Last updated: 24-01-2026
Privacy Statement Xpat Housing Solutions B.V.
Xpat Housing Solutions B.V. (“Xpat Housing Solutions”, “we”, “us” or “our”) highly values the protection of personal data. In this Privacy Statement we explain how we collect, use and protect personal data in accordance with the General Data Protection Regulation (GDPR).
This Privacy Statement applies to all services provided by Xpat Housing Solutions and to the use of our website.
1. Who we are
Xpat Housing Solutions B.V.
Address: High Tech Campus 1C, 5656 AE, Eindhoven, the Netherlands
KvK number: 69189994
E-mail: info@xhsolutions.nl
Xpat Housing Solutions is the data controller for the processing of personal data as described in this Privacy Statement. We have not appointed a Data Protection Officer, as we are not legally required to do so. For privacy-related questions, you may contact us using the above contact details.
2. Which personal data we process
Depending on the services you use and your interaction with us, we may process the following categories of personal data:
- Identification and contact details (name, address, email address, telephone number)
- Professional information (employer, job title)
- Financial information (income details, financial eligibility data)
- Identification documents (passport or ID copies, where required for our services)
- Housing-related information (preferences, housing history, service requests)
- Contractual and service-related documents (such as service agreements and supporting documentation)
- Photographs and visual material (e.g. event videos, photos or images provided for service-related introductions)
- Communication data (emails, messages, contact requests)
- Website usage data (IP address, browser information, cookies)
- Marketing preferences
- Event participation data (registration details, attendance)
We do not intentionally process personal data relating to children under the age of 16.
3. Purposes and legal bases for processing
We process personal data only where permitted by law and for specific purposes, including:
a. Service provision (rental, buying, relocation and short stay services)
To provide our housing and relocation services, including screening, preparation and processing of service-related documentation, introduction to landlords and sellers, and liaison with third parties such as landlords, real estate agents, notaries and financial advisors.
Legal basis: performance of a contract or pre-contractual measures.
b. Handling contact requests and intakes
To respond to inquiries submitted via our website or otherwise and to conduct initial intakes.
Legal basis: performance of a contract or pre-contractual measures.
c. Legal and administrative obligations
For compliance with tax, accounting and other legal obligations.
Legal basis: legal obligation.
d. Marketing and newsletters
To send newsletters, invitations for housing events and other marketing communications.
Legal basis: consent.
You may withdraw your consent at any time via the unsubscribe link or by contacting us.
e. Website security and misuse prevention
To secure our website and systems and prevent fraud or unauthorized access.
Legal basis: legitimate interest.
f. Photography and visual materials
During events organised by Xpat Housing Solutions, photographs and video recordings may be made. These images may be used for marketing and communication purposes (such as on our website and social media), but only where you have given your explicit consent or where this is otherwise permitted by law.
In addition, as part of our services, we may process photographs of you and/or your family that you voluntarily provide, for example for inclusion in an introduction letter to a landlord or seller. Such processing takes place solely for the purpose of performing our services and these images will not be used for marketing purposes without your separate consent.
Legal basis:
Marketing photos: consent
Service-related photos: performance of a contract
4. Retention periods
We do not retain personal data longer than necessary for the purposes for which they were collected.
In principle, we apply the following retention periods:
- Leads without a concluded contract: up to 12 months after last contact
- Financial and screening data of leads: up to 12 months, unless earlier deletion is appropriate
- Clients and former clients: in accordance with statutory retention obligations (generally 7 years for financial records and our own contractual documentation)
- Marketing data: until consent is withdrawn
Documents relating to rental or purchase agreements between clients and landlords/sellers are not structurally retained by Xpat Housing Solutions. Where such documents are temporarily processed in the context of our services, they are deleted as soon as they are no longer required for that purpose. After expiry of the applicable retention period, personal data will be deleted or anonymised.
5. After completion of services and future prospects
After completion of our services, we retain only limited personal data where this is necessary to maintain a client relationship or to recognise returning clients.
Financial data, screening information and supporting documents collected for specific services (such as rental services) will be deleted or anonymised once such data is no longer required.
Where historic unstructured notes cannot be fully anonymised without disproportionate effort, appropriate safeguards are applied to ensure such information is no longer actively used, shared or relied upon for future service provision. Any new service engagement will be based on a new intake and up-to-date information.
6. With whom we share personal data
We only share personal data with third parties where necessary for the execution of our services or where legally required.This may include:
- Employees and authorised internal staff of Xpat Housing Solutions
- External contractors and freelancers engaged by Xpat Housing Solutions for the delivery of its services
- Partner real estate agents and relocation partners with whom Xpat Housing Solutions cooperates for rental and buying services
- Landlords, real estate agents and property managers
- Notaries and financial advisors
- Tax authorities or other public bodies
- Software and IT service providers acting as processors
We only share photographs provided for service-related introductions with landlords or sellers where this is necessary for the execution of our services.
We conclude data processing agreements with processors to ensure adequate protection of personal data.
7. Use of processors and software providers
CRM, marketing and events (Zoho)
For CRM, marketing, client management and event organisation we use Zoho Corporation as a processor. Personal data are processed within Zoho’s European data centres. This includes:
- Zoho CRM for client and lead management
- Zoho Campaigns for email marketing and newsletters
- Zoho Backstage for the organisation and management of events and event registrations
A Data Processing Agreement has been concluded with Zoho, including agreements on confidentiality, security and GDPR compliance.
Website hosting (AXC)
Our website is hosted by AXC, which processes personal data on our behalf for hosting and technical maintenance purposes.
Website forms and applications
When you submit information through our website forms or through our event registration platforms (such as Zoho Backstage), we process these data to handle your request, register your participation and contact you accordingly.
Communication (e-mail and WhatsApp)
We use e-mail services for our communication. If you contact us via WhatsApp (e.g. via a WhatsApp button on our website), communication is handled via WhatsApp (Meta Platforms). By using this channel, you choose this form of communication yourself. Processing within WhatsApp is subject to the privacy policy of WhatsApp/Meta.
Security and abuse prevention
We implement appropriate technical and organisational measures to secure our website and systems. This may include the processing of IP addresses and log files to prevent misuse, fraud and unauthorised access.
Back-ups and continuity
We create back-ups of our website and data to prevent data loss and ensure continuity of services. Access to back-ups is limited to authorised personnel only.
Access and authorisation
For sensitive personal data, such as financial information or identification documents, enhanced security measures apply. Access is limited to authorised staff members only.
8. Online marketing and advertising platforms
The processing of personal data in connection with online advertising platforms is partly carried out by:
- LinkedIn Ireland Unlimited Company
- Meta Platforms Ireland Ltd.
These parties act as (joint) controllers for their own platform services.
In connection with the use of these platforms and other external services (such as WhatsApp, Google Fonts and embedded media), personal data (such as IP addresses or interaction data) may be processed outside the European Economic Area by these third parties. In such cases, these third parties ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or adequacy decisions.
Marketing and tracking cookies are only placed after your consent. You may change your consent at any time via our cookie settings.
Data collected via event registrations may also be used to inform participants about similar future events, subject to applicable consent requirements.
9. Cookies and similar technologies
Our website uses cookies. Functional cookies are necessary for the proper functioning of the website. Marketing and tracking cookies are only placed after your consent.
We use Complianz as our cookie management tool. You can manage your cookie preferences via our cookie banner or settings. More information is available in our Cookie Policy.
10. External services (fonts and embedded media)
Our website uses external services, including Google Fonts and embedded content from platforms such as YouTube, LinkedIn, Instagram and TikTok.
When loading such services, the visitor’s IP address may be processed by these external parties. This content is only loaded after consent via our cookie settings.
11. Transfers outside the EEA
In principle, Xpat Housing Solutions processes personal data within the European Economic Area (EEA). However, where we make use of external platforms such as LinkedIn, Meta (including WhatsApp, Facebook and Instagram), Google or embedded media services, personal data (such as IP addresses or interaction data) may be processed outside the EEA by these parties. In such cases, these transfers take place only where appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or adequacy decisions.
12. Your rights
You have the right to:
- access your personal data
- correct inaccurate data
- request deletion of data
- restrict or object to processing
- data portability
- withdraw consent at any time
- lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)
Requests can be sent to: info@xhsolutions.nl
13. Changes to this Privacy Statement
We may update this Privacy Statement from time to time. The most recent version will always be published on our website.
14. Contact
If you have any questions about this Privacy Statement or the processing of your personal data, please contact us via:
E-mail: info@xhsolutions.nl
Address: High Tech Campus 1C, 5656 AE, Eindhoven