Privacy Statement Remails B.V.

This document was last updated on 7 June 2023.

Your privacy is of great importance to Remails B.V. (‘Remails’). During the processing of personal data Remails complies with the requirements of the applicable data protection legislation, like the General Data Protection Regulation. This means we:

  • Clearly specify our purposes before we process personal data, by using this privacy statement.
  • Limit our collection of personal data to only the personal data needed for legitimate purposes.
  • First ask for explicit permission to process your personal data in cases where your permission is required.
  • Take appropriate security measures to protect your personal data and we demand the same from parties who process personal data on our behalf.
  • Respect your right to access, correct or delete your personal data held by us.

Your personal data is safe with us, and we will always use it properly. Remails is the party responsible for all data processing mentioned in this privacy statement. In this privacy statement, we will explain what kind of personal data we collect and for which purposes within our online service or when you visit We recommend that you read it carefully.

If you have any questions regarding the processing of personal data, you can find the contact details of Remails at the end of this privacy statement.

Contact form
You can use our contact form or send us an e-mail to ask questions or make any request. For this purpose, we use your: 

  • First name
  • Last name
  • Email address
  • Phone number (optional)
  • Other personal information that you provide through your message.

We process this data to perform the agreement we have with you. We store this information until we are sure that you are satisfied with our response and 12 months thereafter. This way we can easily access the information in case you have any following questions and train our customer service to improve even more.

Handling your order and use of our service
Remails provides a software-as-a-service solution for organizations that automates e-mail traffic for the benefit of their business operations. You can apply for our service via our website. For the handling of your order and for providing the service we process the following personal data:

  • First name
  • Last name
  • Invoice address
  • Phone number
  • Email address

In order to use our service, we require you to register. We offer a free trial to new registrars. You have to provide your email address to receive the free trial. Thereafter, users can take the service paid. For registration of the paid service, we require the following personal data:

  • Account details

We need this data in order to perform the agreement we have with you. We store this information for as long as necessary for performance of the agreement, but at least for a period of 2 years after your order has been completed. Certain types of personal data will be retained for a longer period in order to comply with the tax retention period.

We will retain this data so that you do not have to re-enter it every time you visit our website, and in order to contact you in connection with the execution of the agreement, invoicing and payment, and to provide an overview of the products and services you have purchased from us.

We provide a newsletter that we send out occasionally to inform those interested in news, tips and information about our products and services. For this purpose, we use your:

  • First Name
  • Last Name
  • Email address

We process this data on the basis of your consent. We store this information until you cancel your subscription and up to two months afterwards. You may cancel your subscription to our newsletter at any time. Each newsletter contains a link to unsubscribe from our newsletter.

Providing data to third parties
We share your personal data with third parties only when permitted by current law. We may share your personal data with third parties because: 

  • we have engaged them to process certain data
  • it is necessary to execute the agreement with you
  • you give permission for this
  • we have a legitimate interest in this
  • we are legally obliged to do so (e.g., if the police require this in case of a suspected crime).

Parties that process personal data on our or your behalf include: 

  • IT-service providers
  • email service provider
  • Payment service provider

We may use parties based in a country outside of the European Economic Area (‘EEA’) to provide our services. We only use such a party if one of the following situations applies: 

  1. This recipient is located in a third country that the European Commission has designated as providing an adequate level of data protection (an adequacy decision).
  2. The recipient of the personal data provides adequate safeguards (e.g., through EU standard contractual clauses).
  3. We have obtained your express consent to do so.

We take security measures to reduce misuse of and unauthorized access to personal data. We take responsibility for the security of your personal data. We renew our security measures to ensure safe storage of personal data and keep track of what might go wrong.

Changes to this privacy statement
We reserve the right to modify this statement. We recommend that you consult this statement on a regular basis, so that you remain informed of any changes.

Inspection and modification of your data
You can always contact us if you have any questions regarding our privacy policy or wish to review, modify or delete your personal data. You have the following rights:

  • Right of access: you have the right to see what kind of personal data we processed about you
  • Right of rectification: you have the right to rectify any personal data we have processed about you, if this information is (partially) wrong
  • Right to complain: you have the right to file a complaint against the processing of your personal data by us, or against direct marketing
  • Right to be forgotten: you can file a request with us to remove any personal data we have processed of you
  • Right to withdraw consent: if you have given us your consent to process personal data, you may withdraw this consent at any time
  • Right to data portability: if technically possible, you have the right to ask us to transfer your processed personal data to a third party
  • Right to restriction of processing: you can file a request with us to (temporarily) restrict the processing of your personal data.

If you exercise any of the rights mentioned above, we might ask to identify yourself with a valid ID, to confirm it is your personal data. If so, it is important that you hide your social security number and photo.

We will usually respond to your request within one month. This term can be extended with a maximum of two months if the request is proven to be complex or tied to a specific right. You will be notified about a possible extension of this term.

If you want to file a complaint about our use of personal data, please send an e-mail with the details of your complaint to [email protected]. We will look into and respond to any complaint we receive.

If you think that we are not helping you in the right way, you have the right to file a complaint at the authority. For The Netherlands, this is the Autoriteit Persoonsgegevens. You can find the form to file your complaint here: 

Contact details
Remails B.V.
Heresingel 19
9711 ER Groningen
Email address: [email protected]
KVK: 89044819