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Privacy & Cookie Policy

Sparked Voice, based in Hilversum, Netherlands, is responsible for the processing of personal data as shown in this privacy statement.


Contact details:
https://www.sparkedvoice.com/

rica@sparkedvoice.com
Hilversum, Netherlands
KVK: 99327961


Personal data that we process
Sparked Voice processes your personal data because you use our services and/or because you provide this data to us yourself. Below is an overview of the personal data we process:

  • First and last name

  • Address details

  • Phone number

  • Email address

  • Other personal data that the customer actively provides, for example by creating a profile on our website, in correspondence and by telephone

  • Location data

  • ​Data about your activities on our website

 

Purposes of processing
Sparked Voice processes your personal data for the following purposes:

  • To manage contracts and service agreements

  • To schedule and coordinate appointments

  • Processing your payment and disbursing payments to virtual assistants

  • To be able to call or email you if this is necessary to provide our services

  • To deliver goods and services to you

  • To communicate about service delivery

  • To comply with legal and tax obligations

  • To send marketing communications (with your consent)

 

Legal basis for processing
We process your personal data under the following lawful bases as set out in GDPR Article 6:

  • Consent - for newsletters, marketing communications, and non-essential cookies. You may withdraw your consent at any time by contacting us or unsubscribing.

  • Contractual necessity - when delivering paid services, processing payments, managing client accounts, or matching clients with virtual assistants.

  • Legal obligation - for invoicing, tax compliance, and accounting obligations.

  • Legitimate interest - for improving our services, ensuring website security, fraud prevention, and managing our business operations, where these interests are not overridden by your rights.

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We never sell your personal data to third parties.


Automated decision-making
Sparked Voice makes solely automated decisions based on automated processing on matters that can have (significant) consequences for individuals. These are decisions made by computer programs or systems, without human intervention (for example, a Sparked Voice employee). Sparked Voice uses the following computer programs or systems:

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  • Availability & scheduling automation - A system that automatically accepts, declines, or reassigns bookings based on calendar or set preferences (managed via Dubsado and/or Calendly).

  • Payment calculation & processing - Software that automatically calculates payout based on logged hours, task types, or processes disbursements without manual review (managed via Dubsado, Stripe and/or Wise).

  • Fraud & compliance detection - Automated systems that flag, hold, or decline payments based on suspicious activity or compliance rules (managed via Stripe and Wise).

 

Your right to human intervention: Individuals have the right to request human intervention in any automated decision that significantly affects them, to express their point of view, and to contest the decision. To exercise this right, please contact rica@sparkedvoice.com.

 

How long we keep personal data
Sparked Voice will not retain your personal data for longer than is strictly necessary to achieve the purposes for which your data is collected. We apply the following retention periods:

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  • Account & contact data - Duration of our relationship and deleted within 2 years after account closure or last activity

  • Contract & agreement records - 7 years after the contract end date (legal and tax obligations)

  • Payment & financial records - 7 years (applicable tax and accounting laws)

  • Communications & correspondence - 2 years after the end of our relationship

  • Usage & activity logs - Maximum 1 year


Beyond these periods, data is only stored if required by applicable laws, regulations, or other legal obligations. Data that is no longer required is securely deleted or anonymized.


How we protect personal data
Your personal data is stored securely on reputable third-party platforms, including Google Workspace, Calendly, Dubsado, ClickUp, Trello, Stripe, Wise, and LastPass. We apply appropriate technical and organizational measures to protect your data against unauthorized access, loss, alteration, or misuse. Where data is processed by third-party platforms on our behalf, we ensure those parties maintain adequate security standards.

 

Sparked Voice takes the protection of your data seriously and implements appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. If you believe your data is not properly secured or if there are indications of misuse, please email rica@sparkedvoice.com.

 

Sharing personal data with third parties
Sparked Voice shares your personal data with various third parties if this is necessary for the performance of the agreement and to comply with any legal obligations. We have data processing agreements in place with companies that process your data on our behalf to ensure the same level of security and confidentiality of your data. Sparked Voice remains responsible for these processing operations. Sparked Voice also provides your personal data to other third parties. We do this only with your explicit consent.

 

  • CRM & Client Management (Processor) - Dubsado, USA (DPA in place); Contract management, lead capture, scheduling, invoicing; Name, email, company name, contract details

  • Payment Processing (Procesor) - Stripe, USA (DPA in place); Processing client payments, fraud detection; Name, billing address, payment details

  • International Payouts (*Independent Controller) - Wise, UK/USA; Processing payments, compliance, fraud prevention; Name, bank account details, email

  • Scheduling (Processor) - Calendly, USA (DPA in place); Booking and appointment scheduling; Name, email, availability data

  • Productivity & Communication (Processor) - Google Workspace, USA (DPA in place); Email, document storage, internal communication; Name, email address, document content

  • Project Management (Processor) - ClickUp, USA (DPA in place); Task and project management; Name, email, task conten

  • Project Management (Processor) - Trello (Atlassian), USA (DPA in place); Task and project management; Name, email, task content

  • Password Management (Processor) - LastPass, USA (DPA in place); Secure storage and management of credentials;  Name, email, encrypted credential data

  • Communication (Processor) - Slack, USA (DPA in place); Client communication, project updates, work-related messaging; Name, email, message content

  • Messaging (Processor) - WhatsApp, USA (DPA in place); Client communication and coordination; Name, phone number, message content


*Wise as Independent Controller: When Wise processes your data for its own compliance, anti-fraud, and regulatory purposes, it acts as an independent data controller. This means Wise determines the purpose and means of processing independently of Sparked Voice, and their own privacy policy governs that processing. We encourage you to review Wise's privacy policy at wise.com/privacy for full details.


Processors vs. Independent Controllers: Companies marked as Processor handle your personal data strictly on Sparked Voice's behalf and under our instructions, governed by a Data Processing Agreement. Companies marked as Independent Controller process your data for their own purposes under their own legal basis. Sparked Voice is not responsible for the processing activities of independent controllers, and you may exercise your data rights directly with them.

 

Cookies, or similar techniques, that we use
Sparked Voice uses functional, analytical, and tracking cookies. A cookie is a small text file that is stored in the browser of your computer, tablet, or smartphone when you first visit this website. Sparked Voice uses cookies with a purely technical functionality. These ensure that the website works properly and that, for example, your preferences are remembered. These cookies are also used to ensure the website works properly and to optimize it. In addition, we place cookies that track your browsing behavior so that we can offer customized content and advertisements. On your first visit to our website, we already informed you about these cookies and asked for your permission to place them.
We use the following categories of cookies:

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  • Functional - Ensures the website works properly and remembers your preferences (e.g., language, login state). These cookies are strictly necessary and do not require consent. - Session or up to 1 year

  • Analytical - Measures website visits and user behavior to help us improve the website (e.g., Google Analytics). These cookies are only placed with your consent. - Up to 2 years

  • Marketing / Tracking - Tracks browsing behavior across pages to enable personalized content and advertisements. These cookies are only placed with your consent. - Up to 1 year


You can opt out of cookies by configuring your internet browser to no longer store them. You can also delete all previously stored information through your browser settings. For an explanation, see: https://veiliginternetten.nl/cookies-wat-zijn-het-en-wat-doe-ik-ermee/.


This website also places cookies from third parties, such as advertisers and/or social media companies. These third parties have their own privacy and cookie policies, over which Sparked Voice has no control.

 

View, change or delete data
You have the right to access, correct, or delete your personal data. You also have the right to withdraw your consent to the data processing or to object to the processing of your personal data by Sparked Voice, and you have the right to data portability. This means you can submit a request to us to send the personal data we hold about you in a computer file to you or another organization named by you. You can send a request for access, correction, deletion, data transfer of your personal data, or a request to withdraw your consent or object to the processing of your personal data to rica@sparkedvoice.com.

 

To verify that the request for access has been made by you, we ask you to include a copy of your ID with the request. In this copy, please redact your passport photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), passport number, and Citizen Service Number (BSN). Alternatively, identity may be verified by other means upon request. This is to protect your privacy. We will respond to your request as quickly as possible, but within one month.

 

Sparked Voice would also like to inform you that you have the right to file a complaint with the national supervisory authority, the Dutch Data Protection Authority. You can do so via the following link: https://autoriteitpersoonsgegevens.nl/nl/contact-met-de-autoriteit-persoonsgegevens/tip-ons


Third-party links
Our website may include links to external websites, tools, or social platforms. Sparked Voice is not responsible for the privacy practices or content of those third parties. We encourage you to review the privacy policies of any external sites you visit.

 

Updates to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, tools, or legal obligations. The latest version will always be posted on this page. We encourage you to review this policy periodically.

 

Last updated: June 2026

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