AJ Designs Nederland · AJDN
Privacy policy
This policy explains which personal data AJDN processes for enquiries, production, the AJDN App, webshop integrations, fulfilment and website use — and the choices and rights available to you.
In brief: AJDN uses data to answer questions, prepare quotations, carry out orders, produce and ship goods, manage collaborations and keep the website secure and — after the required choice — measurable. AJDN does not sell personal data and files are not automatically passed to the OpenAI integration.
1. Who is the controller?
The controller is AJ Designs Nederland, trading as AJDN, a Dutch sole proprietorship established at Brouwerstraat 34, 2984 AR Ridderkerk, the Netherlands. Chamber of Commerce: 24393594. VAT ID: NL001808720B36.
Privacy questions and requests: info@ajdn.com. Telephone: +31 85 130 46 14. AJDN has not appointed a data protection officer because no statutory requirement to do so has been identified for its current activities.
This policy applies to `ajdn.nl`, the AJDN App at `ai.ajdn.nl`, enquiries and quotations, production, showroom contact, on-demand services, fulfilment, dropshipping and related business communication.
2. Which personal data does AJDN process?
- Identity and contact: name, business name, contact person, email, telephone, address, Chamber of Commerce and VAT details.
- Enquiry and order: requested service, products, sizes, quantities, planning, quotation, order, invoice, payment, shipping and returns data.
- Production: logos, designs, mock-ups, names, numbers, SKUs, product variants, embroidery/print files and technical production information. A file can contain personal data if the customer includes it.
- Webshop and fulfilment: order number, recipient, delivery address, products, variants, personalisation, order status, tracking and returns information.
- AJDN App: account, profile and company data, conversations, enquiries, quotations, orders, appointments and files added by the user.
- Communication: email, telephone notes, WhatsApp messages concerning enquiries/orders and staff contact in the AJDN App.
- Website and security: IP address, browser/device details, language preference, security signals, logs and — where consent is given — analytics and advertising data.
AJDN does not ask for special-category data. Do not send medical data, identity documents, passwords or other sensitive information unless AJDN expressly requests it for a demonstrably necessary and secure reason.
3. Purposes and legal bases
| Purpose | Examples | Legal basis |
|---|---|---|
| Handling an enquiry and preparing a quotation | Contact, technical file review, price and planning | Steps before entering into a contract; for business contacts also legitimate interests |
| Performing a contract | Production, personalisation, shipping, on-demand, fulfilment, returns and service | Performance of the contract |
| Invoicing and administration | Invoices, payments, receivables and tax records | Contract and legal obligation |
| Managing an account and collaboration | AJDN App, customer server, appointments, repeat orders and production history | Contract and legitimate interest in effective customer and production management |
| Security, abuse prevention and evidence | Login, form, server and fraud signals; complaints and disputes | Legitimate interest and, where applicable, legal obligation |
| Website analytics and advertising measurement | Google Analytics and Google Ads | Consent where legally required |
| Communication about an enquiry, order or existing collaboration | Status, practical information, service and relevant next steps | Contract or legitimate interest; no separate unsolicited newsletter route |
Where AJDN relies on legitimate interests, it balances its business need against the privacy impact and limits data to what is necessary. Consent can always be withdrawn for the future.
4. Forms, communication and production files
Website forms may store data in WordPress/Elementor and send the enquiry through AJDN’s business email environment. Cloudflare Turnstile helps prevent automated abuse and spam. Production and design files are supplied by email or through the secure customer account, not through WhatsApp.
WhatsApp is used only to answer questions concerning enquiries, orders and existing collaborations. Email or the secure account must be used for files. If a customer asks AJDN to install a webshop integration, the customer grants temporary administrative rights limited to what is required. AJDN removes or asks the customer to revoke that access after installation.
For fulfilment or dropshipping, AJDN may receive data from a business customer’s webshop. Depending on the agreement, AJDN may act as a processor on behalf of that webshop customer for certain logistics data. The webshop customer remains responsible for its own privacy information to end customers.
5. AJDN AI specialists and OpenAI
The AJDN App uses OpenAI to generate answers. When a user sends a question or prompt, the text and relevant approved AJDN knowledge are processed through the OpenAI API. The API key remains on the AJDN server. Files a user adds to AJDN are not automatically sent to OpenAI.
OpenAI may process and retain API input and output for a limited period under the applicable API terms for security and abuse prevention. According to OpenAI’s standard API documentation, API data is not used for model training unless the API customer expressly opts in. AJDN limits data sent to what is necessary to produce the answer.
Do not enter passwords, special-category data, trade secrets or other unnecessarily confidential information in an AI conversation. AI answers may be inaccurate or incomplete. Prices, deadlines, quotations, order changes and binding arrangements require confirmation by an AJDN employee.
6. With whom may data be shared?
AJDN shares data only when necessary for the stated purposes, required by law or based on consent. Categories and providers include:
- hosting and email: Vimexx;
- own file storage: QNAP AJDN, managed by AJDN;
- accounting and invoicing: E-Boekhouden;
- payments: Mollie;
- shipping and order logistics: including DHL, where required PostNL, and technical shipping/integration services such as Sendcloud;
- webshop integrations: including WooCommerce and Shopify, depending on the customer’s environment;
- AI responses: OpenAI;
- website analytics and advertising following applicable consent: Google Analytics, Google Ads and Site Kit;
- form security: Cloudflare Turnstile;
- production and material suppliers: only what is necessary to carry out the order;
- professional advisers and competent authorities: where necessary or legally required.
AJDN does not sell personal data. Where a supplier acts as processor, AJDN puts appropriate privacy and security arrangements in place.
7. Processing outside the European Economic Area
Some international providers, including OpenAI, Google and Cloudflare, may process data in or from countries outside the EEA. Where required, AJDN uses a valid transfer mechanism, such as an applicable adequacy decision, the EU-US Data Privacy Framework for a certified recipient, or European Commission Standard Contractual Clauses supplemented by appropriate measures.
The exact location and safeguards can change by service and account configuration. Requests for further information about an applicable safeguard can be sent to info@ajdn.com.
8. Cookies, language preference, Analytics and advertising
AJDN uses necessary technologies for security, sessions, forms and language selection. The Polylang language cookie, for example, remembers the chosen language. Cloudflare Turnstile processes technical signals to protect forms against abuse.
The website uses Google Analytics (`G-L8RTGMPPB2`) and Google Ads (`AW-684991288`). Analytics and advertising storage are controlled through a consent banner and Google Consent Mode v2. Visitors can use necessary functions without accepting analytics or marketing. If consent is denied, consent status and limited cookieless measurements may be sent to Google where Site Kit Consent Mode operates in the selected configuration; optional cookies are then not written or read.
Visitors can accept or refuse consent by category and later change or withdraw it. Following the technical consent batch, this page will contain a permanent route to the privacy settings and the current multilingual cookie statement.
9. How long does AJDN retain data?
AJDN retains data no longer than necessary for the purpose, statutory duties, security or a reasonable dispute risk. The following rules apply:
| Data | Retention period or criterion |
|---|---|
| Enquiry without an order | Normally no more than 2 years after the last substantive contact, unless deletion is requested earlier or longer retention is needed for an active project or dispute. |
| Form copy in WordPress/Elementor | As briefly as possible; normally no more than 12 months after handling. Relevant order information becomes part of the customer/order record. |
| Order, contract, complaint and service data | Normally 5 years after completion, or longer where a legal claim, warranty or dispute requires it. |
| Financial and tax records | Generally 7 years; 10 years where a specific statutory retention duty applies. |
| Production, print, design and embroidery files | 5 years after the last order in which the file was used. Longer during an active collaboration or where reuse is expressly requested; thereafter reviewed and deleted or anonymised where appropriate. |
| AJDN App account and communication | While the account or collaboration is active and normally no more than 2 years after the last activity; information forming part of an order follows the order or statutory period. |
| Fulfilment, shipping and returns data | Normally no more than 2 years after handling, unless part of statutory records, an active collaboration, carrier claim or dispute. |
| Security logs | As briefly as practicable, normally no longer than 12 months, except where a security incident or legal need requires longer. |
| Consent evidence | As long as necessary to demonstrate the choice and compliance, normally no more than 5 years after expiry or withdrawal. |
Backups may contain data for a limited technical rotation period. They are not restored for normal business use and are overwritten under the backup cycle.
10. Security and personal data breaches
AJDN uses appropriate technical and organisational measures, including access controls, secure connections, updates, backups, server-side secrets, separate customer accounts and internal rules for files and communication. No method is entirely risk-free.
If a security incident is likely to create a risk for individuals, AJDN investigates it and notifies the Dutch Data Protection Authority and affected individuals where required.
11. Your privacy rights
Depending on the circumstances, you have rights of access, rectification, erasure, restriction, portability and objection. You may withdraw consent for the future. You also have the right to lodge a complaint with the Dutch Data Protection Authority or the competent supervisory authority in your country.
Send a request to info@ajdn.com. AJDN may ask for additional information to establish identity and authority, without requesting more data than necessary. AJDN normally responds within one month; the GDPR allows an extension for a complex request. Rights are not absolute: AJDN may need to retain data due to a statutory duty or legal claims.
12. AI, profiling and automated decisions
AJDN uses AI to support information and initial answers, not to make decisions without the possibility of human review that have legal or similarly significant effects on a person. An employee confirms binding prices, production arrangements, credit terms and complaint outcomes.
The services are intended for businesses and adult contact persons. AJDN does not specifically target children and does not knowingly ask minors to create an independent account or place an order.
13. Changes and contact
AJDN may amend this policy when services, suppliers or law change. The current version and date appear on this page. AJDN informs active users of a material change where reasonable or legally required.
Contact: AJ Designs Nederland / AJDN, Brouwerstraat 34, 2984 AR Ridderkerk, the Netherlands · info@ajdn.com · +31 85 130 46 14. See also the terms and conditions.