Last updated (May 2026)
This policy explains what personal data Aevean collects through our website, why we collect it, and the rights you have over it. We aim to keep it short and clear.
Who we are
Aevean (Aevean B.V.) is the data controller for personal data collected through this website.
Registered address: Herengracht 104K, 1015BS Amsterdam, The Netherlands
Privacy contact: privacy@aevean.com
Scope
This policy covers personal data we collect through our public website and the login process for our client portal. Business data that clients upload to or generate within the portal is governed by the service contract between Aevean and the client, not by this policy.
What we collect and why
We collect personal data in five situations:
- Contact form inquiries. When you fill in our contact form with a general inquiry, we collect your name, email address, company (if provided), and the content of your message. We use this only to respond to you. Please do not include confidential commercial information in this form.
- Job applications. When you apply for a vacancy through our website, we collect your name, email address, phone number (if provided), CV or resume, cover letter, and any other information you choose to submit. We use this to assess your application, communicate with you during the recruitment process, and, if you are hired, to start your employment file. Please do not include sensitive personal data (such as health information, religion, or political views) unless it is necessary for your application.
- Client portal. When you log into our client portal, we collect your email address, an encrypted password, and, if you enable it, multi-factor authentication details. We also record activity such as login times, IP address, and actions taken in the portal. We use this to authenticate you, secure your account, and keep an audit trail. Account credentials are only used to give you access to the services your employer or organization has contracted with us.
- Website analytics. We use privacy-friendly analytics tools to understand which pages visitors view, where traffic comes from, and how people navigate the site. These tools do not use cookies, do not track you across other sites, and do not collect information that identifies you personally. We only see aggregate statistics.
- Server logs. Our hosting provider automatically records technical information such as IP address, browser type, and pages requested. We use this for security and to keep the site running.
Legal basis (for visitors in the EU/UK)
We rely on the following lawful bases under GDPR:
- Contact form inquiries: our legitimate interest in responding to people who contact us.
- Job applications: steps taken prior to entering an employment contract at your request, and our legitimate interest in managing our recruitment process. Where you ask us to keep your application on file for future opportunities, we rely on your consent.
- Client portal access: performance of the service contract between Aevean and your organization, and our legitimate interest in securing the portal and maintaining an audit trail.
- Analytics: our legitimate interest in measuring aggregate site usage to improve the website. As our analytics tool does not identify individuals, no consent is required.
- Server logs: our legitimate interest in operating a secure website.
Sharing
We do not sell personal data. We share data only with:
- Service providers who help us run the site and our business, including our hosting provider, email provider, and analytics tool. These providers process data on our instructions and under contractual safeguards.
- Our employees on a need-to-know basis. Job application data is accessible only to the hiring team and HR.
We may also disclose data if required by law.
International transfers
Our service providers may process data outside your country, including in the United States and other regions. Where required, we rely on Standard Contractual Clauses or equivalent safeguards to protect your data.
How long we keep data
- Contact form inquiries: up to 24 months after our last contact with you, then deleted.
- Job applications: if you are not hired, we delete your application within 6 months of the recruitment decision, unless you give us consent to keep it longer for future opportunities (up to 24 months). If you are hired, your data becomes part of your employee file and is retained under our employee data policy.
- Client portal accounts: active for as long as your organization has a contract with us. After the contract ends, we delete or anonymize accounts within 90 days. Login and audit logs are kept for up to 24 months for security.
- Analytics: aggregated and retained for up to 12 months.
- Server logs: up to 90 days.
Your rights
Depending on where you live, you have rights over your personal data. These include the right to access, correct, delete, or export your data, and to object to or restrict certain processing. EU/UK visitors have these rights under GDPR. California residents have similar rights under the CCPA, including the right to know what we collect and to request deletion. We do not sell personal information.
To exercise any of these rights, email us at privacy@aevean.com. We will respond within 30 days.
You also have the right to lodge a complaint with a supervisory authority in your country.
Cookies
This website uses only essential cookies needed to make the site and the client portal work, such as session, authentication, and security cookies. We do not use marketing or tracking cookies. Our analytics tool does not set cookies on your device.
Changes to this policy
We may update this policy from time to time. When we do, we will update the effective date at the top. Material changes will be highlighted on the website. The privacy policy was last amended in May 2026.
Contact
For any questions about this policy or your personal data, email privacy@aevean.com.
