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Privacy Policy

This document explains how Hipsforceir collects, uses, stores, and protects your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch data protection legislation.

Effective date:

1. Data Controller

The data controller responsible for the processing of your personal data is:

Hipsforceir
Utrechtsestraat 52-60
1017 VP Amsterdam
Netherlands
Email: assist@hipsforceir.world
Phone: +31 20 623 5255
Website: hipsforceir.world

For any questions regarding this Privacy Policy or the exercise of your data protection rights, please contact us using the details above.

2. Scope of This Policy

This Privacy Policy applies to all personal data collected through our website at hipsforceir.world, during consultation sessions (in-person, video, or telephone), via email correspondence, and through any other communication channels operated by Hipsforceir. It does not apply to third-party websites that may be linked from our pages.

We are committed to processing personal data lawfully, fairly, and transparently. We collect only the data necessary for the purposes described in this policy and retain it no longer than required.

3. Categories of Personal Data We Collect

3.1 Data You Provide Directly

When you use our contact form, book a consultation, or communicate with us by email or telephone, we may collect:

  • Full name
  • Email address
  • Telephone number (if provided)
  • Message content and inquiry details
  • Scheduling preferences and session format choices
  • Responses to pre-session questionnaires about daily routines, bedroom environment, and general sleep habits
  • Payment and billing information when you purchase consultation services

3.2 Data Collected Automatically

When you visit our website, certain technical data may be collected automatically through cookies and similar technologies, including:

  • IP address (anonymized where possible)
  • Browser type and version
  • Operating system
  • Referring URL
  • Pages visited and time spent on each page
  • Date and time of access
  • Device type and screen resolution

For detailed information about cookies, please refer to our Cookie Policy.

3.3 Data We Do Not Collect

As an educational coaching service, we do not collect health records, formal assessment data, or special categories of personal data under Article 9 GDPR, unless you voluntarily share general lifestyle notes relevant to habit coaching sessions.

4. Purposes and Legal Bases for Processing

We process your personal data for the following purposes and on the following legal bases under the GDPR:

4.1 Responding to Inquiries (Article 6(1)(b) — Contractual Necessity / Pre-contractual Steps)

When you submit our contact form or send us an email, we process your name, email address, and message content to respond to your inquiry and, if applicable, arrange consultation sessions.

4.2 Providing Consultation Services (Article 6(1)(b) — Performance of a Contract)

During and after consultation sessions, we process questionnaire responses, session notes, habit plans, and journal feedback to deliver the educational services you have booked.

4.3 Payment Processing (Article 6(1)(b) — Performance of a Contract)

Billing information is processed to complete transactions for paid consultation services, programs, and workshops.

4.4 Website Analytics and Improvement (Article 6(1)(a) — Consent)

With your consent, we use analytics cookies to understand how visitors interact with our website, identify popular content, and improve user experience. You may withdraw consent at any time through our cookie settings.

4.5 Marketing Communications (Article 6(1)(a) — Consent)

With your explicit consent, we may send informational emails about new workshops, educational resources, or service updates. You can unsubscribe at any time using the link in each email or by contacting us directly.

4.6 Legal Compliance (Article 6(1)(c) — Legal Obligation)

We may process and retain certain data to comply with tax regulations, respond to lawful requests from authorities, or establish, exercise, or defend legal claims.

4.7 Legitimate Interests (Article 6(1)(f))

We process certain technical data based on our legitimate interest in maintaining website security, preventing fraud, and ensuring the reliable operation of our online services. We have balanced these interests against your rights and freedoms.

5. Data Retention Periods

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

  • Contact form submissions: Up to 12 months after the inquiry is resolved, unless a consultation is booked.
  • Consultation records and session notes: Up to 3 years after the last session, to support follow-up inquiries and maintain service continuity.
  • Payment and invoicing data: 7 years, in accordance with Dutch tax and accounting requirements.
  • Marketing consent records: Until consent is withdrawn, plus 6 months for audit purposes.
  • Analytics data: Up to 26 months, in anonymized or pseudonymized form.
  • Cookie consent preferences: 12 months, after which we will request renewed consent.

After the applicable retention period expires, personal data is securely deleted or irreversibly anonymized.

6. Data Sharing and Recipients

We do not sell, rent, or trade your personal data to third parties. We may share data with the following categories of recipients, strictly for the purposes described in this policy:

  • Payment processors: To handle secure transactions for consultation fees.
  • Email service providers: To send confirmation emails, session reminders, and informational newsletters (with consent).
  • Video conferencing platforms: To facilitate online consultation sessions when you choose this format.
  • Website hosting provider: To store and deliver our website content securely.
  • Analytics providers: Only when you have consented to analytics cookies.
  • Legal and regulatory authorities: When required by law or to protect our legal rights.

All third-party processors are bound by data processing agreements that require them to handle your data in compliance with the GDPR and only for specified purposes.

7. International Data Transfers

Your personal data is primarily processed within the European Economic Area (EEA). If any of our service providers transfer data outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, or transfers to countries with an adequacy decision.

8. Security Measures

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • HTTPS encryption for all data transmitted through our website
  • Secure storage of consultation records with access restricted to authorized personnel
  • Regular review of data processing practices and security protocols
  • Password-protected systems and two-factor authentication where applicable
  • Staff training on data protection principles and confidentiality obligations
  • Incident response procedures for potential data breaches

While we take reasonable precautions, no method of electronic transmission or storage is completely secure. We encourage you to use strong passwords and protect your own devices.

9. Your Rights Under the GDPR

As a data subject, you have the following rights regarding your personal data:

  • Right of access (Article 15): Request a copy of the personal data we hold about you.
  • Right to rectification (Article 16): Request correction of inaccurate or incomplete data.
  • Right to erasure (Article 17): Request deletion of your data where there is no compelling reason for continued processing.
  • Right to restriction of processing (Article 18): Request that we limit how we use your data in certain circumstances.
  • Right to data portability (Article 20): Receive your data in a structured, commonly used, machine-readable format.
  • Right to object (Article 21): Object to processing based on legitimate interests or for direct marketing purposes.
  • Right to withdraw consent (Article 7(3)): Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.
  • Right not to be subject to automated decision-making (Article 22): We do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, contact us at assist@hipsforceir.world or by post at the address listed above. We will respond within 30 days of receiving your request. We may ask for identity verification before processing your request.

10. Right to Lodge a Complaint

If you believe that our processing of your personal data violates the GDPR, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

Autoriteit Persoonsgegevens
Postbus 93374
2509 AJ Den Haag
Netherlands
Website: autoriteitpersoonsgegevens.nl

11. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from minors. If we become aware that we have collected data from a person under 18 without appropriate parental consent, we will take steps to delete that information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The effective date at the top of this page indicates when the policy was last revised. We encourage you to review this page periodically. Material changes will be communicated through a notice on our website.

13. Contact Information

For questions, concerns, or requests related to this Privacy Policy or your personal data, please contact:

Hipsforceir
Utrechtsestraat 52-60, 1017 VP Amsterdam, Netherlands
Email: assist@hipsforceir.world
Phone: +31 20 623 5255