IKONS Privacy Policy

Last update: 7 July 2026

1. Introduction

IKONS (hereinafter "we", "us" or "our") is committed to protecting your privacy and personal data. This privacy policy explains how we collect, use, store and protect personal data when you use our application and services ("IKONS Freelance Platform").

We process your personal data in accordance with the General Data Protection Regulation (GDPR) and other relevant data protection legislation, including applicable Dutch and Belgian law.

2. Controller

IKONS Freelance is the controller for the processing of personal data through this application. For questions about this privacy policy or about the processing of your data, you can contact us via:

Email: privacy@ikonsfreelance.io
Postal address: Frankrijklei 5, 2000 Antwerp
VAT number: BE0783.643.303

3. Which personal data we collect

Depending on your use of our application, we may collect the following personal data:

Account details: name, email address, phone number, password (encrypted).
Profile details: company name, trade name, professional information, profile photo.
Business details: VAT number, company address, Chamber of Commerce number, bank details (IBAN, BIC).
Usage data: information about how you use our application, login times, browser type, IP address.
Communication: information you provide when you contact us.

4. Purposes of data processing

We process your personal data for the following purposes:

Creating and managing your user account.
Providing and personalising our services.
Facilitating invoicing and time registration.
Processing payments and subscriptions.
Improving our services and user experience.
Complying with legal obligations.
Providing customer service and support.
Sending service messages and updates about our services.
Sending job-matching notifications by email based on your profile.
Sending marketing communications (only with your explicit consent).

5. Legal bases for data processing

We process your personal data on the basis of the following legal grounds:

Performance of a contract: processing is necessary for the performance of the agreement you entered into with us when using our services.
Job-matching notifications: sending matching assignments by email based on your profile is necessary for the performance of the contract (Article 6.1.b GDPR) and is not based on consent.
Legal obligation: processing is necessary to comply with legal obligations that apply to us, such as tax retention obligations.
Legitimate interest: processing is necessary for our legitimate interests, such as improving our services and security.
Consent: you have given consent to process your personal data for one or more specific purposes, such as marketing communications.

6. Retention periods

We do not keep your personal data longer than necessary for the purposes for which the data was collected, or to comply with legal retention obligations.

Specific retention periods:

Account details: while you have an active account and up to 2 years after closing your account.
Job-matching notifications: profile and matching data are retained while your account is active and up to 2 years after closing your account, unless a shorter retention period follows from your profile settings or a valid deletion request.
Invoice and financial data: at least 7 years after the end of the financial year in which the data was created (statutory tax retention obligation).
Communication: up to 2 years after the last contact.
Usage data: up to 26 months (analytics data).

6.1 Profile settings

You can adjust the default retention period in your profile settings. This determines how long your data is retained before it is automatically deleted.

7. Sharing your data

We do not sell your personal data to third parties. We may share your personal data with:

Service providers: third parties that provide services on our behalf, such as payment processors, hosting providers and support tools.
Email and infrastructure service providers: parties required to send and manage functional job-matching notifications, including our own infrastructure and any email service providers.
Professional advisers: such as accountants, legal advisers or auditors, when necessary.
Government authorities: when we are legally required to do so.

7.1 Safeguards

When we share personal data with service providers, we ensure that these parties provide sufficient safeguards for the protection of your personal data and we enter into data processing agreements where necessary.

8. Processing table and register

We include job-matching notifications as a separate processing purpose in our record of processing activities in accordance with Article 30 GDPR.

Purpose: job-matching notifications by email based on the profile created by the User.
Legal basis: performance of a contract (Article 6.1.b GDPR), not consent.
Categories of personal data: account details, email address, profile details, preferences, professional information and matching parameters.
Retention period: while the account is active and up to 2 years after account closure, unless a shorter period applies because of profile settings or a valid deletion request.
Recipients: IKONS, authorised staff and processors required for hosting, application management and functional email delivery, including our own infrastructure and any email service providers.
Register obligation: this processing is recorded as a separate item in IKONS' record of processing activities.

9. International data transfers

Your data may be transferred to and processed in countries outside the European Economic Area (EEA), where data protection laws may differ from those in your own country.

When we transfer data outside the EEA, we ensure that appropriate safeguards are in place, such as the use of standard contractual clauses approved by the European Commission, or other legal mechanisms that ensure adequate protection.

10. Cookies and similar technologies

We use cookies and similar technologies on our website and in our application to improve your experience and support certain functionalities. You can manage your cookie preferences through the cookie settings in the application.

We use the following types of cookies:

Essential cookies: necessary for our services to function.
Analytics cookies: help us understand how users use our services. These cookies are only placed with your consent.
Functional cookies: allow us to provide certain functionalities, such as remembering preferences.
Marketing cookies: used for marketing purposes and only placed with your explicit consent.

11. Security of your data

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against loss, destruction, damage, alteration or disclosure.

These measures include:

Encryption of sensitive data.
Access controls and authentication procedures.
Regular security reviews and updates.
Staff trained in data protection.
Incident management and notification procedures.

12. Your privacy rights

Under the GDPR, you have the following rights regarding your personal data:

Right of access: you have the right to receive a copy of the personal data we hold about you.
Right to rectification: you have the right to have inaccurate data corrected or incomplete data completed.
Right to erasure: you have the right to have your personal data deleted in certain circumstances.
Right to restriction: you have the right to temporarily restrict the processing of your personal data.
Right to data portability: you have the right to receive your data in a structured, commonly used and machine-readable format.
Right to object: you have the right to object to the processing of your personal data in certain circumstances.
Right not to be subject to automated decision-making: you have the right not to be subject to decisions based solely on automated processing.

12.1 Exercising your rights

You can exercise your rights through the privacy settings in your account, or by contacting us via privacy@ikonsfreelance.io. We will respond to your request within one month, unless the complexity of the request justifies an extension of that period.

13. Data incidents

In the event of a data breach involving your personal data and posing a risk to your rights and freedoms, we will inform you as soon as possible about the incident, its possible consequences and the measures we have taken to address it.

We keep a register of all data incidents and report them, where required, to the competent supervisory authority within 72 hours of discovery.

14. Data protection impact assessment

Where necessary, we carry out data protection impact assessments (DPIAs) to identify and minimise the risks of our processing activities, especially for new technologies or processing operations that are likely to pose a high risk to your rights and freedoms.

15. Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes in our services, changes in privacy legislation or for other reasons. The most recent version of the privacy policy is always available through our website and application.

If we make material changes to this privacy policy, we will notify you by email or through a notification in our application before the changes take effect.

16. Complaints and supervisory authority

If you have questions or complaints about how we handle your personal data, please contact us first via privacy@ikonsfreelance.io. We would like to help resolve any concerns.

You also have the right to lodge a complaint with the data protection supervisory authority:

For the Netherlands: Autoriteit Persoonsgegevens (www.autoriteitpersoonsgegevens.nl).
For Belgium: Data Protection Authority (www.gegevensbeschermingsautoriteit.be).

IKONS Privacy Policy

Last update: 7 July 2026

Contact: privacy@ikonsfreelance.io - Frankrijklei 5, 2000 Antwerp - BE0783.643.303