Privacy Policy
(Commercial trading name of Knowvium B.V.)
Version: 1.0
Last updated: 13 November 2025
1. Who are we?
This privacy statement is issued by:
Knowvium B.V.
Chamber of Commerce (KvK): 09141970
Telephone: +31 (0)6 22 92 90 64
E-mail: [email protected]
Fit4FutureFormula is the commercial trading name and brand operated by Knowvium B.V. for its “design your life and work” coaching, mentoring, workshops, trainings and learning programmes.
All Fit4FutureFormula services are driven by our signature service: the Personal Holistic Ikigai-Driven Business Model Self methodology and approach.
Where this statement refers to “Fit4FutureFormula”, “we” or “us”, it refers to Knowvium B.V., trading under the Fit4FutureFormula label.
Fit4FutureFormula develops and delivers personal and professional development trajectories, including:
- Individual and group coaching and mentoring;
- “Design your life and work” programmes;
- Workshops, trainings and learning journeys;
- (AI-supported) self-diagnostic and reflection tools.
Knowvium B.V. is the data controller within the meaning of the General Data Protection Regulation (GDPR) for the processing of personal data via the Fit4FutureFormula website(s), online hub(s) and related services. In this statement we explain which personal data we process, why we do so and what your rights are.
2. To whom does this privacy statement apply?
This privacy statement applies to:
- Participants in our Fit4FutureFormula programmes, workshops, trainings and learning journeys;
- Life and work design coaching and mentoring clients;
- Individuals completing (online) self-diagnostics, assessments or voice intakes;
- Visitors of our websites and our online hub (e.g. our GHL environment, including DAP sub-accounts where applicable);
- Newsletter subscribers and other business contacts (such as partners, referrers and community members).
3. What personal data do we process?
Depending on your relationship with us, we may process the following categories of personal data.
3.1 Basic and contact details
- Name and initials;
- Address, postal code, city, country;
- E-mail address and phone number(s);
- Organisation name and job title/role (where applicable).
3.2 Programme, training and workshop data
- Programmes, modules, workshops and sessions you attend;
- Attendance and participation records;
- Assignments, exercises and reflection outcomes (e.g. 24 Hours in a Day, Wheel of Life, Personal Holistic Business Model Self, Ikigai-related formats);
- Test and evaluation data and, where applicable, certificates of completion.
3.3 Coaching, mentoring and (AI-supported) self-diagnostics
- Notes on coaching/mentoring sessions, goals and progress;
- Completed worksheets and formats around work–life balance, holistic purpose, AOKRs, etc.;
- (Voice) recordings of intakes and sessions, and related transcripts;
- Results of (AI-supported) analyses and reflections, insofar as necessary for your trajectory.
3.4 Financial and administrative data
- Billing address and invoice history;
- Payment data (such as payment status and references via a payment provider).
3.5 Online usage and communication
- IP address, device and browser information;
- Usage data of our website(s) and online hub (e.g. pages visited, forms submitted);
- Cookie IDs and preferences (where applicable);
- Newsletter preferences and open/click statistics (if you receive our mailings).
As a rule, we do not require special categories of personal data (such as health data) as a mandatory part of our services. If, in the context of your life and work design trajectory, you voluntarily share such information (for example, about your health, stress levels or personal background), we will handle it carefully and limit the processing to what is strictly necessary for your agreed trajectory.
4. Purposes and legal bases for processing
We process your personal data for the following purposes and on the following legal bases.
4.1 Life & work design programmes, trainings and workshops
- Registering you and handling administration;
- Preparing and delivering sessions, exercises and learning activities;
- Tracking your participation and progress;
- Providing certificates or confirmations of participation where applicable;
- Meeting (tax) retention and basic audit requirements.
Legal basis: performance of a contract, legal obligation, and our legitimate interest in quality assurance and programme improvement.
4.2 Coaching, mentoring and (AI-supported) assessments
- Conducting coaching and mentoring trajectories;
- Mapping your personal situation, context, goals and progress;
- Analysing (voice) intakes and sessions using transcription and analysis tools (including AI tools);
- Preparing reports, feedback and personalised life & work design plans.
Legal basis: performance of a contract and, where necessary, your explicit consent (especially where you share sensitive information or where voice recordings are made).
4.3 Relationship management and communication
- Responding to your questions and requests;
- Scheduling appointments, (online) sessions and events;
- Sharing relevant practical information (e.g. Zoom link, preparation materials);
- Improving our services based on feedback.
Legal basis: performance of a contract and our legitimate interest in effective communication and service improvement.
4.4 Marketing, newsletters and community updates
- Sending newsletters, updates, invitations and relevant content about Fit4FutureFormula;
- Providing information about new programmes, workshops and learning opportunities;
- Managing registrations and attendance for community or promotional events.
Legal basis: your consent (opt-in) or our legitimate interest in maintaining and developing client and community relationships. You can unsubscribe at any time via the link in the e-mail or by contacting us.
4.5 Website, hub and cookies
- Ensuring the technical functioning and security of our websites and online hub;
- Compiling basic usage statistics (e.g. which pages are visited most frequently);
- Using analytical and/or marketing cookies where applicable (only with consent when required).
Legal basis: legitimate interest (for functional and strictly necessary cookies and basic security) and consent (for analytical/marketing cookies where required by law).
5. Use of AI tools and profiling
We use various AI-supported tools, for example to:
- Transcribe and structure voice intakes and coaching sessions;
- Analyse patterns in your answers to tailor coaching, mentoring and learning content;
- Generate (anonymised or aggregated) insights regarding common themes and needs in our programmes.
We do not take decisions based solely on automated processing (including profiling) that produce legal effects concerning you or similarly significantly affect you. AI analyses are used as support tools; the final interpretation and decision-making always involves human judgement from your coach, mentor or trainer.
You have the right to object to the use of your data for such analytical purposes. In that case we will look at alternatives that still allow us to support your trajectory as well as possible.
6. With whom do we share your data?
We do not sell your personal data to third parties.
We may share your data with the following categories of recipients, where necessary:
- Educational or implementation partners with whom we jointly deliver a programme or event (for example, when a company or organisation hires us to deliver Fit4FutureFormula programmes for their employees);
- Service providers (processors) who provide services on our behalf, such as hosting and IT service providers, CRM and marketing automation systems (including our GHL environment and DAP sub-accounts), e-mail and newsletter providers, online learning platforms and videoconferencing services, payment service providers and external bookkeeping/accountancy services.
With these parties we conclude data processing agreements obliging them to process your data only on our instructions and to ensure adequate security.
7. Transfers outside the EEA
Some of our service providers are located outside the European Economic Area (EEA) or use servers outside the EEA. Where we transfer personal data outside the EEA, we ensure appropriate safeguards, such as:
- Standard Contractual Clauses approved by the European Commission; or
- Other safeguards permitted by law.
On request, we can provide more information about the specific safeguards that apply to your situation.
8. Retention Periods
We do not retain your personal data longer than necessary for the purposes described above, unless a longer retention period is required by law or needed to handle (potential) claims. Indicatively, we apply the following retention periods:
- Programme, training and workshop data: for the duration of the programme and, in principle, up to a maximum of 10 years after completion;
- Financial administration (invoices, payments): 7 years after the end of the financial year (statutory tax retention period);
- Coaching and mentoring files: up to a maximum of 5 years after the end of the trajectory, unless a different period is agreed with you;
- (Voice) recordings and transcripts: in principle up to a maximum of 2 years after the relevant session, unless they form part of an ongoing trajectory where longer retention is necessary and agreed;
- Newsletter and marketing data: as long as you remain subscribed. When you unsubscribe, we anonymise or delete your data for this purpose as soon as reasonably possible;
- Website and cookie data: in line with the periods set out in our cookie statement.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against loss and unlawful processing. These measures include, where appropriate:
- Secure connections (TLS/SSL);
- Strong password and access policies (including, where possible, two-factor authentication);
- Limited access to personal data based on the “need-to-know” principle;
- Regular updates of systems and software;
- Data processing agreements with external service providers.
Despite our efforts, no system can be guaranteed 100% secure. If you suspect misuse of your data or a security incident, please contact us immediately.
10. Your Rights
Under the GDPR, you have the following rights:
- Right of access – you can request information about the personal data we process about you;
- Right to rectification – you can ask us to correct inaccurate or incomplete data;
- Right to erasure (“right to be forgotten”) – in certain cases you can ask us to delete your data;
- Right to restriction of processing – in specific situations you can request us to limit the processing of your data;
- Right to data portability – you can request to receive your data in a structured, commonly used and machine-readable format, or to have it transmitted to another controller;
- Right to object – you can object to processing based on our legitimate interests;
- Right to object to direct marketing – you can object at any time to the use of your data for direct marketing;
- Right to withdraw consent – where processing is based on your consent, you may withdraw this consent at any time. This does not affect the lawfulness of processing based on consent before its withdrawal.
You can submit your request or objection by contacting [email protected] (subject: “Privacy / GDPR”). We may ask you to provide sufficient identification. In principle, you will receive a response within one month.
11. Complaints
If you have a complaint about the way we process your personal data, we kindly ask you to contact us first via [email protected] so we can try to resolve it together.
If we cannot resolve the matter, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). For more information, please visit their website.
12. Changes
We may update this privacy statement from time to time, for example in connection with changes in legislation, our services or our internal processes. The most recent version will always be published on our website / online hub and will state the date of the latest update.
This privacy statement was last updated on 13 November 2025.
Fit4FutureFormula – A label of Knowvium B.V. | © 2025