Privacy statement

01Who we are

Polders.Media is an activity of MENSEN.WORK. MENSEN.WORK is the controller of the personal data collected through polders.media and resources.polders.media.

02What we collect and why

Download requests. When you request a download, we record your name, organisation, email address, the publication requested and your two contact preferences. Google Forms also records the submission time. We use these details to administer downloads and to see which publications reach which kinds of organisations.

If you tick the first optional box, we may contact you about the publication you downloaded. If you tick the second, we may send you news of future research and publications. Both choices are optional, and leaving them unticked does not prevent a download.

Online purchases. When you buy a single-reader licence, our checkout partner Payhip records your name, email address, country, the report purchased and the payment status, and sends you the download link. Payhip also records your location, such as your billing country and IP address, because EU VAT rules require evidence of where a buyer is based. The payment itself is handled by Mollie. We do not see or store your card or bank details. Until the online checkout opens, all orders are placed with the order form in our research library and handled as invoice requests, as described below, and we email the report instead of a licence key.

Invoice requests and organisational licences. When you request an invoice, we record your name, email address, organisation, billing address, VAT number and reference if provided, the licence chosen and any notes. We use these details to issue the invoice, match your payment and send your licence key. For each licence we keep a register of the organisation, its contact person and the key issued.

Use of licence keys. When a licence key is used in our research library, we record which key was used, when, and which file was downloaded. We use this to deliver the files and to check that keys are used within the terms of the licence. We do not store IP addresses with these records.

We do not sell your details, and we do not use them for profiling or automated decision-making.

03Our legal basis

• Download requests rest on our legitimate interest in administering downloads and knowing who our publications reach.
• Contact preferences rest on your consent. You may withdraw it at any time, and doing so does not affect anything we did before you withdrew it.
• Purchases, invoices and licence keys are processed to perform the agreement with you or your organisation.
• Invoices and payment records are kept to meet our legal obligations under Dutch tax law.
• Records of licence key use rest on our legitimate interest in delivering files and protecting our licences.

04How long we keep it

• Download records are kept for as long as we need them to administer downloads and report on the reach of our work, and in any case no longer than two years after your request.
• Contact preferences are kept until you withdraw them.
• Invoices, purchase and payment records are kept for seven years, as Dutch tax law requires.
• The licence register is kept for as long as the licence is in use. Records of key use are kept for no longer than two years.
• Technical connection data is kept only as long as needed to deliver and protect the website.

05Who processes your data

We use the following providers:

• Google stores download requests, invoice requests and contact preferences in Google Forms and a linked Google spreadsheet managed by MENSEN.WORK.
• Cloudflare hosts polders.media and resources.polders.media and processes technical connection data to deliver and protect the website.
• Payhip runs the online checkout, sends receipts and delivers files for single-reader purchases.
• Mollie processes online payments. As a licensed payment institution, Mollie is also subject to its own legal obligations for payment data.

Google and Cloudflare may process data outside the European Economic Area, including in the United States. Those transfers rely on the EU–US Data Privacy Framework, under which both providers are certified, with standard contractual clauses as a safeguard. Payhip is based in the United Kingdom, which the European Commission recognises as providing an adequate level of protection. Mollie processes data within the European Union.

06Details stored in your browser

If you choose "Remember my details", your name, organisation, email address and preferences are stored in this browser for 180 days and used to fill in later download requests. You can review them before each download. Use "Forget my details" in the footer to remove them from this browser. This does not delete earlier submissions from Google Forms or the linked spreadsheet. Leave this option unticked on a shared device.

07Your rights

You can withdraw either contact permission at any time, and ask for access to, correction of or deletion of your details. You may also ask us to restrict processing, object to it, or receive your details in a portable form.

Write to gvn@polders.news and we will respond within one month. Some details, such as invoices, we must keep for the statutory period even if you ask us to delete them; we will tell you when that applies.

08Complaints

If you are not satisfied with how we handle your request, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or with the supervisory authority in your own country.

09Changes

We may update this statement when our services or the law change. The date at the top shows when it was last revised. If the Dutch and English versions differ, the Dutch version prevails. Our terms of sale explain how purchases and licences work.