Privacy statement

Privacy statement Mental Matters Psychotherapy B.V.
established in Nijmegen and registered with the Chamber of Commerce under number XXXXX, hereinafter "Mental Matters", attaches importance to the protection of personal data. This privacy statement explains how Mental Matters handles information about an identified or identifiable natural person, as referred to in the General Data Protection Regulation (AVG).

1. Application

This privacy statement applies to the following categories of natural persons whose personal data Mental Matters processes:

  • (potential) clients;
  • visitors to the Mental Matters Practices;
  • visitors of the website;
  • participants of meetings of Mental Matters;
  • applicants;
  • all other persons who contact Mental Matters or whose personal data Mental Matters processes, with the exception of its employees.


2. Processing of personal data

Mental Matters processes personal data that:

  1. a person has provided in person (during a meeting), by telephone or digitally (via e-mail, web forms on the website or other means), such as contact details or other personal data;
  2. is requested from other care providers or referrers (with the consent of the person concerned);
  3. provided to us by other persons or bodies, such as a referring GP or insurers;
  4. is generated during a data subject's visit to Mental Matters' website, such as the IP address, website browsing behaviour (e.g. first visit, previous and current visit, pages viewed and navigation through the website) and the elements clicked on by the data subject.


3. Purposes of processing

Mental Matters processes personal data for the following purposes:

  1. to carry out the medical treatment agreement and the declaration of activities performed;
  2. to maintain contact, by invitations for meetings and information which the person concerned has requested;
  3. to improve the Mental website;
  4. to keep user statistics. Website user statistics provide information about the number of visitors, the duration of the visit, which parts of the website are viewed and the click behaviour. These are generic reports, which cannot be traced back to individual visitors.


4. Bases of processing information

Mental Matters processes personal data on one of the following bases:

  1. Permission of the person concerned. This consent may be withdrawn at any time, without affecting the lawfulness of the processing based on the consent before the withdrawal.
  2. Fulfilling an agreement, such as a medical treatment, including invoicing to third parties, such as the health insurance company, etc.
  3. A legal obligation, such as the obligation to keep a medical record or to register the BSN.
  4. A legitimate interest, such as the use of contact details for invitations to a meeting.


5. Processors

Mental Matters may engage service providers (processors) to process personal details exclusively as instructed by Mental Matters. Mental Matters shall enter into a data processing agreement with processors which complies with the requirements of the General Data Protection Regulation (AVG).


6. Sharing personal details with third parties

Mental Matters shares personal details with third parties if required to do so in the course of treatment (e.g. a referral) or to comply with a statutory obligation. Mental Matters does not share personal data with third parties for commercial purposes, unless meetings are jointly organized with another organization. In that case only necessary contact details are shared.


7. Transfer outside the EEA

In principle Mental Matters does not pass on personal details to countries outside the European Economic Area (EEA). Should this nevertheless be necessary, Mental Matters shall ensure that the transfer only takes place if the European Commission has indicated that the country in question offers an adequate level of protection or if adequate safeguards are in place within the meaning of the General Data Protection Regulation (AVG).


8. Storage of data

Mental Matters does not retain personal details for longer than necessary. Mental Matters generally applies the following retention periods:

Medical data: at least 15 years after the end of the treatment contract;
(financial) administrative data: 7 years after the data have been recorded;
Data from employees and freelancers, other than (financial) administrative data: 5 years after leaving employment or after the end of the contract for services;
Applicant data: 6 weeks after completion of the application procedure, unless an earlier objection is made in which case the data will be destroyed, unless longer if the applicant explicitly agrees to keep the application, for example for future vacancies;
visitors to the website: 5 years after the last visit to the website, unless an objection is raised earlier, in which case the data will be destroyed.


9. Amendments to privacy statement

Mental Matters may amend this privacy statement at any time. An up-to-date version of the privacy statement is published on the Mental Matters website. You are advised to consult this privacy statement regularly to familiarise yourself with any changes.


10. Rights, questions and complaints

You have the right to request Mental Matters to view, rectify, delete, transfer, restrict processing and object to processing. You can contact Mental Matters about this by sending an e-mail to

For questions or complaints about the way Mental Matters processes personal details, too, please contact Mental Matters by e-mail at We will try to resolve complaints to your satisfaction. Should that not be possible, you can turn to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens or AP).

Dutch law applies to this website and privacy statement. All disputes arising from or in connection with this privacy statement will be submitted exclusively to the competent court in the Netherlands. In the event of discrepancies or differences in interpretation between foreign language versions of the privacy statement, the Dutch language version shall prevail. The data protection officer of Mental Matters is Mr. Johannes Vinke. If you have any further questions on Mental Matters' privacy policy, please contact