Privacy policy

1. Who we are

Final Facility is a trade name of Prime Services, based in Heemskerk (the Netherlands) and registered with the Dutch Chamber of Commerce under number 54890780. We are responsible for processing your personal data as described in this privacy policy.

If you have any questions about this policy, please contact us at info@finalfacility.nl or call 085 369 7360.

2. What data we collect

We only collect data that you provide to us yourself, or that is necessary for our services to work.

Situation	Data	Purpose
Quote request	Name, email address, phone number, company name, description of your situation	Preparing a quote and contacting you
Job application	Name, email address, phone number, place of residence, availability, means of transport, languages and language level, motivation, and which page or advertisement you applied through	Assessing your application
Client portal	Ticket number (no account)	Access to information about our services
Employee time clock app	Name, PIN code, clock-in and clock-out times, GPS location at the moment of clocking	Recording working hours and checking the work location
Website visit	Anonymised usage statistics via Google Analytics (only with your consent)	Improving the website

3. Legal basis for processing

We process your data on the basis of one or more of the following legal grounds under the GDPR:

• Performance of a contract (Art. 6(1)(b)): for quote requests and client questions.
• Legitimate interest (Art. 6(1)(f)): for job applications and recording employees' working hours.
• Consent (Art. 6(1)(a)): for placing analytical cookies and session recordings (Google Analytics and Microsoft Clarity). You can withdraw this consent at any time by deleting your cookies.

4. Retention periods

• Quote data: up to 1 year after the last contact, unless it leads to an agreement.
• Application data: up to 4 weeks after the application procedure has ended, or up to 1 year with your consent.
• Employee time clock and working hours data: 5 years (statutory retention period for payroll records).
• Website statistics: in line with Google Analytics' retention policy (14 months by default).

5. Sharing with third parties

We never sell your data. We only share personal data with:

• Google LLC (Analytics): anonymised visitor statistics, only with your consent. Google is based in the United States and operates under the EU-US Data Privacy Framework.
• Microsoft Corporation (Clarity): anonymous recordings of website use, only with your consent. Microsoft is based in the US and operates under the EU-US Data Privacy Framework.
• Zoho Corporation: email traffic through our business mailbox (info@finalfacility.nl). Zoho processes this in accordance with its GDPR agreement.

Apart from this, we do not share personal data with third parties unless we are legally required to do so.

6. Cookies

Our website uses analytical cookies from Google Analytics and, with your separate consent, session recordings from Microsoft Clarity. Clarity anonymously records how our website is used so that we can improve it. Keystrokes and data you enter are masked. These cookies are only placed after you have given explicit consent through the cookie banner. If you decline, no cookies are placed and no visitor data is collected.

The cookie ff_consent remembers your choice for 1 year.

7. GPS location (employees)

The time clock app asks for your GPS location when you clock in and out. This is needed to verify that you are at the correct work location. The location is only stored as part of the clock record and is not tracked continuously. Your phone asks separately for permission to access your location.

8. Your rights

Under the GDPR you have the right to:

• Access your data (right of access)
• Have your data corrected (rectification)
• Have your data deleted (right to be forgotten)
• Restrict the processing
• Object to the processing
• Transfer your data (data portability)

Send your request to info@finalfacility.nl. We will respond within 4 weeks. If you disagree with how we process your data, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

9. Security

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss or misuse. Data traffic between your browser and our servers is encrypted via HTTPS.

10. Changes

This privacy policy may be amended. The most recent version is always available on this page. In the event of significant changes, we will inform you via the website.