Privacy Policy – Flex Estate

Last updated: 3 September 2026

Flex Estate values your privacy and takes the protection of personal data seriously. This Privacy Policy explains what personal data we may collect, why and on what legal basis we process it, how we use and protect it, with whom it may be shared, how long it may be retained, and what rights you have under applicable data protection legislation, including the General Data Protection Regulation (GDPR).

This Privacy Policy applies when you visit or use Flex Estate, create an account, publish or manage a property listing, search for property, communicate with another user, request or manage a viewing, submit or manage an offer, purchase or request a service, use our professional or Full Service services, subscribe to communications, or otherwise interact with Flex Estate.

It also applies, where relevant, when property or personal information is supplied to or received by Flex Estate through an authorised property owner, landlord, real estate professional, business partner, property feed, API, XML connection or other integration.

1. Who We Are

Flex Estate is a Dutch real estate platform that connects property owners, landlords, buyers, tenants and real estate professionals and provides digital tools and services that support the sale, rental and search for real estate.

Through Flex Estate, users may, depending on the service available or selected, publish and manage property listings, communicate, arrange viewings, manage enquiries and offers, use property-related tools and access additional services.

Flex Estate may also provide professional assistance and, where expressly agreed under a separate assignment, intermediary or Full Service support in connection with the sale or rental of real estate.

Using the Flex Estate platform does not by itself create an intermediary relationship between Flex Estate and a user. Flex Estate only acts as an intermediary where this has been separately and expressly agreed.

Flex Estate may also facilitate the distribution and exchange of property information between Flex Estate and third-party property platforms, portals, real estate professionals and authorised business partners.

Flex Estate
KvK: 78059534
Website: flexestate.nl
Email: info@flexestate.nl
Telephone: 085-333-2978

For questions about this Privacy Policy or the processing of your personal data, you can contact us using the details above.

2. Personal Data We May Process

The personal data we process depends on how you interact with Flex Estate and which services or functionality you use.

2.1 Account and contact information

This may include:

first and last name;
email address;
telephone number;
account details;
login and authentication information;
preferred language;
communication preferences;
account type or user role.

2.2 Property and listing information

When a property is listed, imported, distributed or managed through Flex Estate, we may process information such as:

property address;
property characteristics and specifications;
asking price or rental price;
availability;
photographs;
videos;
floor plans;
measurements;
energy-related information;
property descriptions;
cadastral or ownership-related information where relevant;
documents connected with the property;
information concerning the property’s condition, facilities or use;
other information required to present, market or manage the property.

Some property information may not constitute personal data by itself but may become personal data where it relates to or can be connected with an identifiable individual.

2.3 Sale, rental and transaction-related information

Depending on the service, we may process:

property enquiries;
viewing requests;
appointment information;
offers and bids;
offer amounts;
financing or other conditions attached to an offer;
communications relating to an offer or transaction;
seller, buyer, landlord or tenant information;
transaction status;
information necessary to provide advice or assistance;
information required to prepare, manage or facilitate an agreed service or transaction.

2.4 Verification information

Where verification is required or forms part of a service, we may process information necessary to verify, for example:

identity;
contact information;
ownership of or authority concerning a property;
buyer, tenant or applicant information;
information or documentation supporting an offer or application.

Depending on the relevant service, this may include identification information, ownership documentation or other supporting documentation.

We aim to request and process only the information reasonably necessary for the relevant verification purpose.

2.5 Professional and business information

Where you use Flex Estate as a broker, property manager, developer, business partner or other professional, we may process:

company name;
business contact information;
KvK or other registration information;
professional role;
property portfolio information;
feed or integration information;
account and subscription information;
information relating to leads, listings or services handled through Flex Estate.

2.6 Payment, order and billing information

When you purchase a package, subscription, add-on or other service, we may process:

billing details;
invoice details;
order information;
products or services purchased;
payment status;
transaction references;
information required for financial administration.

Payments may be processed by an external payment service provider. Flex Estate does not necessarily receive or store all banking, card or other payment information that you provide directly to such a provider.

2.7 Communications

We may process communications sent directly to Flex Estate or through functionality provided by Flex Estate, including:

emails;
contact-form submissions;
customer-support requests;
property enquiries;
viewing-related communications;
communications concerning offers or bids;
communications relating to Full Service or other professional services;
feedback and other correspondence.

2.8 Website and technical information

When you use our Website or platform, certain information may be collected automatically, including:

IP address;
browser type;
device type;
operating system;
date and time of access;
pages visited;
referral information;
session information;
cookie identifiers;
technical logs;
information about how the Website or platform is used.

3. Why We Process Personal Data

Depending on the circumstances, we may process personal data for purposes including:

creating and managing accounts;
authenticating users and maintaining account security;
providing and operating the Flex Estate platform;
creating, publishing and managing property listings;
enabling property searches;
enabling communication between relevant users and professionals;
processing and managing property enquiries;
scheduling and managing viewings;
enabling, recording and administering offers or bids;
providing requested property-related tools;
delivering packages, subscriptions, add-ons and other purchased services;
providing customer support;
providing professional, intermediary or Full Service services where separately agreed;
preparing or assisting with property marketing;
verifying identity, ownership, authority or submitted information where appropriate;
administering orders, payments, invoices and refunds;
preventing fraud, misuse, security incidents and unlawful activity;
maintaining, protecting and improving our Website, platform and services;
analysing platform performance and usage;
communicating about accounts, listings, enquiries, viewings, offers, transactions or services;
complying with legal, administrative, accounting, tax and regulatory obligations;
establishing, exercising or defending legal claims;
sending newsletters, updates, offers or other marketing communications where permitted.

We may also process relevant information for publishing, marketing, distributing and synchronising property listings through Flex Estate and, where applicable or agreed, through third-party property portals, listing websites, real estate marketplaces, partner platforms, broker networks, distribution services and other property marketing channels.

This distribution or synchronisation may take place manually or through technical means such as property feeds, APIs, XML connections, software integrations or other data-exchange technologies.

We will not process personal data for purposes incompatible with the purposes for which it was collected unless such further processing is permitted by applicable law.

4. Legal Bases for Processing

Flex Estate processes personal data only where an appropriate legal basis exists under applicable data protection law.

Depending on the processing activity, this may include:

Performance of a contract

We may process personal data where necessary to:

create or administer an account;
provide a requested service;
process an order;
provide a package or subscription;
perform an agreed Full Service or intermediary assignment;
fulfil another agreement with you;
take requested steps before entering into an agreement.

Legal obligation

We may process or retain information where this is required to comply with applicable legislation, accounting and tax requirements, regulatory requirements or legally valid requests from competent authorities.

Legitimate interests

We may process information where necessary for legitimate interests pursued by Flex Estate or, where applicable, another party, provided those interests are not overridden by your rights and freedoms.

Such interests may include:

operating and improving the platform;
maintaining security;
preventing fraud and misuse;
managing our business and services;
facilitating requested property interactions;
protecting our legal rights;
understanding how our services are used.

Consent

Where consent is the appropriate or required legal basis, we will ask for your consent.

This may apply, for example, to certain cookies or certain marketing activities.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Property Publication, Distribution and Syndication

Flex Estate is designed not only to display property on its own platform but also, where applicable, to facilitate broader property marketing and distribution.

When you submit a property for publication, purchase or request a service that includes property marketing or distribution, or otherwise authorise Flex Estate to market or distribute a property, relevant property information may be published, transmitted, distributed or synchronised through Flex Estate and third-party channels.

Depending on the service and agreed distribution, these channels may include:

property portals and listing websites;
real estate marketplaces;
partner property platforms;
broker and real estate professional networks;
property search and discovery services;
property distribution networks;
websites or platforms operated by authorised business partners;
social media or other agreed marketing channels;
software systems used for property publication or management.

Technical distribution may occur through:

XML feeds;
APIs;
data feeds;
CRM or property-management integrations;
automated imports and exports;
other authorised technical connections.

Information distributed for these purposes may include:

property address;
property characteristics;
descriptions;
asking or rental price;
photographs and other media;
floor plans;
availability;
energy and measurement information;
other information reasonably required to advertise, distribute or manage the property.

Where necessary for an enquiry, viewing request, lead, offer, transaction or other requested service, relevant contact or transaction information may also be transmitted to the applicable recipient.

Not every property will be published or distributed through every available channel. The channels used depend on the service selected or agreed, applicable commercial or technical arrangements, eligibility requirements, availability and the requirements of the relevant platform or distribution partner.

Flex Estate may use technical integrations to create, update, synchronise or remove property information across relevant authorised channels.

Third-party platforms and partners may process information under their own privacy policies and terms where they independently determine the purposes and means of processing.

6. Information Visible to Other Users

Information supplied for the purpose of advertising a property may become publicly visible.

Depending on the listing and service, this may include:

property location;
property specifications;
photographs and media;
description;
asking or rental price;
availability;
floor plans;
other information intended for publication.

Certain information may also be shared with registered or verified users where this forms part of the functionality of the service.

Private information such as identification documents, ownership documents, private account information and payment information is not automatically made public merely because it has been supplied to Flex Estate.

Users should nevertheless avoid including unnecessary personal or confidential information in property descriptions, photographs or other material intended for public publication.

7. Sharing Personal Data

Flex Estate does not sell or rent personal data as a database of personal information.

We may share relevant personal data where necessary for operating our platform, fulfilling an agreement, providing a requested service, distributing property information or meeting legal obligations.

Recipients may include:

hosting and infrastructure providers;
IT and technical service providers;
payment and invoicing providers;
email and communications providers;
scheduling and appointment-management providers;
security, fraud-prevention and verification providers;
analytics and website-service providers;
professional advisers and service providers supporting Flex Estate;
photographers, measurement specialists, valuers, energy-label providers or other property service providers where the relevant service is requested;
property portals and listing platforms;
real estate marketplaces;
property distribution partners;
broker and real estate professional networks;
property managers and other relevant property professionals;
business partners through which an agreed service is provided;
notaries, advisers or other professionals where necessary or requested in connection with a transaction;
government authorities, supervisory authorities, courts or law-enforcement bodies where disclosure is required or permitted by law.

Where another organisation processes personal data solely on our behalf, we seek to use appropriate contractual and organisational safeguards as required by law.

Where another organisation independently determines why and how it processes information, that organisation may act as an independent data controller and its own privacy policy may apply.

8. Data Received From Property Owners, Professionals, Partners and Integrations

Not all information available through Flex Estate is necessarily collected directly from the individual concerned.

Flex Estate may receive property information or personal data from:

property owners and landlords;
buyers and tenants;
brokers and estate agents;
property managers;
developers and other real estate professionals;
property portals and platforms;
authorised distribution partners;
authorised property feeds;
APIs;
XML connections;
CRM or property-management systems;
software integrations;
service providers and business partners;
another party involved in a property transaction or requested service;
publicly available registers or sources where their use is lawful and relevant.

For example, a broker or property professional may provide Flex Estate with a portfolio of properties through a feed or integration. Flex Estate may then process the supplied information to display, distribute, synchronise or otherwise provide the agreed service in relation to those properties.

Where Flex Estate receives property or personal information through a partner, professional, feed or integration, the party supplying that information is responsible for having an appropriate legal basis or other lawful authority to provide it to Flex Estate.

Flex Estate will process information received in this way in accordance with applicable law and for the purposes for which it was received.

Where required by law, Flex Estate will provide the relevant privacy information to individuals whose personal data has been obtained indirectly.

9. Enquiries, Leads and Communication Between Parties

One of the functions of Flex Estate is to connect people and organisations involved in real estate.

When you submit an enquiry, request a viewing, express interest in a property, make an offer or otherwise request contact in relation to a property, information necessary to process that request may be shared with the relevant property owner, landlord, broker, property professional or other authorised party responsible for that property.

Similarly, when Flex Estate provides Full Service or another agreed professional service, information may be exchanged with parties reasonably necessary for providing that service.

Users receiving personal data through Flex Estate are responsible for processing that information lawfully and only for appropriate purposes.

10. Full Service and Intermediary Services

Where a property owner or landlord enters into a separate Full Service or intermediary assignment with Flex Estate, we may process additional information necessary to perform that assignment.

Depending on the agreed service, this may include information necessary for:

property preparation;
property inspection or recording;
advising the client;
marketing and publication;
coordinating viewings;
handling enquiries;
receiving and communicating offers;
advising on offers and associated conditions;
negotiations;
communications between parties;
assisting with the process towards an agreement;
coordinating with relevant third-party professionals.

The exact services and responsibilities applicable to a Full Service assignment are determined by the relevant agreement.

A Full Service or intermediary relationship is not created merely by creating a Flex Estate account, publishing a standard platform listing or using ordinary platform functionality.

11. Third-Party Property and Professional Services

Flex Estate may offer, facilitate, integrate or refer users to services supplied partly or entirely by independent third parties.

These may include, for example:

property publication services;
photography;
video or virtual presentation;
measurements and floor plans;
energy-related services;
valuations;
mortgage or financing services;
notarial services;
legal or professional advice;
property-management services;
broker or intermediary services;
other property-related services.

Where necessary to provide a service you have requested, relevant information may be supplied to the provider involved.

Independent providers may be responsible for their own processing of personal data. Their own terms and privacy policies may therefore apply.

12. Payments

Payments for Flex Estate services may be processed by external payment providers.

Where you make a payment, relevant transaction information may be exchanged between Flex Estate, the payment provider and other parties necessary to process or administer the payment.

Flex Estate may retain information concerning orders, invoices, payment status and transaction references where necessary for administration, accounting, customer support, dispute resolution and legal compliance.

13. International Data Transfers

Flex Estate primarily operates in the Netherlands, but some technology, software or service providers used in operating our business may process personal data outside the European Economic Area (EEA).

In addition, property distribution or services requested by a user may in some cases involve an international platform, partner or service provider.

Where personal data is transferred outside the EEA, we take appropriate steps where required to ensure that the transfer is permitted under applicable data protection law.

Depending on the circumstances, this may include reliance on:

an adequacy decision;
appropriate contractual safeguards;
another legally recognised transfer mechanism.

14. How Long We Retain Personal Data

Flex Estate does not retain personal data longer than reasonably necessary for the purposes for which it was collected, subject to applicable legal and administrative requirements.

Retention periods may differ depending on:

the type of information;
the service involved;
whether an account remains active;
whether a transaction or assignment is ongoing;
legal, accounting or tax requirements;
fraud-prevention or security needs;
possible disputes or legal claims.

Certain financial and transactional records may need to be retained after an account, listing or service has ended because of statutory administration or tax requirements.

Where personal data is no longer required and no legal or legitimate reason for retention remains, we will delete or anonymise it where reasonably possible.

15. Data Security

Flex Estate takes appropriate technical and organisational measures designed to protect personal data against:

unauthorised access;
unlawful processing;
accidental loss;
destruction;
alteration;
misuse;
unauthorised disclosure.

Access to personal information is restricted where appropriate to people and service providers who need access for the relevant purpose.

However, no internet-based platform or electronic storage method can provide an absolute guarantee of security. We therefore cannot guarantee that a security incident can never occur.

Where required by applicable law, personal data breaches will be handled and reported in accordance with the relevant legal requirements.

16. Cookies and Similar Technologies

Flex Estate uses cookies and similar technologies for purposes that may include:

providing essential Website functionality;
maintaining sessions and security;
remembering preferences;
measuring Website performance;
understanding how the Website is used;
analytics;
improving our services;
marketing where applicable.

Where required by law, non-essential cookies or similar technologies are used only after the appropriate consent has been obtained.

You can manage available cookie preferences through the Website’s cookie settings.

For further information, please see our Cookie Policy.

17. Marketing and Communications

Flex Estate may communicate with you about:

your account;
property listings;
enquiries;
viewings;
offers;
transactions;
purchased or requested services;
important platform or service changes.

These operational communications may be necessary to provide the service you use and are separate from promotional marketing.

Where permitted by law, Flex Estate may also send newsletters, property-related updates, product information, offers or other marketing communications.

Where consent is required for marketing, we will request it.

You may unsubscribe from marketing emails through the unsubscribe function contained in the relevant communication or by contacting:

info@flexestate.nl

Unsubscribing from marketing does not prevent Flex Estate from sending necessary communications relating to an account, listing, order, viewing, offer, transaction or other service you use.

18. Automated Processing and Platform Tools

Flex Estate may use automated technology to support the operation of the platform.

This may include technology used to:

organise property information;
match or filter search results;
detect duplicate or suspicious activity;
support verification;
organise enquiries or applications;
assist with scoring, ranking or other platform functionality;
synchronise property information between systems.

The use of automated tools does not necessarily constitute automated decision-making within the meaning of the GDPR.

Unless expressly stated otherwise, Flex Estate does not intend to make decisions producing legal effects or similarly significant effects on individuals solely through automated processing without the safeguards required by applicable law.

Where such processing becomes applicable and the law requires additional information or rights, we will provide the appropriate information.

19. Children

Flex Estate’s property services are primarily intended for adults and persons legally capable of entering into the relevant property or service arrangements.

We do not intentionally collect personal data from children where such processing is not appropriate or legally permitted.

If you believe that a child has provided personal data to Flex Estate in circumstances where this should not have occurred, please contact us so that we can assess and, where appropriate, remove the information.

20. Your Privacy Rights

Depending on the circumstances and subject to the conditions and exceptions under applicable law, you may have the right to:

request access to personal data we hold about you;
request correction of inaccurate personal data;
request completion of incomplete personal data;
request deletion of personal data;
request restriction of processing;
object to certain processing based on legitimate interests;
object to direct marketing;
request portability of certain personal data;
withdraw consent where processing is based on consent;
exercise applicable rights concerning certain automated decision-making.

Not every right applies in every circumstance.

To exercise a privacy right, please contact:

info@flexestate.nl

Please provide enough information for us to understand your request.

We may ask for additional information where reasonably necessary to verify your identity and prevent personal information from being disclosed to an unauthorised person.

We will handle privacy requests within the periods required by applicable law.

21. Complaints

If you have a concern about the way Flex Estate processes personal data, please contact us so that we can investigate the matter.

You also have the right to submit a complaint to the competent data protection supervisory authority.

In the Netherlands, this is:

Autoriteit Persoonsgegevens

Information about submitting a privacy complaint is available through the official website of the Autoriteit Persoonsgegevens.

22. Third-Party Websites and Platforms

Flex Estate may contain links to, integrate with, publish information to or receive information from third-party websites, applications, portals and platforms.

Where you leave Flex Estate or interact directly with an independent third-party service, that organisation’s privacy policy and terms may apply.

Flex Estate is not responsible for the privacy practices of independent organisations where they determine their own processing of personal data.

We recommend reviewing the privacy information of relevant third parties before providing personal data directly to them.