Privacy Policy Ernica Mediation & Coaching

Last updated on 17-12-2025

At Ernica Mediation & Coaching, we place great importance 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. Changes will be published on this page, and for significant changes, we will inform you by email. 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 provide our services, communicate, and improve our website.
  • Sensitive data is additionally secured, for example with encryption.
  • You have rights, such as access to your data or the right to deletion.
  • Questions? Contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

1.  What data do we collect?

We collect the following data:

  • Personal and contact details: Name, email address, phone number, and postal address, for example when you contact us or register for our services.
  • Data related to mediation or coaching: Information about your personal circumstances, conflicts, or goals that you share during sessions or via forms. This may include special categories of personal data, such as health data or family circumstances.
  • Financial data: Payment information when you pay for our services.
  • Communication data: Copies of our correspondence (e.g., emails, contact forms) and notes from conversations.
  • Technical data: IP address, browser type, and device information, mainly for security and website analysis. We anonymize this data where possible.
  • Data from third parties: Information from social media channels if you communicate with us through those channels.

Note: We do not collect copies of identity documents unless legally required (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 with a legal basis, such as a contract, your consent, a legal obligation, or our legitimate interest. Below is an overview:

Purpose   Data Why? Legal basis
Registration and service provision   Name, contact details, financial data, mediation/coaching data To register you as a client, draft agreements, process payments, and carry out mediation or coaching trajectories. Performance of a contract
Communication   Contact details, communication data To respond to your questions, requests, or complaints and to inform you about our services or changes to our policy. Performance of a contract, legitimate interest (customer management)
Improvement of services   Anonymized technical data, feedback To analyze and improve our website and services, for example through anonymous statistics. Legitimate interest (service optimization)
Marketing   Contact details To send you 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 processed only with your explicit consent and exclusively for the provision of mediation or coaching services. We sometimes combine data to improve our services but anonymize it where possible so that you are not identifiable.

3. Marketing communication

We only send you marketing messages (such as newsletters) if you have given explicit consent. You can unsubscribe at any time via:

  • The “unsubscribe” link in our emails.
  • An email to This email address is being protected from spambots. You need JavaScript enabled to view it..

Unsubscriptions are processed immediately.

4. With whom do we share your data?

We only share your data with third parties if this is necessary for our services or legally required. These include:

  • Payment providers: Mollie and MoneyMonk for processing payments.
  • IT service providers: For website hosting, email services, and customer management (with data processing agreements).
  • Professional advisors: Accountants or lawyers for accounting or legal advice.
  • Government authorities: Only if legally required, such as in response to a court order.

Data processed outside the European Economic Area (EEA) is protected by EU model contracts 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?

We take appropriate measures to secure your data:

  • Our website uses HTTPS for encrypted data transmission.
  • Sensitive data, such as notes about mediation or coaching, is stored encrypted and accessible only to authorized personnel.
  • We conduct regular security checks.
  • Third parties processing your data must comply with our security requirements through data processing agreements.

In the event of a data breach, we will report it to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, AP) within 72 hours, as required by the GDPR.

6. How long do we retain your data?

We retain your data only as long as necessary:

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

After these periods, your data will be deleted or anonymized for statistical purposes.

7. Your rights

Under the GDPR, you have the following rights:

  • Access: Request a copy of your data.
  • Rectification: Have incorrect or incomplete data corrected.
  • Erasure: Request deletion of your data (in certain cases).
  • Restriction: Request restriction of the processing of your data.
  • Data portability: Receive your data in a structured format.
  • Objection: Object to processing based on legitimate interest.
  • Opt-out of marketing: Stop marketing communication at any time.

Contact us using the details below to exercise your rights. We will process requests within one month. If you are not satisfied, you can file a complaint with the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl).
Contact details:

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

For access requests, we ask for your name, email address, and a brief description of the desired data. In exceptional cases, we may request 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 cookies or tracking cookies without your consent. You can set your preferences via our cookie banner. You can also manage cookies through your browser settings, but this may limit the website's functionality.
More information about cookies can be found at www.youronlinechoices.com.

9. Questions or complaints

Do you have questions about this policy or wish to exercise your rights? Contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.l or the postal address above. We are happy to resolve any issues. You can also file a complaint with the Dutch Data Protection Authority.