Privacy Statement

Which personal data do we process?

We process the following personal data:

Customers and prospects
 From customers and prospects, we process the following personal data:

• First and last name
• Address, city
• Phone number
• Email address
• Gender
• Job title and organization
• Contact history
• Participation details (at events, meetings, or webinars)
• Data you actively provide via forms (e.g., contact or registration forms)

Website visitors
 When you visit our websites, we process the following personal data (with or without cookies):

• IP address
• Location data based on IP address
• Browser and device type
• Social ID
• Cookie ID (see our cookie statement for more)
• Browsing and click behavior on our websites

We process this data only for the purposes described in this privacy statement.

Why do we process this personal data?

We process personal data for various clearly defined purposes. Depending on how you interact with Aviva Solutions, we use your personal data for the following purposes:

1. Customer administration and service
In our customer administration, we track which organizations are Aviva Solutions customers and who their contact persons are. These personal data are mainly processed in our CRM and other internal systems and portals used for sales, account management, and service, not exclusively via our website.

We process personal data for purposes including:

• preparing, sending, and following up on quotes;
• entering into and executing agreements and contract management;
• account and relationship management with (B2B) contacts;
• planning and organizing appointments, meetings, events, and user sessions;
• maintaining contact via various channels such as phone, email, and social media (e.g., LinkedIn).

Additionally, we process personal data for invoicing and financial administration, including payments and complying with legal administrative obligations.

Legal Bases
 We process personal data for these purposes based on:

• Performance of a contract, for customer administration, services, quotes, contract management, and account management;
• Legal obligation, for invoicing and financial administration (such as tax and accounting retention requirements);
• Legitimate interest, for maintaining business relationships and communication with existing customers and prospects in a B2B context.

When processing based on legitimate interest, we balance our interest in maintaining business relationships against your privacy rights. You can object to this processing at any time, for example, against relationship-focused or direct marketing communications. After an objection, we will stop this processing as soon as possible.

2. Newsletters and Mailings
You can subscribe to various newsletters and mailings from us. These may be personalized or not.

• Non-customers receive our newsletters and mailings only based on consent.
• Existing customers can be informed based on legitimate interest, for example, to keep them updated on relevant developments, services, or events.

You can unsubscribe anytime easily via the unsubscribe link in every email. After unsubscribing, you will no longer receive newsletters or mailings.

3. Marketing
For our marketing and communication activities, we process personal data such as IP address, cookie ID, social ID, and browsing and click behavior. We do this to:

• measure and optimize our campaigns;
• make content and ads more relevant;
• promote our services through various channels.

Ads and Social Media
We use advertising platforms and social media (like LinkedIn, Facebook, and X) to show ads. This may be based on:

• general target groups;
• website visits (via cookies or pixels);
• interests and interactions with our content.

We do not sell personal data to third parties. Personal data is only shared with parties processing it on our behalf, such as ad platforms and marketing tools. We have appropriate agreements with these parties, such as data processing agreements.

We do not use uploading email addresses or other directly identifiable personal data for so-called custom or matched audiences, unless explicit consent has been given.

Leadinfo B.V.
We use the lead generation service of Leadinfo B.V., Rotterdam, Netherlands. The tool recognizes company visits to our website based on IP addresses and provides us publicly available information, like company names or addresses. Leadinfo also places two first-party cookies to evaluate user behavior on our website and processes domains from form entries (e.g., "Leadinfo.com") to correlate IP addresses with companies and improve services. More info is available at www.leadinfo.com. On this page: https://www.leadinfo.com/en/opt-out you have an opt-out option. After opting out, your data is no longer recorded by Leadinfo.

Profiling
For marketing purposes, we may use profiling, for example, segmenting website visitors and contacts based on interests, behavior, or interactions with our website or communications. We do this only to:

• show more relevant content, communication, and ads;
• better tailor our marketing to the target audience.

We do not make automated decisions with legal or significant effects for you. Profiling only influences which marketing messages you might see.

Legal basis and objection
We process personal data for marketing purposes based on:

• consent, for example for tracking cookies and newsletters to non-customers;
• legitimate interest, especially in B2B marketing and relationship communication.

When processing based on legitimate interest, we balance our marketing interest with your privacy rights. You can object to direct marketing, including profiling, at any time. After an objection, we will stop this processing.

In addition, you can indicate through the settings of the respective social media platforms that you do not want to receive personalized ads.

4. Service Improvement
We also process personal data to improve our service. We use web analytics tools and email statistics to gain insight into the use of our websites and communication.

For example, we analyze:

• click and browsing behavior on our website to determine which pages and articles are most visited;
• email open and click statistics to assess if our communication is relevant and effective.

Legal Grounds
 This processing is based on:

• consent, when it concerns placing and reading analytical or marketing cookies through our website;
• legitimate interest, to improve our services, communication, and websites. We balance our interest in quality improvement against your privacy interests.

You can adjust your cookie preferences at any time via our website's cookie settings. You can also object to processing based on legitimate interest via the contact details in this privacy statement.

Data Subject Rights

Under the GDPR, everyone has rights regarding their personal data. We do our utmost to respect and handle these rights carefully. If you have questions, comments, or want to exercise one of your rights, you can contact us at info@avivasolutions.nl or +31 71 710 74 74.

We respond to your request no later than one month. If necessary, this period can be extended by up to two months; we will inform you in that case.

1. Access and Information
You have the right to see which personal data we process about you. We also inform you about the purpose of processing and how it is done.

2. Rectification
If you suspect we process inaccurate or incomplete personal data about you, you can request us to correct it.

3. Erasure (Right to be Forgotten)
You can request us to delete your personal data. In some cases, we are required to keep certain data longer, for administrative or legal purposes.

4. Restriction of Processing
If you believe we process your personal data unlawfully or inaccurately, you can request to restrict processing temporarily.

5. Objection to Processing (Including Direct Marketing)
You have the right to object to the processing of your personal data, especially when it is done for direct marketing or relationship communication. Upon receiving an objection, we will stop such processing as soon as possible.

Data Portability

Portability is a GDPR right allowing you to receive your personal data or have it transferred to another organization. This right applies only to personal data we process digitally and on the basis of your consent or a contract.

If you want to use this right, please contact us at info@avivasolutions.nl or +31 71 710 74 74.

1. Withdrawal of Consent
You can withdraw your consent for personal data processing at any time, for example, for receiving email newsletters or using cookies. You can contact us using the contact details in this privacy statement.

Withdrawing consent does not affect processing that occurred before the withdrawal.

2. Filing a Complaint
If you think we do not comply with privacy laws, we would like to hear from you. You can file a complaint with the Dutch Data Protection Authority through this form: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons

Retention Periods

We do not retain personal data longer than necessary for the purposes for which it is processed. We apply at least the following retention periods:

• Leads and Prospects
   Personal data of leads and prospects is kept for up to 24 months after the last contact, unless a customer relationship is established or you object to further processing sooner.
• Newsletter Subscriptions
   Personal data used for sending newsletters is retained until the moment of unsubscription.
• Customers and Customer Contacts
   Personal data of customers and contacts is kept during the contract term and up to 24 months after for account and relationship management, unless a longer retention period is legally required.
• Billing and Financial Data
   Data included in our financial administration is kept for 7 years, in accordance with legal tax retention obligations.
• Website Data and Cookies
   Data collected via cookies and web analytics is retained according to the periods stated in our cookie statement, unless you withdraw your consent earlier.

If legal obligations or ongoing procedures require it, personal data may be kept longer.

Legal Bases for Processing

Aviva Solutions processes personal data only when there is a valid legal basis, as set out in the GDPR. We use the following bases:

• Legal Obligation
   For example, for maintaining our financial and tax records.
• Performance of a Contract
   For example, for customer administration, services, quotes, contract management, and event participation.
• Legitimate Interest
   For example, for B2B marketing, relationship management, maintaining contact with customers and prospects, and improving our services.
   We carefully balance our interests against your privacy rights. You can object at any time, especially to direct marketing.
• Consent
   For example, for receiving newsletters by non-customers and for using tracking and marketing cookies. You can withdraw your consent at any time.

Links

The Aviva Solutions websites contain links to other organizations' websites. We are not responsible for how those parties process personal data. You can read the privacy statement of the respective organization for more information.

Cookie Statement

We use cookies on our websites to improve our services, ensure optimal website functionality, efficiently run campaigns, and for the purposes described in our privacy policy.

Cookies are small text files placed on a PC, tablet, or mobile phone by a webpage. The following websites place cookies or similar technologies (hereafter: "cookies"):

• https://www.avivasolutions.nl

You can give consent for placing cookies on the respective website.

Traffic Insight

Aviva Solutions uses Google Analytics to gain insight into the use of our websites. For this, analytics cookies are placed on your computer or mobile device. These cookies help us analyze how visitors use our websites so we can improve their operation and content.

We have configured Google Analytics to be privacy-friendly. This means, among other things, that:

• IP addresses are anonymized before processing;
• the collected data is not used for other Google services.

Through Google Analytics, we process only aggregated and anonymized statistics about website visits. Among other data, the following (anonymized) information is processed:

• IP address (anonymized);
• technical details, such as browser type and screen resolution;
• from which page you visit our website;
• when and how long you visit our website;
• whether you use features on our website;
• which pages you visit.

Data collected via analytics cookies is retained for up to 26 months.

Additionally, we use Leadinfo to recognize business website visits based on IP addresses. IP addresses are anonymized here too and used only to link publicly available company info. More info is available in the Leadinfo section and our cookie statement.

You can refuse analytics cookies or adjust your preferences through our website's cookie settings.

Functional

Functional cookies are placed during your visit to our websites. These control, among other things, how often third-party apps may request information. Functional cookies allow you to like or share an article directly from our websites.

Marketing Automation

We strive to offer a relevant experience on our websites and in our communications. To do this, we use marketing automation solutions. These enable us to personalize content, prefill data in forms, and send targeted email newsletters.

This marketing automation may include profiling, where we estimate interests and preferences based on your interactions with our website, emails, or content. We do this solely to better tailor our communication and marketing.

Legal Grounds
This processing is based on:

• consent, e.g., for the use of tracking and marketing cookies;
• legitimate interest, mainly in a B2B context, for relationship management and sending relevant communication.

We do not make automated decisions with legal or significant effects for you. You can object anytime to this type of marketing and profiling using the contact details in this privacy statement.

Advertising

To optimize our advertising efforts, we use advertising and tracking cookies. These cookies help us show Aviva Solutions ads via social media and other online channels to visitors who have previously visited our websites.

Setting and reading these cookies may result in profiling where your website behavior is used to estimate interests to make ads more relevant.

Legal Basis
This processing takes place only with your consent given via our website's cookie settings. You can withdraw or change this consent at any time.

You can also set your preferences on social media platforms to avoid personalized ads.

Deleting Cookies

The easiest way to delete cookies is through your browser. Below is a list of the most popular browsers and links to information on how to delete cookies in each:

• Google Chrome: https://support.google.com/chrome/answer/95647?hl=nl
• Mozilla Firefox: https://support.mozilla.org/nl/kb/cookies-informatie-websites-computer-opgeslagen?redirectlocale=nl&redirectslug=cookies-informatie-websites-op-uw-computer-opslaan
• Internet Explorer: https://support.microsoft.com/nl-nl/help/17442/windows-internet-explorer-delete-manage-cookies
• Safari: https://www.apple.com/legal/privacy/nl/cookies/
• Opera: http://help.opera.com/Linux/10.10/nl/cookies.html

Koudekerk aan den Rijn, January 7, 2026