1. Who we are
Vbuddy B.V. ("Vbuddy", "we") operates the Vbuddy platform and web application (www.vbuddy.nl and app.vbuddy.nl) for external transport managers and transport companies. In this privacy statement we explain which personal data we process, why, for how long, with whom we share it and what rights you have.
- Vbuddy B.V., Torenlaan 5, 1402 AT Bussum, the Netherlands
- Chamber of Commerce (KvK) number 42160125
- Email: info@vbuddy.nl
We have not appointed a data protection officer. For any privacy question, please contact info@vbuddy.nl.
2. Our role: controller or processor
For most of the data in this statement we are the controller: we decide why and how it is processed. This applies, among other things, to accounts, matching, our own administration for licence support, invoicing, support and our website. Where, in the course of licence support, we process personal data solely on behalf of and on the instructions of a customer, we are a processor and the data processing agreement in Annex 1 to our General Terms and Conditions applies.
If a transport company uses the app for its own administration, such as uploading and analysing drivers' tachograph data or keeping the audit log, the transport company is the controller and we are the processor. We then process that data only on the instructions of the transport company, in accordance with the data processing agreement in Annex 1 to our General Terms and Conditions. Are you a driver with questions about your data? Please contact your employer or principal first.
3. What data we process and why
| Data | Purpose | Legal basis |
|---|---|---|
| Account and contact details: name, email address, phone number, job title, language, login details | Creating and managing accounts, logging in, contact | Performance of the contract |
| Company details: company name, KvK number, VAT number, address | Customer registration, verifying business use, invoicing | Performance of the contract; legal obligation |
| Transport manager profile: date of birth, certificate of professional competence (CBR), experience, IBAN | Matching with transport companies, licence applications, payouts and invoicing | Performance of the contract |
| Documents for licence applications: KvK and UBO extracts, financial documents, lease and management agreements | Preparing and submitting applications to NIWO, Kiwa Register or a comparable authority | Performance of the contract; legal obligation of the applicant |
| Identity document and Certificate of Conduct (VOG) | Applying for or changing a licence or transport manager registration | Performance of the contract at the request of the data subject |
| Payment details and payment history | Payment of subscriptions and invoices | Performance of the contract; tax retention obligation |
| Messages, emails and notes | Support, coordination around a match, service delivery | Performance of the contract; legitimate interest |
| Audit log: actions in the app with date, time and user | Recording who did what, as evidence and for security | Legitimate interest; performance of the contract |
| Feedback reports, including a screenshot and technical data | Solving problems and improving the app | Legitimate interest |
| Website statistics (without cookies, not traceable to individuals) | Insight into how the website and app are used | Legitimate interest |
We do not request the citizen service number (BSN) for our own purposes and process it only insofar as this is necessary to carry out an application or if a competent authority requires a full copy. If you mask the BSN and passport photo on a copy of your identity document, that is sufficient for us, unless an authority requires the full copy. Identity documents and VOGs are shared only through the secure upload environment in the app, not via WhatsApp or email.
4. Public sources
To fill in data quickly and correctly, the app consults public registers: the KVK (company details), RDW Open Data (vehicle details for a registration number), NIWO (Community licences) and PDOK/Kadaster (address for a postcode). We only send the search data, such as a KvK number, registration number or postcode.
5. How long we keep data
| Data | Retention period |
|---|---|
| Data in the app | As long as your account or subscription runs; then 60 days to export, and deleted no later than 30 days after that |
| Identity documents and VOGs | No later than 60 days after completion of the application, verification or match for which they were provided |
| Tachograph files | The period set by the customer; 13 months by default |
| Audit log | As long as the subscription runs and thereafter during the export period |
| Invoices, payment and contract records | 7 years (tax retention obligation) |
| Support and email correspondence | 2 years after the last contact |
| Feedback reports | No more than 12 months |
We only keep data longer if the law requires it or if it is necessary for an ongoing dispute.
6. Who we share data with
- Service providers that help us deliver the app (sub-processors), such as hosting, database, email and payments. We have agreements with them on security and confidentiality. The current overview is available at www.vbuddy.nl/en/sub-processors.
- In the event of a match: the transport company and the transport manager can see the data about each other that is needed for the collaboration.
- NIWO, Kiwa Register or a comparable authority, when we submit an application at your request.
- Mollie, for payments. Mollie is itself the controller of your data for payment transactions.
- Government authorities, if we are legally required to share data.
We never sell your data and do not use it for third-party advertising.
7. Data outside the EU
The app's database and files are stored in the EU (Ireland). Some of our service providers are based in the United States or process data there, including for hosting and email. Transfers are made only to parties that are certified under the EU-US Data Privacy Framework or have accepted the European Commission's standard contractual clauses. Our overview of sub-processors states, for each service provider, where the data is stored or processed.
8. Security
We take appropriate technical and organisational measures, including encrypted connections, protected storage of documents with temporary download links, role-based access control, an audit log and backups. Only staff who need access for their work can access data. In the event of a data breach, we act in accordance with the law and, where we are a processor, in accordance with our data processing agreement.
9. Cookies and statistics
The app uses only functional cookies that are needed to log in and stay logged in. For statistics we use a service that does not place cookies and does not store visitors in an identifiable way. We do not use tracking or advertising cookies.
10. No automated decisions
The app flags issues in tachograph data and can suggest a match. These are tools: no decisions with legal or similarly significant effects are taken solely by automated means. If an AI explanation is used in the future, it will be recognisable as such in the app.
11. Your rights
You have the right to access your data, to have it corrected or erased, to have its processing restricted, to object to processing based on legitimate interest, and to receive your data in a commonly used format. If you have given consent, you can withdraw it at any time. Send your request to info@vbuddy.nl; we will respond within one month. We may ask you to verify your identity.
If you disagree with how we handle your data, you can lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (www.autoriteitpersoonsgegevens.nl). We would appreciate it if you contacted us first.
12. Changes
We may amend this privacy statement, for example if our services or the law change. The current version is always available at www.vbuddy.nl. We will inform you in advance of significant changes.