1. Who We Are
At Stellan Tax & Administration, we value your privacy and are committed to protecting your personal data. This Privacy Statement explains what personal data we collect, why we collect it, how we use it, how we protect it, and the rights you have regarding your personal data. We process personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable Dutch and European privacy legislation.
Data Controller:
Stellan Tax & Administration
Realengracht 206
1013 AV Amsterdam
The Netherlands
Chamber of Commerce (KvK): 90147219
E-mail: stellan@stellantax.com
Website: www.stellantax.com
Telephone: +31 6 27570083
If you have any questions regarding this Privacy Statement or the way we process your personal data, please contact us using the details above.
2. Who Does This Privacy Statement Apply To?
This Privacy Statement applies to all individuals whose personal data is processed by
Stellan Tax & Administration, including:
- prospective clients;
- private individuals; freelancers;
- entrepreneurs;
- sole proprietorships;
- private limited companies (B.V.);
- partnerships;
- foundations and associations;
- website visitors;
- individuals contacting us by e-mail, telephone or through our contact form.
3. What Personal Data Do We Process?
Depending on the services we provide, we may process the following categories of
personal data.
Contact Information
- Full name
- Company name
- Postal address
- Telephone number
- E-mail address
Identification Data
Where legally required or necessary for our services, we may process:
- Citizen Service Number (BSN)
- Date of birth
- Place of birth
- Nationality
- Gender
- Passport or identity card details
- Copy of an identity document where required by law
Financial and Tax InformationTo provide accounting and tax services, we may process:
- Bank account details (IBAN)
- Financial administration
- Invoices
- Receipts
- Income and expense records
- Annual financial statements
- Payroll information
- Tax returns
- Tax correspondence
- Asset information
- Business information
- Other financial or tax-related documentation required to perform our services.
Family InformationWhere relevant for tax purposes, such as preparing Dutch personal income tax returns,
we may process personal data relating to:
- spouse or partner;
- fiscal partner;
- children;
- other family members where required under Dutch tax legislation.
Website Data
When you visit our website, we may automatically process technical information such
as:
- IP address;
- browser type;
- device information;
- date and time of your visit;
- security and server log information.
At this time, our website only uses strictly necessary cookies.
CorrespondenceWhen you contact us, we may process:
- your messages;
- attachments;
- notes relating to your enquiry;
- appointment details;
- correspondence required to provide our services.
4. Special Categories of Personal Data
In the course of providing tax and accounting services, we may process personal data
that requires additional protection, including:
- Citizen Service Numbers (BSN);
- financial information;
- tax records;
- copies of identity documents where legally required.
We only process such information where permitted or required by law, or where
necessary for the performance of our professional services.
5. Why Do We Process Your Personal Data?
We process personal data solely for legitimate and clearly defined purposes.
These purposes include:
- maintaining bookkeeping and financial administration;
- preparing annual financial statements;
- preparing and filing VAT returns;
- preparing and filing Dutch personal income tax returns;
- preparing and filing Dutch corporate income tax returns;
- providing tax advice;
- tax planning;
- preparing objections and appeals;
- communicating with the Dutch Tax Administration (Belastingdienst);
- responding to enquiries;
- preparing quotations;
- entering into and performing agreements with clients;
- complying with legal obligations;
- protecting the security of our systems and services.
6. Legal Basis for Processing
We only process personal data where we have a valid legal basis under the GDPR.Depending on the circumstances, processing is based on:
- the performance of a contract;
- compliance with a legal obligation;
- your consent, where required;
- our legitimate interests, such as safeguarding our business operations and
improving our services.
We only process personal data that is necessary for the relevant purpose and do not
collect more information than reasonably required.
7. How Long Do We Retain Your Personal Data?
We retain personal data only for as long as necessary to fulfil the purposes for which it
was collected, unless a longer retention period is required by law.
As a tax and accounting firm, we are subject to various statutory retention obligations,
including Dutch tax legislation.
Our standard retention periods are:- Accounting records and tax documentation: At least 7 years (or longer where required by law)
- Client files: As long as necessary for our professional services and applicable limitation periods
- Correspondence: As long as reasonably necessary for the engagement
- Quotations not resulting in an engagement: Up to 1 year
- Contact form submissions: Up to 1 year, unless they result in a client relationship
Once the applicable retention period has expired, personal data will be securely deleted
or anonymised where appropriate.
8. Use of Exact Online
To provide our accounting and tax services, we use Exact Online. Exact Online enables us to process financial records, invoices, receipts, tax documentation and other information necessary for providing our services.
Exact Online acts as a service provider and processes personal data in accordance with its own privacy and security standards. Further information can be found in the privacy documentation published by Exact Online.
9. Exact Scan & Recognise
Where applicable, we use Exact Scan & Recognise to process invoices, receipts and other accounting documents. These documents may contain personal data relating to clients, suppliers, employees or
other third parties. The processing of these documents is limited to providing the agreed accounting and
administrative services.
10. Documents Submitted by E-mail and Client Portal
Clients may provide documents through:
- Microsoft 365 e-mail;
- Exact Online;
- the secure Exact Online client portal.
Examples of documents we may receive include:
- Invoices;
- receipts;
- bank statements;
- annual income statements;
- payroll documents;
- tax correspondence;
- identification documents where legally required;
- other documents relevant to the engagement.
All information received is treated confidentially.
11. Bank Feeds (PSD2)
If you choose to connect your bank account to Exact Online, transaction data may be
imported into your accounting records.This may include:
- account holder details;
- IBAN;
- transaction history;
- payment descriptions;
- balances;
- transaction dates.
Bank feeds are established through secure banking connections supported by Exact Online and authorised payment service providers. We never receive or store your online banking passwords or login credentials.
12. Sharing Personal Data
We never sell your personal data.
Personal data is only shared where necessary:
- to perform our professional services;
- to comply with legal obligations;
- to safeguard the security and continuity of our services.
Depending on the engagement, personal data may be shared with:
- Exact Online;
- Microsoft 365;
- Google Workspace;
- hosting providers;
- IT service providers;
- the Dutch Tax Administration (Belastingdienst);
- financial institutions where required;
- government authorities where legally required.
Where required under the GDPR, we enter into appropriate contractual arrangements
with service providers processing personal data on our behalf.13. International Transfers
Some of the software providers we use, including Microsoft, Google and Webflow, may
process personal data outside the European Economic Area (EEA).Where personal data is transferred internationally, appropriate safeguards are implemented in accordance with the GDPR, including:
- European Commission Standard Contractual Clauses (SCCs);
- adequacy decisions;
- other legally recognised transfer mechanisms.
14. How We Protect Your Personal Data
Protecting your personal data is a priority for Stellan Tax & Administration.
We have implemented appropriate technical and organisational security measures,
including:- encrypted website connections (SSL/TLS);
- secure cloud storage;
- access controls;
- strong password policies;
- multi-factor authentication where available;
- regularly updated software;
- antivirus and endpoint protection;
- restricted access to client information based on business necessity.
Although we take appropriate precautions, no method of electronic communication or
online storage can be guaranteed to be completely secure.
15. Your Rights
Under the GDPR, you have several rights regarding your personal data.
Subject to applicable legal requirements, you may request:- access to your personal data;
- correction of inaccurate information;
- deletion of personal data;
- restriction of processing;
- transfer of your personal data (data portability);
- objection to certain processing activities;
- withdrawal of consent where processing is based on consent.
We aim to respond to all requests within one month.Where permitted by law, this period may be extended if a request is particularly complex or involves multiple requests. To protect your privacy, we may ask you to verify your identity before responding.
16. Complaints
If you have any questions or concerns regarding the way we process your personal
data, we encourage you to contact us first.
E-mail:
info@stellantax.com
If you remain dissatisfied, you have the right to lodge a complaint with the Dutch Data
Protection Authority:
Autoriteit Persoonsgegevens
https://autoriteitpersoonsgegevens.nl
17. Changes to This Privacy Statement
We may update this Privacy Statement from time to time to reflect changes in legislation, our services or our data processing practices. The latest version will always be available on our website. We recommend reviewing this Privacy Statement periodically.
18. Contact
Stellan Tax & Administration
Realengracht 206
1013 AV Amsterdam
The Netherlands
Chamber of Commerce (KvK): 90147219
E-mail: info@stellantax.com
Website: www.stellantax.comTelephone: +31 6 27570083