1. Privacy at a Glance

The protection of your personal data is important to OEM Office Elearning Menu. We process personal data in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR).

We only process personal data that is necessary for, among other things, the operation of our website, responding to enquiries, processing orders and payments, providing our e-learning products and training courses, and the other purposes described below.

Personal data is not sold to third parties for advertising or other commercial purposes without a valid legal basis.

2. Data Controller

The controller responsible for the processing of personal data is:

OEM Office Elearning Menu
Veluwezoom 5
1327 AA Almere
The Netherlands

Telephone: +31 (0)36 760 1019
Email: [email protected]

Contact person for privacy-related questions:
Graham Hulsebos

3. What Personal Data Do We Process?

Depending on the services you use, we may process the following personal data:

• first and last name;
• address details;
• email address;
• telephone number;
• company or organisation details;
• billing and payment information;
• order and contract information;
• information relating to e-learning courses, examinations and training courses;
• contents of enquiries and other communications;
• contents of communications with our AI assistant Sanne;
• technical data processed when using our website.

We only process this information insofar as it is necessary for the relevant purpose and where a valid legal basis exists.

4. Orders and Performance of Contracts

When you order a course, e-learning product, examination, training course or other service from us, we process the personal data necessary to process your order and perform our agreement with you.

We use this information for purposes including:

• processing your order;
• providing the products and services ordered;
• communicating with you about your order;
• invoicing;
• fulfilling our contractual obligations.

The processing is primarily based on Article 6(1)(b) GDPR: processing necessary for the performance of a contract or in order to take steps at your request prior to entering into a contract.

Where we are legally required to retain certain information, processing is based on Article 6(1)(c) GDPR.

5. Payments

We use Mollie to process online payments.

The payment and transaction information necessary to complete your payment may be transferred to Mollie.

This processing is necessary to execute and process your payment.

The legal basis is Article 6(1)(b) GDPR and, where applicable legal obligations exist, Article 6(1)(c) GDPR.

6. Invoicing and Accounting

We use Exact Online for our invoicing and accounting.

This may involve the processing of your name, company details, address, invoice details and information about products and services ordered.

This processing takes place for the performance of agreements and to comply with our statutory tax and administrative obligations.

The legal bases are Article 6(1)(b) and (c) GDPR.

7. Contacting OEM Office Elearning Menu

When you contact us via our website, by email, by telephone or by other means, we process the information you provide in order to handle your question or request.

This information may include:

• your name;
• email address;
• telephone number;
• company name;
• the content of your question or request.

Where your contact relates to entering into or performing an agreement, processing is based on Article 6(1)(b) GDPR.

For other business enquiries, processing may be based on our legitimate interest in responding appropriately to questions from customers and prospective customers in accordance with Article 6(1)(f) GDPR.

8. AI Assistant “Sanne”

OEM Office Elearning Menu uses the AI-powered digital assistant “Sanne”.

Sanne may be used both through the chat function on our website and by telephone.

Sanne assists visitors and callers with questions about our products, e-learning courses, training courses and services and can assist in handling general enquiries.

You Are Communicating with Artificial Intelligence

Sanne is an AI-powered digital assistant and not a human employee.

This applies both to the chat function on our website and to telephone conversations with Sanne.

At the beginning of the interaction, you will be informed that you are communicating with an AI system.

What Information May Sanne Process?

When communicating with Sanne, the following information may be processed:

• name;
• telephone number;
• email address;
• company or organisation details;
• the contents of your questions and answers;
• information about products, courses, training courses or services in which you are interested;
• other information that you voluntarily provide to Sanne during a chat or telephone conversation;
• technical information necessary for the operation and security of the service.

Please do not provide Sanne with sensitive information or special categories of personal data unless this is necessary for handling your request.

Telephone Conversations with Sanne

When you speak to Sanne by telephone, your speech is technically processed so that the AI system can understand and respond to your request.

We do not store the telephone conversation as an audio recording.

The content or a summary of the conversation is processed in text form and may be sent by email to authorised employees of OEM Office Elearning Menu so that your enquiry can be followed up.

Website Chat with Sanne

When you chat with Sanne through our website, the information you enter is processed so that Sanne can understand and respond to your request.

The content or a summary of the chat may subsequently be sent by email to authorised employees of OEM Office Elearning Menu.

Personal Follow-up

Information received through Sanne may be used to:

• further process your enquiry;
• contact you by telephone or email in connection with your enquiry;
• provide the information you have requested;
• inform you about products or services relevant to your enquiry;
• prepare a quotation at your request.

Legal Basis for Processing by Sanne

Where communication with Sanne takes place at your request with a view to entering into or performing an agreement, processing is based on Article 6(1)(b) GDPR.

For general enquiries and the efficient provision of our customer service and AI assistant, processing may be based on our legitimate interests in accordance with Article 6(1)(f) GDPR.

Hosting and Processing within the European Union

Sanne is hosted within the European Union.

Insofar as personal data is processed when using Sanne, according to the information available to us, this processing takes place within the European Union or the European Economic Area.

Retention Period for Communications with Sanne

Personal data and communications stored within the AI system are generally deleted once your enquiry has been handled, the necessary personal contact by telephone or email has been established, and the information is no longer required within the AI system.

Communication data stored within the AI system is deleted no later than 30 days after the relevant communication.

If your enquiry subsequently results in, for example, a quotation, order, agreement, customer relationship or other business communication, the personal data necessary for this purpose may continue to be processed outside the AI system.

The applicable statutory and operational retention periods will then apply to such data.

We do not store an audio recording of your telephone conversation with Sanne.

9. Newsletter

When you subscribe to our newsletter, we use the personal data necessary to send the newsletter to you.

We use Enormmail for newsletter distribution. Your name and email address may be processed for this purpose.

You can unsubscribe at any time by using the unsubscribe link at the bottom of our newsletters.

Where processing is based on consent, the legal basis is Article 6(1)(a) GDPR.

You may withdraw your consent at any time with effect for the future.

10. Webshop and Hosting

Our webshop uses Lightspeed. A secure connection is used to protect information transmitted through our website.

For hosting and email services, we use service providers including Versio.

Where these service providers process personal data on our behalf, such processing takes place in accordance with applicable data protection legislation and the relevant contractual arrangements.

11. E-Learning Environment

According to the information available to us, our e-learning environment is hosted on servers within the European Union.

Personal data necessary for providing the e-learning environment is processed for the delivery of our e-learning services and the associated administrative processes.

For purchased or agreed e-learning services, the legal basis is generally Article 6(1)(b) GDPR.

12. Cookies

Our website uses cookies and similar technologies.

Functional and technically necessary cookies may be used to ensure the correct and secure operation of our website and webshop.

Where cookies or similar technologies are used for analytics, marketing or other non-essential purposes, this is done in accordance with applicable legal requirements and, where required, on the basis of your consent.

You can manage your preferences through the cookie settings on our website.

13. Google Analytics

We may use Google Analytics to statistically analyse the use of our website and to improve our website and services.

Where consent is legally required, Google Analytics will only be used after you have provided the necessary consent through our cookie settings.

Further information about the cookies actually used, their retention periods and the service providers involved can be found in the cookie settings on our website.

14. Recipients and Service Providers

We use various technical and administrative service providers to provide our products and services.

These may include providers of:

• webshop technology;
• hosting;
• email services;
• payment processing;
• accounting services;
• newsletter services;
• e-learning technology;
• AI services;
• website analytics.

Personal data is only shared with such parties where this is necessary for the relevant service and where a valid legal basis exists.

15. Retention Periods

We generally retain personal data for no longer than is necessary for the purpose for which it was collected.

Where statutory retention obligations apply, certain contractual, invoicing, accounting and administrative information may be retained for longer periods.

Communications stored within Sanne's AI system are subject to the maximum retention period of 30 days described above.

16. Your Data Protection Rights

Subject to the applicable statutory requirements, the GDPR provides you with rights including:

• the right of access to your personal data;
• the right to rectification of inaccurate personal data;
• the right to erasure of your personal data;
• the right to restriction of processing;
• the right to data portability;
• the right to object to certain processing;
• the right to withdraw consent previously given.

If you wish to exercise any of these rights, you can contact us using the contact details provided above.

You also have the right to lodge a complaint with a competent data protection supervisory authority.

As OEM Office Elearning Menu is established in the Netherlands, you may contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

17. Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, unauthorised disclosure and unlawful alteration.

Where necessary and technically available, we use secure and encrypted connections.

18. Changes to this Privacy Policy

We may amend this Privacy Policy if our services, the technologies we use or applicable laws and regulations change.

The most recent version of this Privacy Policy will be published on our website.

Last updated: September 2026