Privacy Policy

Last updated: 15 June 2026.

Flex25 respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your information when you visit our website, use our contact form, or interact with our products and services.

1. Who we are

Flex25 is a Dutch product company based in Amersfoort, the Netherlands. We are the data controller responsible for the personal data processed in connection with our website and services.

2. What data we collect

We collect personal data that you provide directly to us, as well as data collected automatically when you use our website.

Information you provide:

• Contact details: name, email address, company name, and any information you include in your message when using our contact form.
• Product interest: which Flex25 solution you are interested in (e.g., Klear for dentists, Klear for cemeteries, Klear for Assets services).
• Account information: if you create an account with us, we collect your login credentials and profile information necessary to provide our services.

Information collected automatically:

• Technical data: IP address, browser type and version, time zone setting, browser plug-in types, operating system and platform, and other technology on the devices you use to access our website.
• Usage data: information about how you use our website, products and services, including page response times, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

3. How we use your data

We use your personal data only for the purposes for which it was collected. The main purposes include:

• To respond to your inquiries and provide information about our products and services.
• To provide, maintain, and improve our software products and customer support.
• To manage your account and authenticate your identity when you access our services.
• To ensure the security and integrity of our systems and to prevent fraud.
• To comply with legal obligations and enforce our terms of service.
• To analyse website usage and improve user experience (where anonymised or with your consent).

4. Legal basis for processing

Under the General Data Protection Regulation (GDPR), we rely on the following legal bases to process your personal data:

• Consent: When you have given explicit consent, for example to receive marketing communications or to use certain cookies.
• Contract: When processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Legal obligation: When we need to process your data to comply with a legal obligation.
• Legitimate interests: When processing is necessary for our legitimate business interests, such as improving our products, securing our systems, or responding to your enquiries, provided your rights and interests do not override those interests.

5. Cookies and similar technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse site traffic, and understand where our visitors come from. Cookies are small data files placed on your device.

We use the following categories of cookies:

• Strictly necessary cookies: These are essential for the website to function and cannot be switched off. They include, for example, cookies that enable you to log into secure areas of our website.
• Functionality cookies: These remember choices you make (such as your language preference) to provide enhanced, more personal features.
• Analytics cookies: These help us understand how visitors interact with our website by collecting and reporting information anonymously. We use this data to improve our website and services.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

6. Data sharing and recipients

We do not sell your personal data. We may share your data with trusted third parties only where necessary to provide our services or where required by law. These include:

• Cloud hosting and infrastructure providers that store data on our behalf, located within the European Economic Area (EEA).
• IT service providers who assist us with website maintenance, security, and technical support.
• Professional advisers including lawyers, accountants, and insurers, where necessary.
• Regulatory authorities, law enforcement agencies, and other government bodies when required by applicable law.

All third-party service providers are contractually bound to process your data only for specified purposes and in accordance with our instructions, and to maintain appropriate security measures.

7. International data transfers

Flex25 is committed to keeping your data within the European Union. Our website and services are hosted on EU-based servers. In the rare event that we need to transfer your personal data outside the EEA, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, to protect your data in accordance with GDPR requirements.

8. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Contact form submissions: retained for up to 2 years after our last interaction, unless you request deletion earlier.
• Account data: retained for the duration of your account and up to 1 year after account closure, unless longer retention is required by law.
• Technical and usage data: retained for up to 12 months, after which it is anonymised or deleted.

9. Data security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, regular security assessments, access controls, and staff training on data protection.

Despite our efforts, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we continuously review and improve our security practices.

10. Your rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of access: You have the right to request copies of your personal data.
• Right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to erasure: You have the right to request that we erase your personal data, under certain conditions.
• Right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• Right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• Right to data portability: You have the right to request that we transfer the data we have collected to another organisation, or directly to you, under certain conditions.

To exercise any of these rights, please contact us at hello@flex25.nl. We will respond to your request within one month.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.

11. Children's privacy

Our website and services are not intended for children under the age of 16. We do not knowingly collect personal data from children under 16. If you believe we have inadvertently collected such data, please contact us immediately so we can delete it.

12. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. When we make significant changes, we will notify you by posting the updated policy on this page with a revised date. We encourage you to review this policy periodically.

13. Contact us

If you have any questions, concerns, or requests regarding this privacy policy or our data practices, please contact us: