Privacy Policy Ernica Mediation & Coaching

Last updated on 17 December 2025

At Ernica Mediation & Coaching, we place great value on your privacy. This privacy policy describes how we collect, use, share and protect your personal data in connection with our website ernica.nl and our mediation and coaching services. If you do not agree with this policy, we recommend that you do not use our website or services. We may update this privacy policy from time to time. We will publish any changes on this page and inform you by e-mail of any significant changes. Please review this policy regularly to stay informed.

Summary

• We only collect data necessary for our mediation and coaching services, such as contact details and, where relevant, information about personal circumstances.
• We use your data to deliver our services, communicate with you and improve our website.
• Sensitive data is given extra protection, for example through encryption.
• You have rights, such as access to your data or the right to erasure.
• Questions? Contact us at info@ernica.nl.

1. What data do we collect?

We collect the following data:

• Personal and contact details: name, e-mail address, phone number and postal address, for example when you contact us or register for our services.
• Data about mediation or coaching: information about your personal circumstances, conflicts or goals, shared during sessions or via forms. This may include special categories of personal data, such as health or family-related information.
• Financial data: payment information when you pay for our services.
• Communication data: copies of correspondence (e.g. e-mails, contact forms) and notes from conversations.
• Technical data: IP address, browser type and device information, mainly for security and website analytics. We anonymise this data wherever possible.
• Data from third parties: information from social media channels if you interact with us through them.

Note: we do not collect copies of identity documents, unless legally required to do so (e.g. for anti-money-laundering legislation).

2. Why and how do we use your data?

We only use your data for specific purposes and on a lawful basis, such as a contract, your consent, a legal obligation or our legitimate interest:

Purpose	Data	Why?	Legal basis
Registration and service delivery	Name, contact details, financial data, mediation/coaching data	To register you as a client, draw up agreements, process payments and carry out programmes.	Performance of a contract
Communication	Contact details, communication data	To answer your questions, requests or complaints, and to inform you about our services or policy changes.	Performance of a contract, legitimate interest (client management)
Service improvement	Anonymised technical data, feedback	To analyse and improve our website and services.	Legitimate interest (service optimisation)
Marketing	Contact details	To send newsletters or offers, only with your explicit consent.	Consent
Legal obligations	Personal, financial and transaction data	To comply with tax, legal or regulatory obligations.	Legal obligation
Fraud prevention	Personal, financial and technical data	To detect and prevent fraudulent transactions or activities.	Legal obligation, legitimate interest (security)

Special categories of personal data: sensitive information, such as data about your health or personal circumstances, is only processed with your explicit consent and solely for the purpose of delivering mediation or coaching services. We may sometimes combine data to improve our services, but anonymise it wherever possible so you cannot be identified.

3. Marketing communications

We only send you marketing messages (such as newsletters) if you have explicitly consented to this. You can unsubscribe at any time via the “unsubscribe” link in our e-mails, or by e-mailing info@ernica.nl. Opt-outs are processed immediately.

4. Who do we share your data with?

We only share your data with third parties where necessary for our services or where legally required. These are:

• Payment providers: Mollie and MoneyMonk, to process payments.
• IT service providers: for website hosting, e-mail services and client management (under data processing agreements).
• Professional advisers: accountants or lawyers, for bookkeeping or legal advice.
• Government authorities: only where legally required, such as under a court order.

Data processed outside the European Economic Area (EEA) is protected through EU standard contractual clauses or other safeguards (GDPR Art. 46). We enter into data processing agreements with all third parties that process your data.

5. How do we protect your data?

• Our website uses HTTPS for encrypted data transfer.
• Sensitive data, such as notes from mediation or coaching sessions, is stored encrypted and only accessible to authorised staff.
• We carry out regular security checks.
• Third parties that process your data must meet our security requirements under data processing agreements.
• In the event of a data breach, we report it to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) within 72 hours, as required by the GDPR.

6. How long do we retain your data?

• Invoice data: 7 years, in accordance with tax legislation.
• Mediation/coaching data: 2 years after completion of the programme, unless otherwise agreed or legally required.
• Communication data: a maximum of 2 years, unless needed for ongoing matters.
• Technical data: anonymised after analysis or retained for a maximum of 1 year.

After these periods, your data is deleted or anonymised for statistical purposes.

7. Your rights

Under the GDPR, you have the following rights:

• Access: request a copy of your data.
• Correction: have incorrect or incomplete data corrected.
• Erasure: request deletion of your data (in certain cases).
• Restriction: request that processing of your data be restricted.
• Data portability: receive your data in a structured format.
• Objection: object to processing based on legitimate interest.
• Opt out of marketing: stop marketing communications at any time.

Contact us using the details below to exercise your rights. We handle requests within one month. If you are not satisfied, you can file a complaint with the Dutch Data Protection Authority.

Contact details:
E-mail: info@ernica.nl

For access requests, we ask for your name, e-mail address and a brief description of the data you would like. In exceptional cases, we may ask for additional verification.

8. Cookies

We use cookies to improve our website:

• Necessary cookies: for basic functions, such as navigation and security.
• Performance cookies: to collect anonymous statistics about website usage (e.g. via Google Analytics).

We do not place advertising or tracking cookies without your consent. You can set your preferences via our cookie banner. You can also manage cookies through your browser settings, though this may limit the website’s functionality. More information about cookies is available at www.youronlinechoices.com.

9. Questions or complaints

Do you have questions about this policy, or would you like to exercise your rights? Contact us at info@ernica.nl. We are happy to help resolve any issues. You may also file a complaint with the Dutch Data Protection Authority.