Disclaimer & privacy

SOOF Finance takes the careful handling of personal data seriously. This statement sets out which personal data we process, what we process it for, on which legal basis, and how long we keep it. The disclaimer that applies to the use of this website is at the foot of the page.

This statement applies to SOOF B.V., SOOF Nederland B.V., SOOF Factoring B.V. and SOOF Finance B.V., together referred to below as "SOOF".

Contact details of the controller

SOOF acts as controller within the meaning of the General Data Protection Regulation (GDPR) for the processing of your personal data. You can reach us at:

• Telephone: +31 (0)6 51 950 524
• Email: jvanaalst@sooffactoring.nl
• Postal address: Schuitegatstraat 37, 2225 MD Katwijk, the Netherlands

Who this statement applies to

We process personal data of four groups:

• Clients and applicants, and their contacts, directors and ultimate beneficial owners
• Debtors of our clients, and their contacts
• Accountants, intermediaries and advisers we work with
• Visitors to our website, including anyone who completes the Quickscan or a form

Which personal data we process

From you as a client or applicant

• First name and surname, job title and contact details such as address, telephone number and email address
• Date of birth and identity document details, to the extent we are legally required to establish them
• IBAN, payment details and payment history
• Financial information about your business, such as annual accounts, interim figures, receivables lists, stock lists and valuation reports
• Details of existing finance and security, including pledges held by your bank
• Credit reference information
• The content of correspondence, and the invoices and agreements you send us
• The answers you give in the Quickscan or in an application or contact form

From debtors of our clients

• Name, address and contact details of the debtor and their contacts
• Invoice and receivable details
• Payment behaviour and payment history
• Credit reference information
• Correspondence about the receivable

From visitors to our website

• IP address, internet browser and device type
• Information about your activity on the website, for example your click behaviour
• The details you leave in a form yourself

Around our offices

• Footage from the cameras on the outside of our offices

Where this data is necessary to enter into or perform an agreement, providing it to us is a requirement. If you do not provide it, we cannot guarantee proper performance of the agreement. Where a processing operation is required by law, we inform you of that and of the consequences of not providing the data.

Besides what you supply yourself, we may obtain data from the Dutch Trade Register, the Land Registry and other public sources. We also receive personal data of their debtors from our clients.

What we process your personal data for

Contact and information requests

We use your data to send you the information you have requested, to stay in touch about your application or agreement, and to handle questions and complaints.

Assessing a finance application

We assess whether and how we can finance you. That includes analysing your figures, assessing your receivables book, establishing the value of your stock or property, and assessing your creditworthiness. This also applies to the data you leave in the Quickscan.

Performing the agreement

Per form of finance we process your data for:

• Factoring: checking the receivables you submit, taking them over and advancing against them in whole or in part, and buying or selling back a receivable where that has been agreed with you
• Inventory finance: establishing and periodically reviewing the stock value on the basis of your stock lists and reports
• Business loan: providing and administering the loan, the repayments and the interest

If you combine several forms of finance, we also process your data to keep track of how they interact.

Security and taking over an existing pledge

Where your receivables, stock or property are already held as security by your bank, we coordinate the takeover of that pledge. For that we exchange data with your bank and with the advisers involved, and we record security.

Receivables management and collection of receivables taken over

We process personal data in order to send accounts, reminders and demands to debtors, to remind a debtor of an outstanding receivable by telephone, and to have a court collection procedure carried out or coordinated.

Checking the creditworthiness of debtors

We carry out checks on debtors, with the help of third parties where necessary. That is how we determine whether we take over your credit risk, whether it is sensible to start a court collection procedure, and whether we need to inform you of an increased credit risk.

Credit insurance

With factoring we work with credit insurance. For that we share data about you and your debtors with the credit insurer.

Identification, sanctions and fraud screening

We establish the identity of clients, their directors and ultimate beneficial owners, and carry out checks against sanctions lists and fraud databases. We do this to comply with laws and regulations and to investigate, prevent and counter fraud.

Analysis of your website use

We analyse how you use our website in order to improve it, and to show information that is relevant to you.

Direct marketing

We use your data to send you newsletters, invitations, surveys and information about our services by email, telephone or post.

Anonymous statistical research

We use anonymised data from our client base and from our website use for research into general trends. This concerns only data that cannot be traced back to an individual. On that basis we improve our services and our website.

Legal obligation

We provide information about you to third parties where we are required to do so under laws or regulations. That includes investigating authorities, supervisory bodies and the Dutch Tax Administration.

Premises security

We record camera footage on the outside of our offices. We do this to prevent unauthorised access to the office and to protect our property.

The legal basis on which we process

We process your personal data where we are legally required to do so, and where the processing is necessary to perform the agreement you enter into or have entered into with us. We also process data in pursuit of a legitimate interest. That interest is legal, financial or commercial in nature. We have a legitimate interest in these situations, among others:

• assessing a finance application and carrying out risk analyses
• assessing your creditworthiness or that of a debtor
• creating, managing and taking over security, and coordinating that with your bank
• preventing and detecting fraud
• answering questions and handling complaints
• sending information about our other services to existing clients
• presenting relevant content on our website
• defending against legal claims
• carrying out our business activities and protecting our property

Some data we process because you have given consent for it, for instance for analytical and marketing cookies and for our newsletter. You have the right to withdraw that consent at any time. That does not affect the lawfulness of processing before the withdrawal.

Sharing personal data with third parties

For the purposes described in this statement we share personal data within the SOOF group.

We also share data with third parties, only for the purposes named above and solely on the bases named. These are the categories:

• your bank and other existing financiers, where we take over an existing pledge or create new security
• credit insurers
• valuers and stock inspectors, for establishing the value of stock or property
• notaries, accountants, lawyers and other advisers, to the extent necessary to perform the agreement
• credit reference agencies and bodies for creditworthiness, sanctions and anti-fraud screening
• collection partners, bailiffs and judicial bodies when collecting a receivable
• IT suppliers, hosting parties and the agency that manages our website
• suppliers in the field of communication and marketing distribution

Otherwise we provide your personal data to third parties only with your prior consent, where it is necessary in pursuit of our interest, or where we are required to do so under laws and regulations. It is possible, for example, that the police request data from us as part of a fraud investigation. In that case we are legally obliged to provide it.

Third parties to whom we provide your personal data are themselves responsible for complying with privacy law. We are not responsible and not liable for the processing by these third parties. Where a third party processes your data on our behalf, in the capacity of processor, we conclude a processor agreement with that party that meets the requirements of the GDPR.

We do not transfer your personal data to a country outside the European Economic Area or to an international organisation.

Cookies

Our website uses cookies and similar techniques. Functional cookies are necessary to make the website work. We place analytical and marketing cookies only if you give consent for them. You can adjust your choice at any time through the cookie settings on the website.

Security of your personal data

We take appropriate security measures against misuse, loss, unauthorised access, unwanted disclosure and unauthorised alteration. Only the people who need your data have access to it. That access is restricted, our website is secured with techniques such as firewalls, and our measures are checked regularly by external parties.

If you have the impression that your data is not properly secured, or there are signs of misuse, please get in touch at jvanaalst@sooffactoring.nl.

How long we keep your data

We do not keep personal data longer than is necessary for the purposes in this statement, or than is legally required. Specifically:

• Client data: up to 2 years after the file has been closed. We close a file after termination, or once we have established that the relationship is inactive. With factoring that is the case when no receivables have been submitted for more than 6 months. With inventory finance and a business loan it is after the financing ends or has been repaid in full. In both cases there must be no current receivables or obligations left.
• Data connected with receivables and with our records: 7 years under the statutory retention obligation, and deleted within a year after that
• Data from an application or Quickscan that does not lead to an agreement: 12 months
• Identification data we are legally required to record: the period prescribed by law
• Data for direct marketing: until you withdraw your consent or object
• Camera footage: a maximum of 4 weeks, unless an incident has been recorded on it

Your rights

You have the right to access, correct or delete your personal data. You also have the right to request restriction of the processing, the right to object to the processing, and the right to data portability. That last right means you can ask to receive your data in a structured, commonly used and machine-readable format, or to have it transferred to an organisation you name.

Do you want to exercise one of your rights? Send your request to jvanaalst@sooffactoring.nl. Our other details are on the contact page.

To prevent misuse, we may ask you to identify yourself with a copy of a valid identity document before we handle your request. In that copy, please mask your photo, the MRZ (the strip of numbers at the foot of the passport), your passport number and your citizen service number. You can use the Dutch government's KopieID app for this, for example. That is to protect your own privacy.

We respond to your request as quickly as possible, and within one month at the latest. If your complaint concerns our services, we handle it under our complaints procedure. If it concerns the processing of your personal data and we cannot resolve it together, you can lodge a complaint with the Dutch Data Protection Authority through its tip-off form.

Automated decision-making

There is no automated decision-making. A finance application is always assessed by a person. The outcome of the Quickscan is also an indication, not a decision.

Changes to this statement

We reserve the right to amend this statement unilaterally by adjusting this page. Please consult this page regularly. In the event of a material change, a clear notice will follow through our website.

Disclaimer

Information on this website

We compile the content of this website with care. Even so, we cannot guarantee that all information is complete, correct and up to date at all times.

No advice and no offer

Nothing on this website is financial, tax or legal advice, and nothing is an offer. You cannot derive any rights from the amounts, percentages, examples and cases mentioned, or from the outcome of the Quickscan. Financing is only formed after a written agreement. All our agreements are subject to our general terms and conditions.

Cases

The cases on this website are based on situations from our own practice and are published anonymised. Names, companies, amounts and other details have been changed, so that they cannot be traced back to individual clients. A case describes one situation and says nothing about the outcome in your case.

Client statements

The client statements on this website come from clients of SOOF and are published with their consent. They describe an individual situation and say nothing about the outcome in your case.

Links to other websites

This website contains links to third party websites. We have no influence over their content and privacy policies and are not responsible for them.

Intellectual property

All text, imagery, logos and design on this website are the property of SOOF or of our licensors. Reproduction or reuse is permitted only with our prior written consent.

Liability

We are not liable for loss arising from the use of this website or from its temporary unavailability, except in the event of intent or wilful recklessness on SOOF's part.