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      Algemene voorwaarden

      1. Who we are
      Quadrivas Clinic Koiter & de Jong is responsible for processing your personal data as described in this privacy statement. We are a partnership (maatschap) of two Quadrivas therapists:

      Nicolette Koiter, Hoogeveenseweg 46, 7933 PG Pesse, the Netherlands · telephone +31 6 48 16 90 91 · AGB code: 90119698
      Jeanine de Jong, Weerwilleweg 13, 7958 RV Koekange, the Netherlands · telephone +31 6 29 34 32 36 · AGB code: 90119635
      E-mail: info@quadrivaskoiterdejong.nl · Chamber of Commerce (KvK) number: 85496731 · IBAN: NL74RABO0189899891 · VAT number: NL863643188B01

      We are members of the professional association BATC and of Koepel NAP, the umbrella organisation for complementary care. Both Nicolette and Jeanine are the contact persons for privacy questions.

      This privacy statement applies to visitors to our website, people who contact us and our clients. We comply with the General Data Protection Regulation (GDPR; in Dutch: AVG), the Dutch GDPR Implementation Act (Uitvoeringswet AVG, UAVG), the Dutch Medical Treatment Contracts Act (Wet op de geneeskundige behandelingsovereenkomst, WGBO) and the Dutch Quality, Complaints and Disputes in Healthcare Act (Wet kwaliteit, klachten en geschillen zorg, Wkkgz).

      2. What personal data we process
      We only process data that is necessary for your treatment, our administration or our contact with you. Depending on your situation, this may include:

      • Contact details: name, address, telephone number, e-mail address.
      • Identification data: date of birth and, for claims with your health insurer, the name of your insurer and your policy number.
      • Health data: your complaints, your (medical) history, relevant medication, findings and treatment reports.
      • Financial data: invoices, payment details and payment status.
      • Communication: messages you send us by e-mail, telephone, WhatsApp or the contact form.
      • Website data: technical and statistical data about your visit to our website (see section 8).

      Health data is a special category of personal data. Stricter rules apply to it, and we handle it with extra care. You are not obliged to provide data, but without the data needed for safe treatment we cannot treat you.

      3. What we use your data for, and on what legal basis
      We only use your data for the purposes below. Each purpose has a legal basis under the GDPR.

      • Making appointments and staying in contact. Data: contact details, communication. Legal basis: performance of (or entering into) the treatment agreement (Art. 6(1)(b) GDPR).
      • Treatment and keeping your client file. Data: contact, identification and health data. Legal basis: treatment agreement and statutory record-keeping obligation under the WGBO (Art. 6(1)(b) and (c) GDPR); for health data Art. 9(2)(h) GDPR in conjunction with Art. 30(3) UAVG.
      • Invoicing and claims with your health insurer. Data: contact and identification data, treatment dates, financial data. Legal basis: treatment agreement and statutory tax retention obligation (Art. 6(1)(b) and (c) GDPR).
      • Handling complaints and disputes. Data: the data needed for the complaint. Legal basis: legal obligation under the Wkkgz (Art. 6(1)(c) GDPR).
      • Monitoring and improving the quality of our care, including reporting incidents. Data: as little as possible, without names where possible. Legal basis: legal obligation under the Wkkgz (Art. 6(1)(c) GDPR).
      • Newsletter or information about our treatments. Data: name, e-mail address. Legal basis: your consent (Art. 6(1)(a) GDPR); you can withdraw it at any time.
      • Answering questions via the contact form. Data: name, e-mail address, telephone number, your message. Legal basis: your request and our legitimate interest in responding (Art. 6(1)(f) GDPR).
      • Improving our website. Data: anonymised visitor data. Legal basis: legitimate interest, or consent where legally required (see section 8).

      We do not use your data for any other purposes, we do not sell it, and we do not make decisions about you based on automated processing or profiling.

      4. Your client file and our professional confidentiality
      For good and safe treatment, the WGBO requires us to keep a file about you. It contains your details, your complaints, the agreements we make with you and reports of the treatments.

      • Who has access: only your treating therapist. If the other therapist of our practice stands in for her, she only gets access to your file if this is necessary for your treatment and you give your consent.
      • Professional confidentiality: we have a statutory duty of confidentiality. We share nothing from your file with others, including your GP or family, without your express consent.
      • Exceptions: only if the law requires us to, or in an exceptional situation in which remaining silent could cause serious harm to you or someone else (for example, a suspicion of domestic violence or child abuse under the Dutch reporting code).
      • Your rights under the WGBO: you may inspect your file and receive a free copy, have your own statement added, and ask for (part of) your file to be destroyed. We carry out a request for destruction (after receiving a written request), unless the law requires longer retention or the data is of significant importance to someone else.
      • Minors: for children under 12, the parents or guardian decide. Between 12 and 16, consent is needed from both the child and the parents or guardian. From the age of 16, the client decides for themselves, including on access to the file.

      5. How long we keep your data
      We do not keep your data longer than necessary or legally required. After that, we destroy it securely.

      • Client file: 20 years from the last change to the file. Reason: statutory retention period under the WGBO; longer only if necessary for good care or if you ask us to.
      • Invoices and financial records: 7 years. Reason: statutory tax retention obligation.
      • Complaint file: 2 years after the complaint has been closed. Reason: handling of and learning from complaints (Wkkgz).
      • Messages and contact forms from non-clients: 6 months after the last contact. Reason: answering your question.
      • Newsletter data: until you unsubscribe. Reason: your consent.
      • Website statistics: 2 months, as set in Google Analytics. Reason: improving the website.

      6. Who we share your data with
      We never share your data with others unasked. We only share it in these situations:

      • With your consent: for example, if you want us to inform your GP, physiotherapist or another care provider. We will first ask for your express consent.
      • Your health insurer: you receive an invoice from us with the details health insurers need for reimbursement (name, date of birth, treatment date, type of therapy and AGB codes). You submit the invoice yourself. We do not give your insurer any content from your file.
      • In the event of a complaint: if you submit a complaint through the complaints officer or the disputes body (see section 10), we only share the data needed to handle the complaint.
      • If required by law: for example, at the lawful request of the Dutch Health and Youth Care Inspectorate (IGJ) or a court.

      For running our practice, we use a number of service providers that process data on our behalf (processors). We have concluded a data processing agreement with each of them, so that they handle your data as carefully and confidentially as we do and do not use it for their own purposes:

      • MijnDiad for the client file and appointments
      • Outlook for e-mail
      • Ittica Media for the management and hosting of our website
      • SnelStart for our financial administration
      • Google Analytics for website statistics (see section 8)

      Outside the European Union: we keep your file within the EU. Only Google may process website statistics in the United States. This takes place on the basis of the EU-US Data Privacy Framework and the European Commission's standard contractual clauses, with anonymised IP addresses.

      7. How we protect your data
      We take appropriate technical and organisational measures against loss, misuse and unauthorised access. These include:

      • secure practice software and devices with a password and two-factor authentication;
      • encrypted connections (https) on our website;
      • paper files, if any, in a locked cabinet;
      • no health data in unsecured messages; if you want to send us medical information, please discuss with us first how to do so securely;
      • data processing agreements with everyone who processes data on our behalf.

      8. Our website, the contact form and cookies
      Contact form. We only use the details you enter in the form (name, e-mail address, telephone number and your message) to contact you. Please do not describe your health complaints in detail in the form; we would rather discuss them in person.

      Cookies. A cookie is a small file stored on your device when you visit our website. We use:

      Functional cookies. Make the website work properly, for example by remembering your language and cookie choices. Consent required: no.

      • Analytical cookies (Google Analytics). Give insight into how the website is used, so that we can improve it. Set up in line with the guidelines of the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): IP addresses anonymised, data not shared with
      • Google for its own purposes. Consent required: no, as long as these privacy-friendly settings apply; otherwise yes.
      • Social media cookies [only if actually used]. [For example for displaying or sharing posts from Facebook or Instagram.] Consent required: yes, we only place these after you give your consent.

      You can change your cookie choices at any time via [link or button for cookie settings] and delete cookies through your browser settings.

      Social media and third-party websites. Our website contains links to other websites and social media. This privacy statement does not apply to those websites. Please read their own privacy statements.

      9. Your rights
      You have the following rights regarding your personal data:

      • Access: know what data we hold about you and receive a free copy.
      • Rectification and completion: have incorrect or incomplete data corrected.
      • Erasure: have your data deleted, unless we are legally required to keep it.
      • Restriction: have the use of your data temporarily suspended, for example while a request for correction is pending.
      • Objection: object to the use of your data on the basis of our legitimate interest.
      • Data portability: receive your data in a common digital format or have it transferred to another care provider.
      • Withdrawal of consent: withdraw consent you have given, for example for the newsletter, at any time.

      Send your request to info@quadrivaskoiterdejong.nl or discuss it with your therapist. We may ask you to identify yourself, so that we are sure we are giving data to the right person. You will receive a response within one month. For a complex request, this period may be extended by up to two months; we will let you know within the first month. For the client file, the rights under the WGBO also apply (see section 4).

      10. Complaints and disputes (Wkkgz)
      We want you to be satisfied with our care and with how we handle your data. Under the Dutch Quality, Complaints and Disputes in Healthcare Act (Wkkgz), we have a complaints procedure and are affiliated with an independent complaints officer and a recognised disputes body. We arrange this through our professional association BATC.

      • Talk to us first. Most dissatisfaction can be resolved in a personal conversation with your therapist.
      • Complaints officer. If that does not work, or you would rather not, you can ask the independent complaints officer for help free of charge via BATC: St. Annastraat 2, 6524 GA Nijmegen, the Netherlands, telephone +31 24 820 0909, info@batc.nu. The complaints officer helps you formulate your complaint and can mediate.
      • Formal complaint. You can also submit your complaint to us in writing. You will then receive a written decision within six weeks, setting out the measures we will take. If more time is needed, we may extend this period by up to four weeks; we will let you know in advance.
      • Disputes body. If you disagree with how your complaint was handled, or we cannot resolve it together, you can submit your complaint to CAMCoop. It issues a binding decision and can award compensation.

      The full complaints procedure (in Dutch) is available at Autoriteit Persoonsgegevens or on request.

      Complaint about your privacy. If your complaint concerns how we handle your personal data, you can, in addition to the steps above, always file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.

      11. Data breaches and changes
      Data breach. If, despite our measures, something goes wrong with your data, for example through the loss or theft of a device, we report this to the Autoriteit Persoonsgegevens within 72 hours where the law requires it. If there is a high risk to you, we will also inform you as soon as possible.

      Changes. We update this privacy statement when the law or our working methods change. The current version is always available on our website. We actively inform our clients of important changes.

      This privacy statement was last amended on3th November 2026.

      12. Language

      • This privacy statement was drawn up in Dutch. This English version is a translation, provided for information only.
      • In the event of any difference between the Dutch text and this translation, or any doubt about its interpretation, the Dutch text is legally valid and prevails.
      • In the event of a complaint or dispute, only the Dutch text is binding. It is interpreted and applied in accordance with Dutch law and regulations.