Privacy Policy
Effective date: 1 September 2025
Dolmana Fractional Partners ("Dolmana," "we," "us," or "our") provides fractional operations, branding, HR, and design support to businesses and Founders. This Privacy Policy explains what personal data we collect through our website, tools, and client work, why we collect it, and what rights you have over it. It applies to visitors of dolmana.eu, newsletter subscribers, and clients.
Because Dolmana is based in the Netherlands, this policy is written to comply with the EU General Data Protection Regulation (GDPR).
1. Who is responsible for your data
The data controller is: Dolmana (Anne Dolman) Utrecht, the Netherlands. Email: privacy@dolmana.eu.
2. Information we collect
Contact information: name, email address, and phone number, provided when you fill in a contact form, subscribe to our newsletter, book a call, or email us directly.
Business information: company name, website, sector, and other business details you share so we can scope or deliver our services.
Session and consultation information: notes we take during calls, meetings, or consultations, so we can understand your needs and deliver our services effectively.
Financial and billing information: invoicing details processed through our accounting software (QuickBooks Online) and, where applicable, a payment processor.
Website usage data: information collected via cookies and analytics tools (e.g. pages visited, time on site, referral source) — see Section 6.
We do not collect more information than we need for the purposes below, and we do not collect any information from you that we haven't described here.
3. Legal basis for processing
We only process your personal data when we have a valid legal basis to do so:
Contract: to prepare proposals, deliver services, and manage our working relationship with you.
Consent: for newsletter sign-ups, marketing communications, cookies that aren't strictly necessary, and use of your name/image in marketing (see Section 7). You can withdraw consent at any time.
Legitimate interest: to run and improve our business, e.g. basic website analytics, keeping records for our own administration.
Legal obligation: to meet Dutch tax and accounting record-keeping requirements.
4. How we use your information
We use your information to:
Respond to enquiries and provide our services
Prepare proposals, invoices, and manage the client relationship
Tailor our advice and recommendations to your business
Send newsletters or updates, only if you've opted in
Meet our legal and accounting obligations
We do not use your information for automated decision-making or profiling that has a legal or similarly significant effect on you.
5. Who we share your information with
We do not sell your personal data. We share information only with service providers (processors) who help us run Dolmana, and only to the extent needed for them to provide their service:
Google Workspace (email, calendar, file storage) — Google Ireland Ltd.
We have a data processing agreement (verwerkersovereenkomst) in place with each of these processors, as required under Article 28 GDPR/AVG, setting out how they may use your data and the security measures they must apply.
Some of these providers may process data outside the EU/EEA (e.g. in the United States). Where that happens, we rely on providers that offer appropriate safeguards, such as the EU-US Data Privacy Framework or the EU Standard Contractual Clauses.
Session recordings: If a call or meeting is recorded (e.g. for note-taking), we'll inform you beforehand and you're free to ask that it not be recorded. Recordings are used internally and are not shared externally without your permission.
6. Cookies and analytics
Our website may use cookies to function properly and, where enabled, to understand how visitors use the site:
Strictly necessary cookies — required for the website to work; no consent needed.
Functional cookies — remember your preferences; consent required unless strictly necessary.
Analytical cookies — help us understand site usage (e.g. Google Analytics, if used). Under the Dutch Telecommunicatiewet (art. 11.7a), these require your prior, opt-in consent before they're placed. If we use Google Analytics, we configure it to anonymise IP addresses and limit data retention, and we do not use it for advertising purposes.
Marketing cookies — none currently in use.
You can give or withdraw consent for non-essential cookies at any time via our cookie banner or your browser settings.
7. Public events, webinars, and marketing
If you take part in a webinar, event, or give a testimonial, we will only use your name, business, image, or video footage in our marketing with your explicit permission beforehand. You're free to decline, and this won't affect your ability to take part.
8. How long we keep your information
We keep personal data only as long as necessary for the purpose it was collected for:
Financial and billing records (invoices, QuickBooks data): 7 years, as required by Dutch tax law.
Client and session information: for the duration of our working relationship, plus 2 years afterwards, unless you ask us to delete it sooner or a legal obligation requires longer retention.
Newsletter contacts: You will only receive newsletters when you give explicit consent. After which you can always unsubscribe or send a request to privacy@dolmana.eu.
Contact form enquiries that don't lead to a client relationship: up to 1 year, then deleted.
Analytics data: up to 14 months (Google Analytics default), then automatically deleted or anonymised.
9. Your rights
Under the GDPR, you have the right to:
Access the personal data we hold about you
Correct inaccurate data
Request deletion of your data ("right to be forgotten")
Restrict or object to certain processing
Receive your data in a portable format
Withdraw consent at any time, without affecting past processing
To exercise any of these rights, contact us at privacy@dolmana.eu. If you're not satisfied with our response, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
10. Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.
11. Data breaches
If a data breach occurs that poses a risk to your rights and freedoms, we will notify the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) within 72 hours of becoming aware of it, as required under the GDPR/AVG. If the breach is likely to result in a high risk to you personally, we will also inform you directly and without undue delay, explaining what happened and what steps we're taking.
12. Children's privacy
Our services are directed at businesses and business owners, not children. We do not knowingly collect data from anyone under 16.
13. Changes to this policy
We may update this Privacy Policy from time to time. We'll post the updated version on our website with a new effective date.
14. Contact us
Questions about this policy or how we handle your data? Email us at privacy@dolmana.eu.