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Privacy Statement

Privacyverklaring Mail to Pay

25 mei 2018

Mail to Pay B.V. (hereafter: Mail to Pay) is committed to protecting your privacy. Our handling of privacy is in accordance with the General Data Protection Regulation (GDPR). Mail to Pay does not sell your personal information to third parties. This privacy statement clarifies the way Mail to Pay uses your personal information.

What data do we collect and process?

Personally identifiable information (PII) is personal data that can be used to directly or indirectly to identify a natural person, including for example your name, email address and telephone number. Mail to Pay only processes your personal data in the context of its business relationship with the company you work for or for which you carry out activities.

Customers, relations and suppliers

Your personal data will be processed by us for the purpose of entering into and executing agreements regarding the products and services provided by Mail to Pay and the management of the resulting relationships, including the execution of activities aimed at increasing our customer base. The grounds for any such processing is in the legitimate interest of Mail to Pay or the processing of personal data is necessary to fulfill the contractual obligation.

Personal data will not be kept for any longer than necessary. After termination of the business agreement or the business relationship, the personal data will be kept for a maximum of seven years after termination of the agreement.

Contact form

Through the contact form you can ask us questions or make inquiries about the products and services Mail to Pay provides. For this purpose we will use your name, e-mail address and telephone number. The processing of this personal information is necessary in order to process your question or comment. Your data will not be kept longer than necessary. The bases for this processing is in the legitimate interest of Mail to Pay.


Mail to Pay keeps its customers up to date on the latest developments. Mail to Pay acts in full compliance with the e-privacy directive requirements. All the recipients of our newsletter have been given the opportunity to indicate their opposition in advance. Additionally, each newsletter contains an opt-out link. Finally, you can receive the newsletter by actively subscribing to it.

Camera surveillance

There are cameras installed at certain Mail to Pay locations. These are installed to protect our company’s property and to record any possible incidents. The camera footage is stored for a maximum of four weeks or after an identified incident has been dealt with. The grounds for processing the camera security is the legitimate interest of Mail to Pay.

Other parties

We do not provide personal data to other companies or agencies, except where it is necessary for the provision of Mail to Pay services. These are, for example, Mail to Pay suppliers. Additionally, Mail to Pay has outsourced some of its ICT services to third parties.

In certain cases Mail to Pay is required to provide your personal data to local authorities. However, if we share information with these other companies, they are not allowed to use the data for any other purpose and must keep it confidential unless you have given them further consent.


If you choose to provide us with your personal information, we may, in accordance with legal requirements, transfer that information - if necessary - to our affiliates and our subsidiaries or to other third parties, abroad, and from your country or jurisdiction to other countries or jurisdictions around the world. If data is transferred from the European Economic Area (EEA) to countries outside the EEA, Mail to Pay will only do so if the country/company in question has complied with European regulations.


We use cookies on our Mail to Pay websites. We do this in order to continue to improve your user experience on our website, to gain more insight into our customers and their questions, and, for example, to be able to gauge the success of commercial campaigns. In this section you can read what kind of cookies we use, how we handle your information, who the (potential) recipients of this information are and how you can adjust or delete your data. Above all, it is important that you know that Mail to Pay always handles your online data with the greatest possible care, it is never simply handed over to third parties, and, where possible, all data is anonymised.

What is a cookie?
A cookie is a simple small file that is sent with pages of this website [and / or Flash applications] and is stored by your browser (such as Internet Explorer, Chrome or Safari) on your computer's hard drive. The information stored in this cookie can be sent back to our servers the next time you visit us. With the use of cookies we can detect that you are a returning visitor. Cookies resemble 'normal' plain text files, and therefore cannot execute, damage or install anything else by themselves.

Google Analytics
We make use of Google Analytics to keep track of the way users interact with the website. For this purpose, cookies are placed. This information is transferred to and stored by Google on servers in the United States.

Google uses this information to keep track of how our website is used, in order to provide us with reports about the website. We have configured Google Analytics in a privacy friendly manner. Among other things, the IP address is pseudonymised before it is sent to Google. In addition, we have concluded a data processing agreement with Google, which prohibits Google from providing this data to third parties or using it for any other Google services. The maximum storage period of the cookies used through this service is set, by us, at 26 months. This means that at the end of this period the data can no longer be read. The processing of your personal data via Google Analytics is based on our legitimate interest in obtaining general statistics from our website visitors.

For more information, please read Google's privacy policy as well as Google Analytics' specific privacy policy. For more information about Google's opt-out arrangement, please click here.

Gravatar is a functional cookie that allows images to be loaded onto the website. This allows you to see, for example, our employees' photos. For more information, see Gravatar's privacy statement.


The security of personal data is of great importance to us. We ensure that your data is sufficiently secured by taking the appropriate measures.

Changes to this privacy statement

If changes are made to the category of personal data that are kept or to the way in which they are processed, this privacy statement will be amended.

Inspection and modification of your data

As soon as you have questions or want to know what personal information we have stored, you can always contact us. Please refer to the contact details at the bottom of this privacy statement

As an involved party, you have the following rights:

  • To be given an explanation of what personal data we have and what we do with it.
  • To have access to the exact personal data we possess.
  • To have errors and inaccuracies corrected and rectified.
  • To have outdated personal data removed.
  • To withdraw your consent.
  • To object to the processing of personal data.

Please make sure that you always clearly indicate who you are, so that we can be sure that we do not modify or delete the wrong person's data.

Filing a complaint

If you are of the opinion that we are not helping you in the appropriate manner or that we are handling your personal data incorrectly, you have the right to file a complaint with the Personal Data Protection Authority.

Contact details

If you have any questions about privacy, please contact us at

Data Protection Officer
Mr. G. Bijlenga
Privacy Consultant - Auditconnect
Jean Monnetpark 11
7336 BA, Apeldoorn
The Netherlands
+31 (0)6 11 40 29 96

Security & Compliance Manager
Mrs. V. van de Water
Application Manager - Mail to Pay
Van Coulsterweg 2
2952 CB, Alblasserdam
The Netherlands
+31 (0)85 - 273 74 94