New Holland Hospitality
Privacy Policy
Effective from 4 September 2026. This is our shared policy for all New Holland Hospitality websites, tools and forms.
1. Who we are
New Holland Hospitality is responsible for the personal information described in this policy. We help restaurant owners and operators build leadership, consistency and hospitality standards across their locations.
- Organisation: New Holland Hospitality
- Registered address: 38 Renbaanstraat, 2586 GB Den Haag, The Netherlands
- KVK number: 89496620
- Privacy contact: quinn@newhollandhospitality.com
We have not appointed a Data Protection Officer. Questions about this policy or your information can be sent to the privacy contact address above.
2. Scope
This policy is our single shared privacy policy. It applies wherever you interact with us online, including:
- the New Holland Hospitality marketing website
- the Leadership Scorecard, its results page and the follow-up observations you request through it
- the Free Tools hub and the tools, templates and resources offered there
- the 30-Day Action Playbook
- the Pre-Shift Template
- our contact, booking and lead-generation forms
- the shared New Holland Hospitality CRM, where we keep contact records and interaction history
- optional contact from us by email, phone or WhatsApp
- externally hosted AI tools we link to from the Free Tools hub
Where a linked service is operated by another company, that company handles your information under its own terms and privacy policy. We say clearly below where that happens.
3. Information we collect
We only collect what a form or tool actually asks for, so not every item below applies to every interaction. Depending on what you use, we may collect:
- your name
- your business email address
- your phone or WhatsApp number
- your company or restaurant name
- your position or role
- your region
- your website
- your number of locations
- your preferred communication channel, email or WhatsApp
- your desired start timeline, when a form asks for it
- your Leadership Scorecard ratings
- any optional written reflections you add to the Scorecard
- your calculated total score, category scores and result band
- the tools, templates and resources you request
- the page you were on when you submitted a form
- campaign attribution such as the source and UTM values in the link you arrived through
- your contact-permission choice, together with the exact wording shown to you, its version and the time it was recorded
- records of the messages and follow-up we send you, and notes about our conversations
- call booking details, when you book a call with us
- limited technical information needed to operate and secure the services, such as the timestamps and error details our systems record
We do not ask for special category data, and we ask you not to include sensitive personal details about yourself or your team in free text fields.
4. How we use information
Service delivery
To give you what you asked for: calculating and showing your Scorecard result, preparing and delivering your result summary, and giving access to a tool, template, playbook or downloadable resource you requested.
Requested Scorecard follow-up
To write and send the short follow-up observations you requested through the Scorecard, using the channel you chose. A member of our team reviews these before they are sent.
Optional contact, including commercial follow-up
Only if you actively opt in, we may contact you by email, phone or WhatsApp with relevant follow-up, practical resources and information about our services and how they could support your business. This is commercial contact, and we describe it plainly as such.
Administration and improvement
To keep our contact records accurate, avoid duplicate records, understand which source or campaign an enquiry came from, secure the services, diagnose failures and improve how the tools work.
5. Contact permission
Permission for optional contact is separate from everything else we do, and it is always your choice.
- Access to the Scorecard, your result, your requested observations, and any tool, template or resource never depends on giving this permission.
- Declining does not reduce anything you receive.
- Either the Leadership Scorecard or the Free Tools hub may show the optional checkbox. It is never pre-selected.
- Leaving the box unchecked simply records no permission. It does not withdraw permission you gave earlier through another form.
- Communications you specifically requested, such as your Scorecard result and follow-up observations, are handled separately and are not marketing.
- You can withdraw your permission at any time using the methods in this policy, and withdrawal applies from the moment we record it.
On the Leadership Scorecard the optional wording is:
Yes, New Holland Hospitality may contact me by email, phone or WhatsApp with relevant follow-up, practical resources and information about how we could support my business. I can opt out at any time.
On the Free Tools hub the optional wording is:
Yes, New Holland Hospitality may contact me by email, phone or WhatsApp with relevant follow-up, practical resources and information about how we could support my business. I can opt out at any time.
We store the exact wording you were shown, its version and the time your choice was recorded, so we can always show what you agreed to. We never treat a campaign link, an advertising source or a required service consent as permission for commercial contact.
6. Legal bases
Under the GDPR we must have a legal basis for using your information. Depending on the interaction, we rely on:
- Steps taken at your request, or performance of an agreement where one applies
- when you ask us for a result, resource or call, or when we are working together under an agreement.
- Our legitimate interests
- in responding to requests, providing the free business resources you asked for, keeping accurate business records, and securing our services, where those interests are not overridden by your rights.
- Your consent
- for optional contact, including relevant commercial follow-up. You can withdraw it at any time without affecting anything you already received.
- Legal obligations
- where applicable, for example administrative and financial record keeping.
Service delivery and optional contact are always kept separate. Asking for a free resource never signs you up for commercial contact.
8. International transfers
Some of our providers are based outside the European Economic Area or process information there. Where that happens, we rely on the transfer safeguards those providers make available, such as European Commission standard contractual clauses or an adequacy decision. You can ask us which safeguards apply to a specific provider.
9. AI assistance and human review
Your Scorecard score, category scores and result band are calculated by a fixed set of rules, not by AI. The choice of which areas to highlight is also rule based.
We use AI only to help phrase written observations in natural language. A member of our team reads and approves every message before it is sent. We do not make automated decisions that have a legal effect on you or that significantly affect you in a similar way.
10. How long we keep information
We keep information only as long as we need it, and then delete or anonymise it.
- CRM contact records and Scorecard submissions: up to 24 months after your last meaningful interaction with us, unless there is an active customer relationship or a legal reason to keep them longer.
- Consent and contact-permission evidence, including the wording, version and timestamp: up to five years after the permission ends or is withdrawn, so that we can show what was agreed and when.
- Operational records such as duplicate-record reviews and delivery failures: up to 12 months after they are resolved.
- Administrative and financial records: for the statutory Dutch retention period of seven years.
Records are currently reviewed and removed by our team rather than by an automatic schedule. You can ask us to delete your information sooner, and we will do so unless we have a legal reason to keep it.
11. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- have inaccurate information corrected
- ask us to delete your information
- ask us to restrict how we use it
- object to processing based on our legitimate interests
- receive your information in a portable format where that right applies
- withdraw your contact permission at any time
To use any of these rights, email quinn@newhollandhospitality.com. We aim to reply within 30 days. We may ask you to confirm your identity before we act on a request.
If you are unhappy with how we handled your information, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, at autoriteitpersoonsgegevens.nl.
12. Stopping contact
You can stop optional contact at any time by replying to any message from us asking to stop, by messaging us on WhatsApp if that is the channel you chose, or by emailing quinn@newhollandhospitality.com. We record the withdrawal and stop commercial contact.
We do not yet include a one-click unsubscribe link in every message. Until we do, the methods above are the reliable way to stop contact, and we act on them promptly.
14. Leadership Scorecard and CRM
In plain language, this is what happens when you use the Scorecard:
- You answer the questions and submit your details.
- Your score, category scores and result band are calculated.
- Your result and the follow-up observations you asked for are prepared.
- Marc or Quinn reviews the information and the wording of those observations.
- The observations are sent through the channel you chose, email or WhatsApp.
- Your contact details and relevant activity are kept in our shared CRM, so we can recognise you if you come back, avoid creating duplicate records and understand our previous interactions.
The CRM is shared across our tools, which means one contact record can hold activity from more than one New Holland Hospitality tool. Your contact-permission choice is stored with the wording you were shown, and only an explicit choice ever changes it.
15. Free Tools and hosted AI tools
When you request access to a resource on the Free Tools hub, we record your contact details, which resource you requested and the time of the request. The resource opens only after that access request has been recorded. Contact permission stays optional and does not affect access.
Some tools we link to are hosted by OpenAI ChatGPT. Once you leave our hub for one of those tools, anything you type there is processed by OpenAI under OpenAI's own terms and privacy policy, not ours. Please avoid entering confidential business or personal information into externally hosted tools.
16. Security
We take proportionate organisational and technical measures to protect your information. Administrative access to contact records is restricted to named team members and requires signing in. Data is processed on the server side rather than in your browser where that matters, access to our systems is controlled, and connections are encrypted in transit.
No online service can promise absolute security, so we do not claim that. If we became aware of a breach affecting your information, we would act on it and notify you and the relevant authority where the law requires it.
17. Children
Our services are business tools intended for hospitality professionals and are not directed toward children.
18. Changes and effective date
This policy is effective from 4 September 2026.
We may update it as our tools change. If a change materially affects how we use your information, we will communicate it through an appropriate channel or a prominent notice on our services, and we will update the effective date above.
Questions about this policy? Email quinn@newhollandhospitality.com.