Privacy Statement

At FinDock, we provide software and services that help our customers manage and process financial data securely and efficiently.

In many cases, FinDock acts as a data processor on behalf of its customers. This means our customers decide which personal data is processed and for what purpose, and we process that data only according to their instructions. If you use a FinDock-powered service through one of our customers, this organization is usually the data controller and their privacy statement will explain how your personal data is used.

This privacy statement explains how FinDock processes personal data when we act as a data controller ourselves, for example when you visit our website, subscribe to our newsletter, contact us or apply for a job at FinDock.

We take your privacy seriously and handle personal data with care, transparency, and respect.

When does this statement apply

This privacy statement applies when FinDock acts as a data controller and processes personal data directly. This is the case, for example, when you:

• visit our website or interact with it (for example by using contact forms for support or accepting cookies);
• subscribe to or receive one of our newsletters or marketing communications;
• contact us as a business contact, partner, supplier, prospect or other contact (for example when you email us with a support question);
• apply for a job at FinDock or take part in our recruitment process.

In these situations, FinDock determines the purpose and means of processing your personal data, and this privacy statement explains how we handle it.

Personal data that we may collect

The personal data we collect depends on how you interact with FinDock. Below we explain this per situation.

Website visitors

When you visit our website or interact with us through our contact or support form, we may collect:

• technical information such as your IP address, browser type, device information and operating system;
• information about how you use our website (for example pages visited and time spent);
• cookie and preference data, where applicable.
• your name, job title, company name and contact details (such as email address and phone number)

Newsletter subscribers

If you subscribe to our newsletter, we may collect:

• your name and email address;
• your communication preferences;
• information about how you interact with our newsletters (such as whether emails are opened or links are clicked).

Business contacts

If you contact us or work with us as a business contact (for example as a customer, partner, supplier or prospect), we may collect:

• your name, job title, company name and contact details (such as email address and phone number);
• communication details, such as emails, meeting notes and correspondence;
• information related to agreements or business interactions with FinDock and information which is shared by you (email content, attachments etc)

Job applicants

If you apply for a job at FinDock, we may collect:

• identification and contact details (such as your name, address, email address and phone number);
• application materials, including your CV, cover letter and information you share during interviews;
• Information from references you have provided;
• notes and assessments made during the recruitment process. During our interviews we may use a notetaker tool for transcription and summarizing.

If you accept an offer and move forward with onboarding, we may additionally collect:

• identity verification information (such as a copy of your passport or ID document);
• administrative information needed to prepare your employment, such as bank account details;
• screening information, such as a Certificate of Conduct.

Why do we use your personal data?

We use your personal data only when we have a clear reason and a valid legal basis to do so. The exact purpose depends on how you interact with FinDock.

Website visitors

We use personal data from website visitors to:

• operate, secure and maintain our website;
• analyse how our website is used and improve its functionality;
• prevent misuse, fraud and security incidents.
• answer support questions if you use our contact or support form.

Newsletter subscribers

We use your personal data to:

• send newsletters and updates you have subscribed to;
• manage your subscription preferences;
• understand how our newsletters are used so we can improve our content.

Business contacts

We use personal data of business contacts to:

• communicate with you and respond to your enquiries and offer support activities;
• manage and maintain our business relationships;
• schedule meetings and follow up on conversations;
• prepare, enter into and manage agreements where relevant.

Job applicants

We use personal data from job applicants to:

• assess applications and suitability for a role;
• communicate with you during the recruitment process;
• make hiring decisions.

If you accept an offer and move forward with onboarding, we use additional personal data to:

• verify your identity and eligibility to work;
• prepare employment documentation;
• carry out required screening, such as requesting a Dutch Certificate of Conduct (VOG) where relevant for the role.

You can unsubscribe from our newsletter or release notes if you no longer wish to receive information from FinDock.

What is our legal basis for processing your personal data?

We only process your personal data when we have a valid legal basis under the GDPR. Depending on the situation, this may be one or more of the following:

Consent

We rely on your consent when:

• you subscribe to our newsletter;
• you agree to optional cookies or similar technologies;
• you give permission to keep your application details longer for future job opportunities.
• you give permission to use a notetaker tool during a meeting.

You can withdraw your consent at any time.

Performance of a contract or pre-contractual steps

We process personal data when this is necessary to:

• respond to your request or enquiry;
• communicate with you about our services;
• take steps at your request before entering into an agreement;
• prepare employment documentation after you accept a job offer.

Legitimate interests

We process personal data based on our legitimate interests when this is necessary to:

• manage and grow our business relationships;
• improve and secure our website and systems;
• prevent fraud, misuse and security incidents;
• conduct recruitment activities in a fair and efficient way.

When we rely on legitimate interests, we carefully balance our interests against your privacy rights.

Legal obligations

In some cases, we are required by law to process personal data, for example:

• to meet administrative or record-keeping requirements;
• to respond to lawful requests from authorities;
• to comply with employment-related obligations where applicable.

With whom do we share your personal data?

We treat your personal data with care and only share it when necessary. We never sell your personal data and only share it with third parties when this is necessary for the purposes described below.

Service providers

We may share your personal data with trusted service providers who support us in operating our business, such as providers of:

• website hosting and IT infrastructure;
• email, communication and newsletter tools;
• recruitment and screening services, where applicable.

These service providers act on our instructions and are required to protect your personal data.

Business partners and counterparties

In the context of our business relationships, we may share personal data with:

• customers, partners or suppliers you are in contact with as part of an agreement or collaboration.

Authorities and professional advisers

We may share personal data with:

• public authorities, regulators or supervisory bodies where we are legally required to do so;
• professional advisers such as legal advisers or auditors, where necessary.

International transfers

Some of our service providers may be located outside the European Economic Area (EEA). Where this is the case, we ensure appropriate safeguards are in place, such as standard contractual clauses, to protect your personal data.

How long do we keep your personal data?

We do not keep your personal data longer than necessary. How long we retain your data depends on the purpose for which it was collected.

In general, we apply the following retention periods:

• Website visitors: technical and security-related data (such as logs) is usually kept for up to 12 months, unless we need it longer to investigate security incidents or misuse.
• Business contacts: personal data is kept as long as necessary for the purposes which are mentioned in this statement;
• Newsletter subscribers: we keep your data for as long as you remain subscribed. After you unsubscribe, we may keep a minimal record to ensure we respect your opt-out.
• Job applicants: application data is kept for up to 4 weeks after the recruitment process ends, unless you give consent to keep your details longer (for example, for future job opportunities, up to 12 months).

After onboarding: certain information must be kept longer to meet legal and administrative obligations. We only retain such data for as long as required by law or necessary for these purposes.

When retention periods expire, we securely delete or anonymise your personal data.

How to exercise your Privacy Rights

You have the following rights:

• The right to access your personal data
• The right to rectify personal data
• The right to restriction of processing
• The right to removal of your personal data
• The right to data portability
• The right to object against the processing of your personal data
• The right to not be subjected to automated decision-making, including profiling

If the processing of your data is based on consent, you can withdraw your consent at any time.

How do we protect your personal data?

We take the protection of your personal data seriously and use appropriate technical and organisational measures to keep it secure.

These measures include, for example:

• access controls to ensure that only authorised persons can access personal data;
• encryption and secure storage of data;
• monitoring and logging to detect and prevent unauthorised access or misuse;
• regular review and improvement of our security measures.

We continuously work to protect your data against loss, misuse, unauthorised access and disclosure.

What rights do you have?

Under the GDPR, you have several rights regarding your personal data. You have the right to:

• access the personal data we process about you;
• have incorrect or incomplete data corrected;
• request deletion of your personal data in certain situations;
• restrict or object to the processing of your personal data;
• withdraw your consent at any time, where processing is based on consent;
• receive your personal data in a structured, commonly used format, where applicable.

If you would like to exercise any of these rights, you can contact us using the details below. To protect your privacy, we may ask you to verify your identity before responding to your request.

We aim to respond to requests within one month, in line with applicable data protection laws.

Questions, complaints or contact

If you have questions about this privacy statement or how we process your personal data, you can contact us at:

FinDock
De Bleek 7
3447 GV Woerden
The Netherlands
dataprotection@findock.com

If you believe that we are not handling your personal data correctly, you also have the right to file a complaint with the relevant supervisory authority. In the Netherlands, this is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

We may update this privacy statement from time to time. The most recent version will always be available on our website.

Last updated: February 2026

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