Privacy Policy

1. Who we are

Instant Productivity B.V. ("Instant Instructions", "we", "us") is a joint venture between EHV Group and TNO, established at High Tech Campus 25, 5656 AE Eindhoven, the Netherlands. We are the controller for the personal data processed via this website.

2. What data do we process?

We limit processing to what is necessary for the purpose. Below, per situation, what we collect and why.

2.1 Visiting our website

On every visit, some technical information is processed automatically: hashed IP address, browser and device characteristics (user agent), pages visited, and source (referrer / UTM parameters). We use this to secure the site and — if you have given consent — to compile usage statistics. See our cookie policy for details.

2.2 Lead and demo requests

When you fill in a form (e.g., demo request, contact, whitepaper download), we process the data you provide: at minimum your name, business email address, and company name, and optionally phone number, role, and your main challenge. We attach the UTM parameters of your visit so we can measure which channels work.

2.3 Whitepaper and checklist downloads

For gated downloads you receive a unique download link by email. We register whether the link has been used, to prevent abuse and — if needed — to send you a reminder.

2.4 Communication

Email correspondence and call notes are stored in our records as long as needed for the ongoing contact and the statutory retention periods.

3. Purposes and legal bases

Purpose	Data category	GDPR basis
Responding to your request, scheduling a demo or pilot	Name, email, company, phone, role, challenge	Performance of contract / pre-contractual measures (art. 6.1.b)
Sending whitepaper or checklist on request	Name, email, download token	Performance of contract (art. 6.1.b)
Form security (rate limiting, bot detection)	Hashed IP, user agent	Legitimate interest (art. 6.1.f) — security
Aggregated site statistics (analytics)	Hashed session ID, page views, UTM	Consent (art. 6.1.a)
Measuring campaign performance (LinkedIn, Meta)	Cookie identifiers, conversion events	Consent (art. 6.1.a)
Compliance with legal obligations (accounting, audit)	Contact and transaction data	Legal obligation (art. 6.1.c)

4. How long do we keep your data?

• Lead requests that do not lead to an agreement: at most 24 months, then deleted or anonymised.
• Customer data (active relationship): as long as the relationship continues, plus statutory retention periods thereafter (e.g., 7 years for fiscal documentation).
• Whitepaper download tokens: 30 days — the link expires automatically thereafter.
• Aggregated event data (own server): at most 26 months, then anonymised or deleted.
• Cookie preferences: 365 days from your most recent choice — see cookie policy.

5. With whom do we share your data?

We share your data only with parties strictly needed to deliver the service:

• Hosting & email (processor): our hosting provider in the Netherlands processes personal data on our behalf under a data processing agreement.
• Analytics providers (after your consent): Google (GA4), Microsoft (Clarity).
• Marketing providers (after your consent): LinkedIn, Meta — exclusively for campaign measurement.
• TNO: as joint-venture partner, TNO receives only aggregated, non-identifiable information about platform progress and customer base. Personal data of leads or customers is not shared with TNO without a separate basis (e.g., your explicit consent for a joint pilot).
• Legal obligations: if we are required to do so by law or court order.

6. Transfers outside the EEA

Our hosting and primary storage are in the Netherlands (EEA). For the analytics and marketing providers above (Google, Microsoft, Meta, LinkedIn) — partly based in the United States — transfers take place under the European Commission's Standard Contractual Clauses and — where relevant — the EU-US Data Privacy Framework. We share only what is strictly needed for measuring site usage and campaign performance.

7. Security

We apply appropriate technical and organisational measures, including TLS encryption, hashing of IP addresses, rate limiting on forms, bot protection via Cloudflare Turnstile, and strict access control on administrative interfaces. Passwords are stored in encrypted form only.

8. Your rights

Under the GDPR you have the right to:

• Access — to know what data we process about you.
• Rectification — to correct inaccurate or incomplete data.
• Erasure ("right to be forgotten") — insofar as no statutory retention obligation applies.
• Restriction of processing.
• Object to processing based on legitimate interest.
• Data portability — we will provide your data in a common, machine-readable format.
• Withdraw consent if processing is based on it. Withdrawal applies going forward, not retroactively.

Send your request to info@instantinstructions.nl. We respond within 30 days. We may ask for additional identification to verify the request.

9. Cookies and tracking

We use essential cookies (always on), and — only after your explicit consent — analytics and marketing cookies. The full breakdown per category and provider is in our cookie policy. You can change your preference at any time via that page.

10. Changes to this policy

We may update this privacy policy when our service or legislation makes that necessary. The date at the top of this page reflects the most recent change.

11. Contact

Instant Productivity B.V.
High Tech Campus 25, 5656 AE Eindhoven, Netherlands
Chamber of Commerce number: available on request via info@instantinstructions.nl
Email: info@instantinstructions.nl
Phone: +31 40 309 80 18