Privacy statement

FortCRM sets up Pipedrive for SMEs. We handle your data with care and process no more than necessary. This statement explains which data we process, why, for how long and what your rights are.

Who we are

FortCRM, registered with the Dutch Chamber of Commerce under number 42105837. You can reach us at [email protected]. We do not have a data protection officer; you can send privacy questions to the same address.

What data we process and why

Contact form and demo request. Your name, email address, optionally your phone number and your question. We use this to reply, schedule a call or demo and send you a proposal. Legal basis: your request and our legitimate interest in responding.

CRM check. Your answers to the six questions, your first name, email address and optionally your phone number. We use this to show your result and, if you want, to get in touch. Legal basis: your request and our legitimate interest.

Booking a meeting. Your name, email address and chosen time, if you book a call through our scheduler. Legal basis: your request.

Newsletter (FortCRM insights). Your name and email address, only if you tick the box. We send at most one email a month about CRM and AI for SMEs. Legal basis: consent. You can unsubscribe at any time via the link in every email.

Clients. Contact details, agreements, quotes, invoices and the data needed to set up Pipedrive for you. Legal basis: performance of the contract and our legal obligation to keep accounts.

Website visits. Only if you accept analytics cookies do we use Google Analytics to measure how visitors use the site, such as which pages are viewed. Legal basis: consent. Without consent we do not set these cookies. Our hosting provider also processes technical data such as your IP address to deliver and secure the site. Legal basis: legitimate interest.

Who receives your data

We do not sell your data. We use these service providers, who process data only on our instructions:

• Pipedrive: our CRM, newsletter (Pipedrive Campaigns) and scheduler.
• n8n: processes the website forms and passes them on to Pipedrive.
• Google: email, calendar and internal notifications (Google Workspace) and, with your consent, Google Analytics.
• Cloudflare: website hosting and security.
• Moneybird: quotes, invoices and accounting.
• AI services, such as Anthropic (Claude): to support our work, for example summarising conversations and preparing proposals.

Some of these providers are based outside the European Economic Area, such as in the United States. In that case we ensure appropriate safeguards, such as the EU-US Data Privacy Framework or the European Commission’s standard contractual clauses.

How long we keep your data

• Data from the contact form, CRM check and scheduler: up to 5 years after our last contact.
• Newsletter: until you unsubscribe.
• Client data: for as long as we work together, and then up to 5 years after our last contact.
• Invoices and accounts: 7 years, as required by law.
• Google Analytics: 14 months.

Automated decisions

We do not make decisions based solely on automated processing. The CRM check result is a first impression based on your answers and has no consequences for you.

Cookies

We only use Google Analytics cookies, and only with your consent via the cookie banner. We do not use third-party marketing or tracking cookies. You can change your choice by clearing your cookies; the banner will then appear again.

Security

We take appropriate measures to protect your data, such as encrypted connections, two-step verification on our accounts and access only for those who need it.

Your rights

You have the right to access, correct or delete your data, restrict processing, object and have your data transferred. If you gave consent, you can withdraw it at any time. Send your request to [email protected]. We reply within one month.

If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.

Changes

We update this statement when our way of working changes. The date at the top shows when it was last updated.