Privacy, Terms & Imprint.
Plain-language version. Written so you can actually read them — not past them.
Privacy Policy
1. Who we are
Process Notes is a food engineering editorial and independent consulting practice operated as a sole proprietorship in the Netherlands. References to "we", "us", or "our" in this policy refer to the operator of processnotes.com and the Process Notes newsletter. Our contact address for data matters is hello@processnotes.com.
2. What data we collect and when
We collect personal data in the following circumstances: (a) Newsletter subscription — your email address, and optionally your name, when you subscribe via this website or Beehiiv. (b) Contact form — your name, email, company (optional), project type, budget range (optional), and message when you submit a contact enquiry. (c) Masterclass / tool waitlist — your name, email, and job title (optional) when you join a waitlist. (d) Resource downloads — your email address when you request a gated download. (e) Technical data — standard server logs (IP address, browser type, page URL, timestamp) generated automatically when you visit the site.
3. How we use your data
Email addresses collected via newsletter subscription are used exclusively to deliver the Process Notes newsletter and respond to replies you send us. Contact form submissions are used to respond to your enquiry and assess potential consulting engagements; we may retain your details in our CRM as a lead record. Waitlist entries are used to notify you when the product or course you registered for becomes available, and to send early-access communications. Technical log data is used for security monitoring and aggregate analytics only — we do not build individual visitor profiles from it.
4. Lawful basis for processing
Under the General Data Protection Regulation (GDPR), we rely on the following lawful bases: Consent — for newsletter subscriptions, where you have actively signed up. Legitimate interest — for contact form responses, lead records from consulting enquiries, and waitlist follow-ups, where our interest in responding to you is not overridden by your rights. Legal obligation — where we are required to retain records by Dutch or EU law.
5. Processors and third-party services
We use the following third-party processors. Beehiiv (USA) — newsletter delivery and subscriber management, covered by a Data Processing Addendum and Standard Contractual Clauses for EU transfers. Supabase (EU region) — database hosting for contact leads, waitlist entries, and resource download logs. Vercel (USA) — website hosting and edge functions, covered by SCCs. Resend (USA) — transactional email delivery for form confirmations and notifications, covered by SCCs. None of these processors are authorised to use your data for their own purposes.
6. Data retention
Newsletter subscriber data is retained until you unsubscribe or request deletion. Contact form / lead records are retained for up to 3 years from the date of enquiry, or until you request deletion, to support ongoing consulting relationships. Waitlist entries are retained until the relevant product or course is launched and enrolment closes, after which inactive records are deleted. Server logs are purged after 90 days.
7. Your rights under GDPR
As a data subject in the EU or EEA, you have the following rights: Access — request a copy of the personal data we hold about you. Rectification — ask us to correct inaccurate data. Erasure — request deletion of your data ("right to be forgotten"). Restriction — ask us to limit processing while a dispute is resolved. Portability — receive your data in a structured, machine-readable format. Objection — object to processing based on legitimate interest. Withdrawal of consent — withdraw newsletter consent at any time via the unsubscribe link in any email. To exercise any of these rights, email hello@processnotes.com. We will respond within 30 days. You also have the right to lodge a complaint with the Autoriteit Persoonsgegevens (the Dutch data protection authority) at autoriteitpersoonsgegevens.nl.
8. Cookies and tracking
This website does not use advertising cookies or cross-site tracking scripts. We use Vercel Analytics, which collects anonymised aggregate data (page views, device type, country) without setting persistent cookies or storing personally identifiable information. Newsletter open and click tracking is performed by Beehiiv using a tracking pixel embedded in emails — you can disable this by setting your email client to block remote images.
9. Children's data
This website is not directed at children under 16. We do not knowingly collect data from anyone under 16. If you believe a child has submitted data to us, contact hello@processnotes.com and we will delete it promptly.
10. Policy changes
We may update this policy from time to time. If changes are material, we will notify active newsletter subscribers by email at least 14 days before the change takes effect. The effective date at the top of this section records when the current version entered force.
Terms of Use
1. About these terms
These Terms of Use govern your access to and use of processnotes.com, the Process Notes newsletter, and any downloadable resources or templates provided through this platform. By accessing the site or subscribing to the newsletter, you agree to these terms. If you do not agree, please do not use this platform.
2. Editorial content — not professional advice
All newsletter issues, articles, and editorial content published on this site are educational and informational. They reflect the author's views and experience but do not constitute engineering advice, food safety advice, regulatory guidance, or legal advice for any specific facility, product, or jurisdiction. You should not act on editorial content without independent professional assessment of your own circumstances. Process Notes accepts no liability for decisions made in reliance on editorial content.
3. Downloadable templates and resources
Templates, checklists, calculators, and other downloadable resources are provided as starting points only. They are not validated for any particular product, process, or regulatory requirement. You are solely responsible for adapting, reviewing, and validating any resource before use. Process Notes makes no warranty, express or implied, as to the fitness of any resource for your intended purpose.
4. Consulting engagements
Consulting services are provided under a separate written engagement letter signed by both parties. Nothing on this website constitutes a consulting agreement, and no consulting relationship exists until an engagement letter is executed. Scope, deliverables, fees, and terms of any engagement are set out in that letter, not in these Terms of Use.
5. Masterclass and courses
Enrolment in any course offered through Process Notes is subject to separate course terms issued at the time of purchase. These Terms of Use apply to access to the website and pre-enrolment waitlist only. No refund or access rights arise from joining a waitlist.
6. Intellectual property
All written content, course materials, templates, and design elements on this website are © Process Notes 2024–2026 unless otherwise credited. You are welcome to quote up to 150 words from any article, provided you credit Process Notes and include a link to the original. Full republication of articles, course content, or templates without written permission is prohibited. Templates downloaded for professional use may be adapted internally but not redistributed or sold.
7. Links to third-party sites
This site may link to third-party websites for reference. Process Notes has no control over and accepts no responsibility for the content or privacy practices of any linked site.
8. Limitation of liability
To the maximum extent permitted by applicable Dutch and EU law, Process Notes shall not be liable for any indirect, incidental, or consequential loss arising from use of this website or reliance on its content. Nothing in these terms limits liability for death or personal injury caused by negligence, or for fraudulent misrepresentation.
9. Governing law
These terms are governed by Dutch law. Any disputes arising from these terms or your use of this site will be subject to the exclusive jurisdiction of the courts of the Netherlands, without prejudice to any mandatory consumer protection rights you may have under the law of your country of residence.
10. Changes to these terms
We may amend these terms from time to time. If you are a newsletter subscriber, we will give you at least 14 days' notice of material changes by email. Continued use of the site or newsletter after that date constitutes acceptance of the revised terms.
Imprint
Operator
Process Notes — Food Engineering Editorial and Consulting. Operated as an independent sole proprietorship registered in the Netherlands.
Registered address
Netherlands (full registered address available on request for legal, business, or regulatory correspondence).
Contact
hello@processnotes.com — responses to legal and data enquiries within 5 working days. General correspondence addressed to the editor will be replied to as time allows.
Responsible for editorial content
The editor and founder of Process Notes is responsible for all editorial content published on this site and in the newsletter, in accordance with Dutch media law and EU requirements for online services (DSA Article 6 and Annex I).
VAT and registration
VAT and commercial registration details are available upon written request for legitimate business and legal purposes.
Dispute resolution (EU)
The European Commission provides an online dispute resolution platform for consumer disputes at ec.europa.eu/consumers/odr. We are not obliged to participate in ADR proceedings, but we commit to responding in good faith to any dispute brought to our attention in writing.
Our Data Policy covers the technical specifics of how we collect, store, process, and delete personal data — including data processor details, retention schedules, and your rights under GDPR in full.
Read the Data Policy →