Privacy Statement Orion Immigration Law

Version: October 2025

Section 1: Purpose of this privacy statement

The purpose of this privacy statement is to provide information about how we handle personal data and how we implement the rights of the owners of those personal data.
If you have specific questions about how Orion Immigration Law B.V. handles personal data, or if this privacy statement is unclear, please contact Arend van Rosmalen LL.M.
For clarity: Orion Immigration Law B.V. is located at Schenkkade 50 in The Hague and is registered in the Trade Register under number 97768030. You can reach us by telephone on working days between 9 a.m. and 5 p.m. on +31880447000, or info@orionimmigrationlaw.nl.

Section 2: Types of personal data

The personal data we process may include the following:

Data from internet visitors, such as IP addresses of computers and mobile devices that visit our websites, social media pages, online advertisements, banners, articles and the like, as well as data that we derive from these IP addresses, such as location data, behavioural data (how long people stay on a particular page and the like), interaction data including company names and the like;
Data from potential clients, such as the names and contact details of persons with whom we maintain general contact or who email us, call us, contact us via social media, fill in a contact form on our website, sign up for our newsletter or for events, meetings, webinars and the like, as well as the personal data provided to us in the context of such contacts;
Data of those who seek one-off advice from us, for example the names and contact details of persons who have an (online) consultation with us and the names and contact details of persons accompanying them, family members, (former) partners, relatives, or other parties involved;
Data of clients, for example the names, contact details and biometric data of those who commission Orion Immigration Law B.V. to provide legal services;
Data from third parties involved in cases whose identity we do not establish, for example the names and contact details of persons who are directly or indirectly involved in the execution of our legal assignment, such as decision-makers, accountants, registrars, solicitors, notaries, interpreters and translators, friends and acquaintances, referrers, intermediaries and the like;
Data from third parties involved in cases whose identity we do establish, such as the names, contact details and biometric data (including photographs, copies of identity documents and the like) of persons who are not clients themselves, but whose identification contributes significantly to the proper performance of our legal assignment, such as certain employees, family members or other natural persons directly involved in a case;
Data used as evidence, such as personal data provided to us by clients or others for evidentiary purposes, such as birth certificates, marriage certificates, death certificates, declarations of unmarried status, employment contracts, salary details, financial data (such as bank statements), correspondence, photographs, videos, CVs, diplomas, references, location data, etc.;
Data relating to ourselves, such as the names, contact details and identity details of (former) employees, interns, volunteers and similar persons who work or have worked for Orion Immigration Law B.V.;
Data relating to job applicants, such as the names and contact details of job applicants, as well as personal data such as CVs, cover letters, references, and similar information provided to us in the context of the application process;
Other data, such as personal data that comes to our attention, such as the names and contact details of individuals who contact us for any reason, or with whom we wish to contact.

Section 3: Purposes of use

We use the personal data referred to in point 2 above for the following purposes:

We use data from internet visitors (2.1) to improve our marketing and services;
We use data from potential clients (2.2) to provide advice, keep track of participant lists for courses or events, maintain contact, provide or offer additional services, and improve our marketing and services;
We use data from recipients of one-off advice (2.3) to provide advice, for invoicing, to provide and offer additional services, to keep records, to request and publish online client reviews, and to maintain contact;
We use data from clients (2.4) to carry out the assignments given to us, provide and offer additional services, give advice, invoice, provide evidence, request and publish online client reviews, and maintain contact.
We use data from third parties involved in cases whose identity we do not establish (2.5) to carry out the assignments given to us, offer additional services, provide advice, keep records, request and publish online client reviews, and maintain contact.
We use data from third parties involved in cases whose identity we establish (2.6) to carry out the assignments given to us, offer additional services, provide advice, provide evidence, request and publish online client reviews, and maintain contact.
We use data that serves as evidence (2.7) to carry out the assignments given to us, to provide advice and to provide and offer additional services, and to provide evidence;
We use our own data (2.8) to identify employees, to maintain adequate records, to provide evidence and to maintain contact;
We use data from applicants (2.9) to carry out recruitment and selection, identify potential employees, interns, volunteers and the like, verify adequate access to the labour market in the Netherlands, provide evidence and maintain contact;
We use other data (2.10) to maintain contact.

Section 4: Legal grounds for use

We base the use of personal data on the following legal grounds:

We use the data of internet visitors (2.1) on the basis of their consent;
We use the data of potential clients (2.2) on the basis of their consent;
We use the data of recipients of one-off advice (2.3) on the basis of their consent, in order to be able to carry out the advisory assignment, to comply with legal obligations or on the basis of our legitimate interest;
We use the data of clients (2.4) on the basis of their consent, in order to be able to carry out the legal services assignment or, at their request, to be able to take measures before accepting that assignment, to protect the vital interests of our clients, to comply with legal obligations or on the basis of our legitimate interest;
We use the data of third parties involved in cases whose identity we do not establish (2.5) on the basis of their consent, to protect the vital interests of our clients, on the basis of our legitimate interest or that of our clients, or to comply with legal obligations;
We use the data of third parties involved in cases whose identity we establish (2.6) on the basis of their consent, to protect the vital interests of our clients, on the basis of our legitimate interest or that of our clients, to comply with legal obligations or to enable our clients to comply with their legal obligations;
We use data that serves as evidence (2.7) on the basis of the consent of the owners of that data, to protect the vital interests of our clients, on the basis of our legitimate interest or that of our clients, to comply with legal obligations or to enable our clients to comply with their legal obligations;
We use our own data (2.8) to protect the vital interests of our employees, in our legitimate interest or that of our employees, and to comply with legal obligations;
We use data from job applicants (2.9) based on their consent, in our legitimate interest and to comply with legal obligations;
We use other data (2.10) based on the consent of the owners of that data, in our legitimate interest and to comply with legal obligations.

Section 5: Security of personal data

We communicate general information via our social media channels. When we are approached with questions via the relevant channel, we provide general answers via the same social media channel. It is possible that we also process personal data in this context, such as names, ages and nationality(ies). Orion Immigration Law B.V. has no influence on the security of such information, does not know where this data is hosted (and has no influence on this). All of this is the sole responsibility of the social media company concerned. We therefore advise against the use of social media if you want substantive advice on a specific situation that requires the transfer of sensitive personal data.
Information entered by visitors via our website is encrypted. This data is hosted on server space in the European Union. Orion Immigration Law B.V. has made appropriate agreements with the administrator(s) of these servers regarding their security, which complies with all current standards.
Online advice meetings are end-to-end encrypted and are hosted on server space in the European Economic Area. Orion Immigration Law B.V. has made appropriate agreements with the administrator(s) of these servers regarding their security, which complies with all current standards.
Our email traffic is hosted on server space in the European Union. Orion Immigration Law B.V. has made appropriate agreements with the administrator(s) of these servers regarding their security, which complies with all current standards.
Orion Immigration Law B.V. works with digital files. These data are hosted on server space in the European Union. Orion Immigration Law B.V. has made agreements with the administrator(s) of these servers regarding their security. The file system is only accessible to employees of Orion Immigration Law and provides for the possibility of specific authorisation profiles. As a result, only employees of Orion Immigration Law B.V. have access to file data if those employees are actually working on that file. The client themselves, and possibly other persons with the client's consent, have access to (parts of) their own file.
Orion Immigration Law B.V.'s own IT systems are hosted on server space in the European Union. Orion Immigration Law B.V. has made agreements with the administrator(s) of these servers regarding their security. Access to this system is reserved exclusively for employees of Orion Immigration Law B.V. and only via devices owned by Orion Immigration Law B.V.

Section 6: Identification of clients and others

We do not require identification from those who wish to receive one-off advice from Orion Immigration Law B.V. In the case of one-off advice, it is only a matter of determining a person's legal position and which service is most appropriate. We do ask one-off visitors to bring proof of identity with them for two reasons. Firstly, residence documents contain information (start date, foreign national number) that enables us to provide more effective advice. Secondly, it is common for people to decide to engage our services immediately during the consultation. The one-time visitor then becomes our client, whom we are obliged to identify.
Those who wish to engage Orion Immigration Law B.V. (after a consultation) will be asked to provide proof of identity. We will make a copy of this and store it in a digital file.
The nature of our services usually requires us to have copies of identity documents such as passports and residence permits. These often need to be included in immigration law proceedings. This may involve data relating to a client, but it may also involve data relating to a family member, an employee or someone else whose identity must be established due to the nature of the assignment we are carrying out.

Section 7: Retention of personal data

Files are archived after the case has been completed, which means that these files are included as such in the file system of Orion Immigration Law B.V. The same employees who had access to the file still have access to the archived file. Ten years after the date of archiving, the data in the file will be permanently destroyed, except in cases where Orion Immigration Law B.V. is held liable or where liability can reasonably be expected, in which cases we will only proceed to destroy the file data after the liability claim has been settled or the claim has become time-barred.
E-mail messages sent to us will be automatically deleted from the mail server ten years after the date of receipt. Specific e-mails may be deleted manually earlier.
The personal data of (former) employees of Orion Immigration Law B.V. will be destroyed ten years after the date of termination of employment.
The personal data of job applicants will be retained for as long as the application procedure is ongoing and will then be deleted unless Orion Immigration Law B.V. and the applicant agree otherwise.

Section 8: Transfer of personal data to third parties

Orion Immigration Law B.V. provides personal data to third parties because this is sometimes necessary.

When necessary for the performance of our legal services, we provide client data to third parties, such as government agencies. This may also involve personal data of persons other than our clients, such as employees of clients, business relations, family members or other parties involved.
When we transfer a file to a solicitor or lawyer because a client wishes to be assisted by another firm, this naturally also involves the transfer of personal data.
We may transfer personal data to a party outside the European Union, but this is exceptional. This may involve, for example, employers from outside the European Union, embassies of third countries and the like. The owners of the personal data concerned will be notified of this.

Section 9: Rights of the owner

The person whose personal data we process has the right to inspect and obtain a copy of that personal data, to rectify it and to have it deleted. To do so, the person concerned can contact us by email.
Insofar as the processing of personal data is based on consent, the owner of that data has the right to withdraw the consent given. For example, you can register for our electronic newsletter via our website. At the bottom of each newsletter, you will find a hyperlink that allows you to easily unsubscribe from the newsletter.
The owner of personal data that we process has the right to object to the provision of unsolicited advice, which can be seen as a form of direct marketing. This can be reported directly to the lawyer concerned. Orion Immigration Law B.V. will note in the file system that the person concerned does not wish to receive unsolicited advice.
In exceptional situations, an objection may be made to the further processing of personal data, for example if, after an assignment has been given, it appears that there is a close personal relationship with an employee of Orion Immigration Law B.V. The decision to object means the end of our services, as we cannot assist clients if we are not allowed to process their data.
The owner of personal data that we process may request the removal of all such personal data from the Orion Immigration Law B.V. system. We will assess whether we (still) have a sufficient interest in further storage of the personal data. If this is not the case, we will “forget” the data subject.
Before we respond to a request to exercise any of the above rights, we will verify the identity of the requester. This prevents data from falling into the wrong hands and ensures that these rights are indeed exercised by the rightful owner.

Section 10: Data Protection Officer

As a small firm, Orion Immigration Law B.V. is not obliged to appoint a Data Protection Officer and has chosen not to do so. This does not mean that we do not adequately safeguard the security of your data. We handle individual applications and procedures, and in the vast majority of situations, the processing of personal data is not a core activity but ancillary to our services.

Finally

Now that you've read this privacy statement in its entirety, you are probably expecting something funny as a reward, such as a picture of one of us in a banana suit or something like that. No chance! Orion Immigration Law B.V. is far too busy for such nonsense! We suggest you get back to your own work yourself.