Nederlandse versie: privacybeleid. If the two versions differ, the Dutch version prevails.
TaskForm BV handles your personal data with care and processes it only in accordance with the General Data Protection Regulation (GDPR). This statement explains which data we process, why, and what rights you have.
Who we are
The controller is TaskForm BV, Gaelstraat 1F, Haarlem, the Netherlands, registered with the Dutch Chamber of Commerce under number 94265569. For privacy questions, contact us at info@taskform.nl.
What data we process
We only process data that is necessary for our services. Depending on your relationship with us, this is:
- Contact and company details: name, job title, company name, email address, phone number and address.
- Account details: username, password (stored encrypted) and your account settings.
- Usage data: the forms, entries and files that you or your employees process in TaskForm, such as completed fields, photos and signatures.
- Financial data: billing details and payment history. We do not store full credit card or bank details.
- Technical data: IP address, device and browser type, and log files of your use of the website and app.
- Communication: messages you send us by email, through the contact form or chat.
- Request for a trial environment: name, company name and email address, and, if you provide them, your phone number, country, chosen plan and language. We also record when you accepted the general terms and conditions and the data processing agreement, and which version.
We do not ask for special categories of personal data and do not knowingly process them. If you as a customer enter personal data of third parties into TaskForm yourself, you are the controller for that data and we are your processor (see the data processing agreement, in Dutch).
Purposes and legal bases
| Purpose | Legal basis (Art. 6 GDPR) |
|---|---|
| Creating an account and providing the TaskForm service | Performance of the contract |
| Handling a request for a trial environment and creating the environment | Steps taken at your request before entering into a contract |
| Preventing misuse of the sign-up form, for example with limits per IP address and a check that a request comes from a human | Legitimate interest |
| Recording that you accepted the general terms and conditions and the data processing agreement | Legitimate interest (evidence of the agreement) and legal obligation (Art. 28 GDPR) |
| Handling quotes, invoices and payments, and verifying a VAT number | Performance of the contract and legal obligation (tax retention requirements) |
| Providing support and answering questions | Performance of the contract or legitimate interest |
| Security, troubleshooting and improving the service | Legitimate interest |
| Sending newsletters and offers | Consent, or legitimate interest for existing customers |
| Analytics and marketing cookies | Consent |
We do not make decisions based solely on automated processing that significantly affect you.
Sharing with third parties
We never sell your data. We only share it with parties that need it for these purposes, and we conclude a data processing agreement with our processors:
- Software suppliers that provide and maintain the platform on which TaskForm runs.
- Hosting and infrastructure providers for storing data securely.
- Accounting, payment and email service providers for invoicing, payments and communication.
- Advisers and authorities, when a legal obligation requires it.
- Cloudflare (Turnstile) to check that a request on the sign-up form comes from a human. This involves processing your IP address and characteristics of your browser. No advertising cookies are set.
- The European Commission (VIES) to check whether a VAT number is valid.
Retention periods
We do not keep data longer than necessary. We keep account data for the term of the contract and up to 12 months thereafter. We keep invoices and accounting records for 7 years because of tax retention requirements. We keep support messages for up to 24 months. We keep technical log files for up to 90 days.
A request for a trial environment that you do not complete is deleted after 30 days. A trial environment for which no subscription is taken out is deleted no later than 90 days after the end of the trial period. We keep the evidence of your acceptance of the general terms and conditions and the data processing agreement for up to 7 years after the end of the contract. Of your IP address, we only keep a derived value (hash) with a request and an acceptance, not the address itself.
Security and transfers outside the EEA
We take appropriate technical and organisational measures, including encrypted connections (TLS), encrypted passwords, role-based access control and regular backups. We store your data within the European Economic Area (EEA), in Frankfurt. Some service providers, such as those for the check on the sign-up form and for email, may process data outside the EEA. In that case we ensure an adequate level of protection, for example through the EU Standard Contractual Clauses or the EU-US Data Privacy Framework.
Cookies
Our website uses functional cookies that are necessary for the site to work. We only place analytics and marketing cookies after you consent through the cookie banner. You can change your choice at any time or delete cookies through your browser settings.
Your rights
You have the right to access, rectify, erase and restrict the processing of your data, the right to data portability, and the right to object to processing. Where you have given consent, you can withdraw it at any time. Send your request to info@taskform.nl; we respond within one month and may ask you to verify your identity.
If you have a complaint, please contact us first. You can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via autoriteitpersoonsgegevens.nl.
Changes and contact
We may update this privacy statement, for example for new features or legislation. The current version is always available on our website; this version is dated 30 September 2026.
TaskForm BV, Gaelstraat 1F, Haarlem, the Netherlands · Chamber of Commerce 94265569 · info@taskform.nl