Equal Pay Check
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Privacy Statement Equal Pay Check

Version 1.0 - 27 August 2026

Privacy Statement Equal Pay Check

Version 1.0 - 27 August 2026
Source: https://www.equalpaycheck.eu/en/privacy/ ·
In short: we do not ask for pay data and we do not ask for documents, we use your answers to prepare your report, and we do not share them with anyone else.

Equal Pay Check is a service of Knyfe Ealdormann B.V. This statement sets out which personal data we process when you use the Quick Scan or the full Equal Pay Check, why we do so and what rights you have. It accompanies our general terms and conditions; article 13 of those terms deals with personal data and information security.

Controller: Knyfe Ealdormann B.V.
Hengelosestraat 70A, 7514 AJ Enschede, the Netherlands
Dutch Chamber of Commerce registration number: 68501323
Email: epc@knyfe.org

Article 1 - What data we process

  1. Contact details. Your name, your email address and the name of your organisation, and where you provide it, the organisational unit the check relates to.
  2. Employer details. The registered name, the company registration number, the place of establishment, the sector, whether the employer is public or private, the number of employees and the number of full-time equivalents. In most cases these are not personal data, but they do appear in your report.
  3. Your answers to the check. The answer options you select, the resulting scores per theme, the findings flagged and the action plan. These are answers about your organisation's policy, processes and systems.
  4. Any comment you add. The free-text note you may include when sending your answers.
  5. Order details. When ordering the full Equal Pay Check: the billing address, the email address for invoices, any reference or purchase order number, any VAT identification number, the name and job title of the signatory, the signature you provide, the amounts accepted and the time of ordering.
  6. Technical data. Our form service records the IP address and the time of submission. Your progress through the check is stored in your own browser; that data stays on your device until you start again or clear your browser storage.

Article 2 - What we expressly do not process

  1. We do not ask for individual pay data. The check contains no field in which an employee's salary can be entered, so we never receive that data.
  2. We do not ask for documents. You do not need to upload employment contracts, job descriptions, personnel files or any other files. The check consists solely of multiple-choice questions and a number of input fields.
  3. We do not process special categories of personal data, such as data concerning health, racial or ethnic origin, political opinions or trade union membership.
  4. The questions about the balance between men and women concern aggregate level: whether your organisation is able to carry out a given analysis, not its outcome and not identifiable individuals.

Article 3 - What we use the data for

  1. To prepare your report, have it reviewed by an adviser and provide it to you.
  2. To discuss the outcome with you and answer your questions about it.
  3. To invoice the full Equal Pay Check and maintain our administration.
  4. To improve the check and the reporting. For that purpose we use your data only in aggregate form and never traceable to your organisation.
  5. To comply with legal obligations, including statutory retention requirements for tax purposes.

We do not use your data for automated decision-making producing legal effects, for profiling or for advertising.

Article 4 - Legal basis

  1. For carrying out the check, preparing the report and invoicing: performance of the agreement with your organisation, or taking steps at your request prior to that agreement.
  2. For improving the service and maintaining contact with you as a business relation: our legitimate interest in a usable and reliable instrument. We weigh that interest against your interests and limit ourselves to what is necessary.
  3. For meeting legal obligations: the legal obligation itself.

Article 5 - Confidentiality

  1. We treat the data you provide as strictly confidential. We use the answers from the check, your report and the related correspondence solely to prepare the report and discuss it with you.
  2. We do not share your data with third parties and do not use it in identifiable form for benchmarking, publication or commercial purposes, unless you give prior written consent or a legal requirement obliges us to.
  3. Everyone involved in the engagement on our behalf is bound to confidentiality. Access to your data is limited to the people who prepare or review the report. This obligation continues after the engagement ends.
  4. Your report is intended for your organisation. What you do with it is your decision; we do not provide it to anyone else.

Article 6 - Who processes your data

  1. Web3Forms handles the submission of the form and delivers your entry to us. This service records the IP address and the time of submission.
  2. Our email and office environment, where the submission and the report are stored and processed.
  3. Our hosting provider, which makes the Equal Pay Check web pages available.
  4. We conclude a processing agreement with parties that process personal data on our behalf. Where processing takes place outside the European Economic Area, we ensure a valid transfer mechanism, such as the European Commission's standard contractual clauses.
  5. We do not sell your data and do not make it available for advertising purposes.

Article 7 - How long we keep your data

  1. We keep answers, the report and correspondence for the duration of the engagement and for two years thereafter, so that we can look back if you have follow-up questions or repeat the check.
  2. We keep invoicing data and the signed order for seven years, on the basis of statutory retention requirements for tax purposes.
  3. The progress stored in your own browser stays on your device until you select "start again" in the check or clear your browser storage. We have no access to it.
  4. If you ask for earlier deletion, we delete whatever we are not legally required to keep.

Article 8 - Security

  1. We take appropriate technical and organisational measures to protect your data against loss and unlawful processing. These include encrypted connections, access on a need-to-know basis and limiting the number of people involved.
  2. No measure offers absolute certainty. If you identify a vulnerability or suspect misuse, please report it to epc@knyfe.org so that we can act.

Article 9 - Your rights

  1. You have the right to access the personal data we process about you, and to have it rectified or erased.
  2. You have the right to have processing restricted and the right to data portability for the data you provided yourself.
  3. Where we base processing on our legitimate interest, you have the right to object to it.
  4. Send a request to epc@knyfe.org. We respond within one month. To avoid providing data to the wrong person, we may ask for additional information to identify you.
  5. If you disagree with how we handle your data, we would like to hear it from you first. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or with the supervisory authority in your own country.

Article 10 - Changes to this statement

  1. We may amend this statement where the service, the technology or the applicable rules give cause to do so. The current version is always available on this page, with a version number and a date.
  2. Where a material change affects you, we will inform you about it actively.

Article 11 - Questions

If you have a question about this statement or about how we handle your data, please email epc@knyfe.org. We have not appointed a data protection officer; your question reaches the people who deliver the service.

Knyfe Ealdormann B.V. · Hengelosestraat 70A, 7514 AJ Enschede · KvK 68501323 · epc@knyfe.org · https://www.equalpaycheck.eu/en/privacy/
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