

Transfers outside the European Economic Area only take place under appropriate safeguards such as Standard Contractual Clauses.

5.1Lead and inquiry data are retained for up to twenty-four (24) months from your last interaction with us, unless a client relationship is formed.

5.2Client records - including invoices, payroll administration, and tax filings - are retained for the statutory retention periods under Dutch law, typically seven (7) years.

5.3Website analytics data is retained in aggregated form for up to twenty-six (26) months.

5.4Email correspondence is retained for as long as needed to handle the matter and demonstrate compliance, and is then archived or deleted in line with our internal retention schedule.

Under the GDPR you have the right to:

• Request access to the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request erasure of your data where one of the legal grounds applies.
• Request restriction of processing or object to processing based on legitimate interests.
• Request data portability of data you have provided to us.
• Withdraw consent at any time, without affecting the lawfulness of prior processing.
• Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.

To exercise any of these rights, please email privacy@icspayroll.nl. We respond within one (1) month and may request additional information to verify your identity.

We apply organisational and technical measures appropriate to the risk, including encryption in transit (TLS), role-based access control, supplier vetting, multi-factor authentication on critical systems, and regular review of our processing activities. If a personal data breach is likely to result in a risk to your rights and freedoms, we will notify you and the relevant supervisory authority in accordance with the GDPR.

The website is not directed to individuals under 16. We do not knowingly process personal data of children. If you believe a child has provided us with personal data, please contact us so we can remove it.

We may update this policy from time to time to reflect changes in our processing activities or in applicable law. The "last updated" date at the top of this page indicates when the policy was last revised. Material changes will be highlighted on the website or communicated by email where appropriate.

For any questions about this Privacy Policy or about how we handle your personal data, contact us at privacy@icspayroll.nl or by post: ICS Staffing and Payroll B.V., Bredaseweg 185, 4872 LA Etten-Leur, the Netherlands.