--- title: "Privacy Policy | Relocify" description: "How Esflow Technologies B.V. processes your personal data." url: "https://www.relocify.nl/legal/privacy" --- # Privacy Policy This Privacy Notice explains how Esflow Technologies B.V. ("Relocify", "we", "us", "our") collects and uses personal data when you use our website, application, relocation and property-search services, or interact with us in connection with those services. # 1. Who we are Esflow Technologies B.V. is the controller of the personal data described in this Notice unless we state otherwise for a particular service. **Company:** Esflow Technologies B.V. **KvK:** 75821036 **Address:** Herengracht 449 A, 1017 BR Amsterdam, Netherlands **Email:** [support@relocify.nl](mailto:support@relocify.nl) **Website:** [www.relocify.nl](http://www.relocify.nl/) # 2. Who this Notice applies to This Notice applies to: - customers using Relocify directly; - employees or other individuals receiving Relocify services through an employer; - co-tenants, partners, guarantors and other household members included in an application; - people invited to participate in a relocation; - employer and HR contacts; - people whose information is provided to us by another person in connection with a relocation or property application; and - users of our website, app and customer portal. Where we receive information about you from another person or organisation, rather than directly from you, we process it only where we have a lawful reason to do so and provide information about that processing where required by law. # 3. Personal data we collect Depending on how you use Relocify, we may process: **Account and contact information** — name, first and last name, email address, phone number, username, account role, language/locale, profile or avatar photo, Google account identifier and account/login information. **Qualification and relocation information** — employment situation, income and income range, partner income and employment information, housing budget, preferred areas, moving date, household composition, willingness to share, package/service information, referral and campaign information and information you provide in free-text fields. **Rental application information** — name, contact details, date of birth, current address, employment status, employer, salary and employer/HR contact details for applicants and co-tenants. **Identity and application documents** — passport or ID card, visa or residence permit, employment contract, payslips, bank statements, proof of funds, references, company-registration documents, photos and other documents you choose or are required to provide for an application. **Information extracted from documents** — when documents are reviewed using our document-analysis tools, we may extract information such as name, date of birth, nationality, document number, machine-readable passport information, residence-permit details, address, salary, bank details, balances and other identifiers appearing in the document. We aim to process only information necessary for providing and checking the service. We do not extract or store citizen service numbers (BSN), and we mask them where they appear on documents. **Search-profile information** — budget, property size, rooms, moving dates, preferred districts, pet/sharer/student information, work address or coordinates, commute requirements and other property preferences. **Communications** — messages with Relocify and property agents, application and offer comments, attachments, translations, reviews, ratings and support communications. **Payment and transaction information** — payment status, transaction amounts, payment references, Mollie customer identifiers, mandate/payment method type, deposit information and records of acceptance of our terms. Payment-card or bank-account credentials entered directly with our payment provider are not stored by Relocify. **Usage and behavioural information** — property favourites, offer and viewing activity, timestamps, notification history and service activity used to operate and improve the relocation process. **Technical information** — IP address, country derived from IP, browser/user agent, session information, device/operating-system information, push-notification tokens, notification-delivery information and security/audit information. **Marketing and analytics information** — referral source, UTM/campaign information, experiments or A/B-test variants, analytics identifiers and information about interactions with our website and application, subject to applicable consent requirements. # 4. Where we obtain personal data We may receive information: - directly from you; - from another member of your household or another person involved in your relocation; - from an employer or HR contact sponsoring or supporting a relocation; - through Google sign-in; - through forms, scheduling tools and other services you use to interact with us; - from property agents, landlords and other parties involved in a property application; and - from our systems when you use our website, app or services. # 5. How we use personal data and our legal bases We process personal data only where we have a lawful basis under applicable data-protection law. We generally rely on **contract or steps before entering a contract** to create and manage your account, provide property-search and relocation services, review application information, arrange viewings, prepare and submit applications, communicate with you, process payments and deliver requested functionality. We may rely on our **legitimate interests** to operate our business and CRM, maintain appropriate records, communicate with business contacts, protect our systems, prevent fraud and misuse, monitor errors, improve service operations and establish, exercise or defend legal claims. We balance these interests against your rights and interests. We rely on **consent** where required, including for non-essential analytics, session replay, advertising/marketing cookies and certain marketing communications. You may withdraw consent at any time. We rely on **legal obligations** where processing is required for accounting, tax, regulatory or other legal requirements. # 6. AI-assisted processing and profiling Relocify uses AI-assisted tools to help staff review documents and application information. When a document is selected for analysis, the document and relevant context may be processed by an AI service to extract and cross-check information such as identity, employment, income and supporting application information. Our AI service provider is OpenAI. AI-assisted document analysis is processed within the European Economic Area, documents and outputs are not retained by OpenAI after processing, and they are not used to train AI models. The AI extracts text-based information from documents; we do not use automated facial recognition or any other form of biometric identification. AI-assisted results are reviewed by Relocify staff. We do not rely solely on an AI-generated result to make a decision that produces legal or similarly significant effects on you. We also use rule-based qualification and routing, including information such as income and service eligibility, to determine the appropriate service flow or whether a lead should be routed to a particular service. You can always ask for the outcome to be reviewed by a Relocify staff member, express your point of view and contest the result by contacting [support@relocify.nl](mailto:support@relocify.nl). **Identity verification.** To verify your identity, a Relocify staff member compares your identity document with you during a video call. After verification, we record that the check was completed and limit further retention of your identity document to what is necessary for your application. # 7. Property applications and sharing with agents or landlords To provide our service, Relocify may share information with letting or estate agents, landlords, property managers and property platforms where reasonably necessary for a viewing, application or tenancy process. Depending on the application, this may include identity/contact details, household information, employment and income information, proof of identity, proof of affordability, references, residency documentation, application introductions and supporting documents. Where a landlord or agent requires a copy of your identity document, we share it for your application with your citizen service number (BSN) masked. We share your passport photo only where the landlord or agent requires it for their own checks; otherwise we share a copy with the photo masked. Once information is provided to an independent agent, landlord or other recipient, that party may process it under its own privacy responsibilities. # 8. Employer-sponsored relocations If your relocation is sponsored or managed through an employer, authorised employer or HR users may receive information needed to monitor and administer the relocation, such as your name, service/package, relocation status, progress and relevant milestones. We aim to limit employer access to information reasonably necessary for administering the employer-sponsored service. Sensitive application information and supporting documents are not intended to be shared with an employer unless necessary for the service, authorised by you or otherwise lawfully permitted. # 9. Service providers and other recipients We use third-party service providers to operate Relocify. Depending on how you use our services, these may include providers of: - cloud hosting, databases and file storage; - customer relationship management; - AI-assisted document and profile processing; - translation; - product analytics and session replay; - authentication and other platform services; - application and error monitoring; - email, lifecycle communications and push notifications; - payment processing; - forms and scheduling; - maps, geocoding and travel-time functionality; and - internal administrative and operational tools. These providers process personal data only where necessary to provide the relevant service and subject to applicable contractual and data-protection requirements. We may also disclose personal data to letting or estate agents, landlords and property managers as described above, as well as professional advisers, accountants, lawyers, regulators, courts, law-enforcement authorities or other public authorities where legally required or reasonably necessary. # 10. Analytics, cookies and session replay Our website and application use strictly necessary technologies for functions such as authentication, security and saving user preferences. With consent where required, we may also use analytics and similar technologies to understand how our services are used, measure marketing attribution, run experiments and improve our product. This may include Amplitude and technologies managed through Google Tag Manager. Where session replay is enabled, it may record interactions with parts of our application so that we can identify usability and technical issues. We configure such tools to limit unnecessary capture of personal or sensitive information and use them only where the required consent has been obtained. You can manage non-essential cookie and tracking choices through our cookie controls. Rejecting non-essential tracking does not prevent you from using core Relocify functionality. # 11. Payments Payments may be processed through Mollie. Relocify may receive information about the payment, such as its amount, status, method type and transaction reference. Payment credentials entered directly with Mollie are handled by Mollie rather than stored by Relocify. # 12. Mobile app and notifications Our mobile application may request access to your camera, microphone or photo library when you choose functionality that requires it, such as capturing or uploading content. It may also request permission to send push notifications. Push notifications may be delivered through Expo and underlying Apple or Google notification services. Notification content may include information relevant to your relocation or messages. You can control notification permissions through your device settings. # 13. International transfers Some providers may process personal data outside the European Economic Area. Where personal data is transferred internationally, we use an appropriate legal mechanism where required, such as an adequacy decision, the European Commission's Standard Contractual Clauses or another legally recognised safeguard. AI-assisted document analysis is processed within the European Economic Area. Where relevant, you may contact us for more information about safeguards applying to transfers of your personal data. # 14. Retention We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including providing the service, handling disputes, preventing fraud and complying with legal, tax and accounting obligations. Retention periods differ by category of information. Identity documents and financial supporting documents (such as payslips and bank statements) are kept only for as long as needed for the application process they were provided for, and are then deleted or masked unless a legal obligation or an ongoing dispute requires us to keep them longer. We delete or anonymise information when it is no longer required, subject to legal obligations and legitimate needs to retain particular records. Where our account-deletion functionality is available, requesting account deletion initiates our deletion process. Some information may need to be retained where we have a legal obligation or another lawful reason to keep it. # 15. Your rights Depending on the circumstances, you may have the right to: - access personal data we hold about you; - correct inaccurate or incomplete information; - request deletion of personal data; - request restriction of processing; - object to processing based on legitimate interests; - withdraw consent where processing is based on consent; - receive certain personal data in a portable format; and - lodge a complaint with a supervisory authority. To exercise your rights, contact [**support@relocify.nl**](mailto:support@relocify.nl). We may ask for information necessary to verify your identity before fulfilling a request. You may also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). # 16. Data relating to other people If you provide personal data about a co-tenant, partner, guarantor, HR contact, referee or another person, you should only provide information that is relevant to the relocation or application and that you are permitted to provide. Where required, we will provide those individuals with information about our processing or otherwise take appropriate steps under applicable data-protection law. # 17. Security We use technical and organisational measures designed to protect personal data. Depending on the system, these include encrypted connections, password hashing, server-side sessions, access controls, private document storage, short-lived file-access links, rate limiting and role-based access. No method of electronic storage or transmission is completely secure, but we regularly review our controls and work to limit access to personal data to people and systems that need it. # 18. Whether you must provide personal data You are not generally required by law to provide personal data to Relocify. However, certain information and documents are necessary for us to provide the requested relocation, property-search or application service. If required information is not provided, we may be unable to provide some or all of the service. # 19. Third-party websites and services Our website and application may link to property portals, agency websites or other external services. Those organisations are responsible for their own privacy practices when they process information independently from Relocify. # 20. Changes to this Notice We may update this Privacy Notice when our services, technology or legal obligations change. We will publish the current version and update the date above. Where appropriate, we will provide additional notice of material changes. # 21. Contact For privacy questions or requests, contact: **Esflow Technologies B.V.** Herengracht 449 A 1017 BR Amsterdam Netherlands KvK 75821036 [**support@relocify.nl**](mailto:support@relocify.nl) **Last updated: 15 October 2026**