Privacy Policy

MOJKA Finance is an accounting and tax advisory firm based in Rotterdam, the Netherlands. We act as the data controller within the meaning of the GDPR for the personal data we receive and process from you.

• Company name: MOJKA Finance
• Address: Kleiweg 261 b, 3051 XM Rotterdam
• Chamber of Commerce (KvK) number: 24408269
• Email: info@mojka.nl

Depending on the service we provide to you, we may process the following categories of personal data:

Contact and identification data

Your first and last name, address, telephone number and email address. We need this data to communicate with you and to provide our services.

Financial data

Bank account numbers (IBAN), invoice details and information about your income, assets and liabilities. This data is essential for managing your administration and preparing tax returns.

Payroll data

Citizen Service Number (BSN), date of birth, salary details and any data of family members. We only process this data when you use our payroll services.

Website data

IP address, browser type, device ID and data about your activities on our website. This information is collected via cookies and similar technologies. You can read more about this in our cookie statement.

We only process your personal data when there is a valid legal basis under the GDPR. Below you will find an overview of the purposes and the corresponding legal bases:

Performance of the agreement

We process your data to provide our administrative, accounting and tax services to you. This includes managing your bookkeeping, preparing annual accounts and filing tax returns.

Legal obligations

Under tax laws and regulations, we are obliged to retain certain data and, where required, to share it with the Dutch Tax and Customs Administration or other government authorities. This includes the statutory obligation to retain administrative records.

Communication and marketing

We use your contact details to communicate with you about our services. If you are a client, we also send you our monthly newsletter about tax and administration. We may do so without separate consent because it concerns our own, similar services (Article 11.7(3) of the Dutch Telecommunications Act). Don't want it? Tick the box on the form or unsubscribe via the link in every newsletter. This is always possible and free of charge. If you are not a client, you only receive the newsletter if you sign up yourself, and you can withdraw that consent at any time.

Website security and optimisation

We process technical data to protect our website against misuse, to improve performance and to optimise the user experience. This is based on our legitimate interest.

MOJKA Finance only shares your personal data with third parties when this is strictly necessary for the performance of our services or when we are legally obliged to do so. Specifically, this may involve:

• The Dutch Tax and Customs Administration and other government authorities, insofar as legally required.
• Software providers (processors) that we use for our services. We have entered into data processing agreements with these parties:
  • Exact — accounting software for financial administration
  • Snelstart — accounting software for financial administration
  • Loon.nl — payroll administration and wage tax returns
• Hosting provider: Strato (Germany, EU) for cloud storage of data.
• Website and email: TransIP (Netherlands) hosts this website, the forms and the info@mojka.nl mailbox.
• Website management: Mindsora (Netherlands) manages this website and the newsletter environment and has access to the data in the website and the newsletter system for that purpose.
• Newsletter: MailerLite. Subscriber data is stored on servers in the EU (Google Cloud, Ireland); MailerLite, Inc. itself is established in the United States.
• Appointment booking: Mindsora, through the platform of HighLevel, Inc. (United States). Only if you use the booking widget on the contact page.
• Other service providers involved in the execution of your assignment, only with your knowledge.

We never sell your personal data to third parties. Your accounting and tax data stays within the European Economic Area (EEA). For the newsletter and the booking widget we work with processors that are (also) established in the United States. Transfers outside the EEA only take place with appropriate safeguards, such as the standard contractual clauses of the European Commission.

We do not retain your personal data for longer than is strictly necessary for the purposes for which it was collected. The following retention periods apply:

• Administrative and tax data: 7 years after the end of the financial year, in accordance with the statutory fiscal retention obligation.
• Payroll data: 7 years after the end of employment, in accordance with legal requirements.
• Contact details for marketing: until the moment you withdraw your consent or object.
• Website data: in accordance with the retention periods described in our cookie statement.

After the applicable retention period has expired, your data will be securely deleted or anonymised.

Under the General Data Protection Regulation (GDPR), you have the following rights with regard to your personal data:

• Right of access: you can request which personal data we process about you.
• Right to rectification: you can have incorrect or incomplete data corrected.
• Right to erasure: in certain cases, you can request the deletion of your personal data.
• Right to restriction of processing: you can request that the processing of your data be temporarily restricted.
• Right to data portability: you can request to receive your data in a structured, commonly used and machine-readable format.
• Right to object: you can object to the processing of your personal data based on our legitimate interest.
• Right to withdraw consent: where processing is based on your consent, you can withdraw it at any time.

To exercise your rights, you can send a request to info@mojka.nl. We will respond to your request within four weeks at the latest. To verify your identity, we may ask you to send a copy of your identification document. We recommend that you black out your passport photo, MRZ (the strip of numbers at the bottom of the passport), passport number and BSN to protect your privacy.

If you disagree with the way we process your personal data, you have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), the Dutch supervisory authority for privacy protection.

MOJKA Finance takes the protection of your personal data seriously and implements appropriate technical and organisational measures to secure your data against loss, misuse, unauthorised access, unwanted disclosure and unlawful alteration.

Data storage

Your data is stored on:

• On-premises server: a secured server at our office in Rotterdam, with physical access controls.
• Cloud storage: Strato (Germany), an EU-based hosting provider that complies with GDPR requirements.

Security measures

• Encrypted connections (SSL/TLS) for all communication via our website.
• Secure data storage with access controls and password policies.
• Regular backups and evaluation of our security measures.
• Confidentiality obligations for all employees who have access to personal data.

If, despite our measures, you suspect misuse of your data, please contact us as soon as possible at info@mojka.nl.

MOJKA Finance reserves the right to amend this privacy policy. Changes will be published on this page. We recommend that you review this privacy policy regularly to stay informed of any updates. In the event of significant changes, we will actively inform you.

Do you have questions about this privacy policy or about the way MOJKA Finance processes your personal data? Please do not hesitate to contact us:

• MOJKA Finance
• Kleiweg 261 b, 3051 XM Rotterdam
• Email: info@mojka.nl
• Chamber of Commerce (KvK) number: 24408269