Privacy statement

Version: April 2026

Your privacy is extremely important to us. That's why we make sure we handle your data carefully.

In this statement we tell you in detail which data we collect, why we do so and what your rights are. This statement applies to everyone who visits our website, is a customer or is in contact with us.

Who is my.host?

my.host is a Dutch hosting provider and responsible for the data processing. We are proud to be a 100% independent provider with green hosting. Do you have questions, requests or comments about this privacy statement or the way we handle your personal data? Then feel free to contact us.

Which personal data do we process and why?

Below we explain per processing activity which data we process, why we do so and on which legal basis we rely. For most of the processing activities described below, providing personal data is a necessary condition to be able to deliver our service or to perform the agreement with you. If you choose not to provide certain data, we may not be able to deliver the relevant service (in full).

To process orders via our website

When you visit our website or place an order, we process data to record and handle the website visit, the shopping cart and the order. In doing so we process (business) name and address and contact details, order and payment details, IP addresses and technical data. You can find more information about our cookies via the cookie banner at the bottom left of our website.

Payments are processed via Mollie. Depending on the chosen payment method, we receive limited payment details. We do not store full payment details. The processing by Mollie is covered by their own privacy statement.

The basis for this processing is the performance of the agreement and, for the tax administration, a statutory obligation.

Provision and management of services

Via the control panel you get access to a management environment so that you can manage your purchased services yourself. For the delivery and management of our services - including web hosting, email hosting, and managed servers - we process data to verify your identity, grant access, technically set up and maintain the service, and enable you to manage your purchased services. In doing so we process identification and contact details, account and access details, technical configuration data, IP addresses and log data. The basis is the performance of the agreement.

For customer service: questions, support and complaints

When you ask a question via our contact form or create a support ticket, we process your name, email address, and the content of your message or ticket, including any attachments and technical data you send along. We can also pull up your customer details to help you faster.

We need this data to answer your question or report. The basis is the performance of the agreement and our legitimate interest in providing good customer service.

To generate response suggestions we use AI support. You can find more information about this further on in this privacy statement.

Newsletter

We send a newsletter a maximum of twice a year. You only receive it if you have explicitly signed up for it. We process your email address and name for this.

The basis for this is your consent. You can unsubscribe at any time via the unsubscribe link at the bottom of every newsletter. We keep your data until you unsubscribe.

So that customers can leave reviews on external platforms

We do not collect any reviews on our own website ourselves. We may, however, ask you to leave a review on an external review platform. The processing of your personal data in that context is covered by the privacy statement of the relevant platform.

We refer here to platforms such as Trustpilot, Google, Webhosters.nl and Hostingvergelijker.nl. Some of these platforms offer the possibility to review anonymously. The basis for forwarding your request is our legitimate interest in obtaining feedback about our services.

Registration of domain names

To register domain names, we are obliged to pass on certain data to the relevant registering authorities. We pass on name and address details, email address and telephone number to SIDN for .nl domains, DNS Belgium for .be domains and OpenProvider for other domain extensions.

The basis is the performance of the agreement. For data that is part of our administration, a statutory retention obligation also applies.

For affiliate tracking

We work together with external affiliates who link to us through their own channels. To correctly calculate the commission to affiliates, we place a cookie for visitors who come in via such a link. The cookie contains an affiliate ID. When placing an order, the affiliate has insight into your order number and the order amount, but receives no data that can be traced back to you. The basis is your consent. You can find more information about our cookies via the cookie banner at the bottom left of our website.

So that you can apply for a job with us

When you apply for a job at my.host, we ask for your name, email address, telephone number, CV, references and cover letter. We do this to be able to start and carry out the application process. Do you send along extra information containing personal data yourself? Then we process that as well. With your consent, we keep your data in our talent pool.

To protect our services

To safeguard the security of our infrastructure, systems and customers, we process certain technical data such as IP addresses, log files, account activities and network data. This data can be used to detect and prevent misuse of our services.

The basis for this processing is our legitimate interest in securing our systems, networks and services. This also includes fraud prevention.

Response suggestions with AI

We use AI to automatically generate response suggestions for support tickets and contact requests. This helps our staff respond faster and better. The actual answering of your question, comment or complaint is done by an employee of my.host. We have concluded a so-called zero data retention agreement with Anthropic. This means that Anthropic only processes the data we forward in order to generate a response suggestion and then deletes it immediately. Anthropic does not keep your personal data and does not use it for training AI models.

The content of a message may contain personal data that you have sent along yourself, depending on what you write. For technical questions we also send along relevant data about the purchased service, such as domain, hosting or WordPress settings. We do not send along any additional customer profile data. The basis is our legitimate interest in providing efficient customer service.

Automated decisions

In a number of situations we make an automated decision based on personal data, without direct intervention by an employee:

• In the case of late payment of an invoice, we automatically send payment reminders. If payment still does not follow, the purchased services are automatically suspended. As a final step, a collection process is initiated.
• To protect our infrastructure, we can automatically restrict access temporarily based on technical signals (such as IP address and network behaviour) to prevent misuse.

The use of AI for response suggestions in our customer service does not involve automated decision-making within the meaning of Article 22 GDPR: the AI only generates suggestions that are assessed by an employee before a response is sent.

For the automated decisions mentioned above, you always have the right to request human intervention, to make your point of view known and to contest the decision. To do so, contact us via privacy@my.host.

With whom do we share your data?

We only share your personal data with third parties if this is necessary for the performance of our services, if we are legally obliged to do so, with your consent, or if we have a legitimate interest. With parties that process personal data on our behalf, we conclude a data processing agreement in which arrangements have been made about the security of personal data.

We work together with the following parties:

• Mollie: payment processing
• Mailchimp: sending the newsletter
• Snelstart: bookkeeping and invoicing
• Payq: debt collection in the case of claims, if applicable
• SIDN: registration of .nl domains
• DNS Belgium: registration of .be domains
• OpenProvider: registration of other domain names
• Pax8: distributor for Microsoft 365 licenses
• Anthropic (Claude AI): AI support for support tickets and contact requests
• Other IT and service providers

Some of our processors are established outside the EU/EEA. We ensure that such transfers take place on the basis of appropriate safeguards, such as Standard Contractual Clauses or an adequacy decision. On request we provide further information about the applicable safeguards via privacy@my.host.

How do we secure your data?

We take appropriate technical and organizational measures to protect your personal data against unauthorized access, loss or misuse.

• Firewall and external access restriction: external access to our systems is disabled
• Password protection
• Self-managed servers in Dutch data centers, fully on green power
• Periodic password rotation and regular security updates
• Access restriction: only employees and freelancers with a functional need are given access to personal data
• We secure our communication with encryption (TLS) and additional measures such as email authentication (SPF, DKIM, DMARC) and DNSSEC

Despite our strict precautions, no security measure can offer a 100% guarantee. Do you suspect that something has gone wrong with your data? Then contact us immediately via privacy@my.host.

Do we use cookies?

Yes, our website uses cookies. You can find more information about which cookies we place, why and how you can manage your preferences via the cookie banner on our website.

What rights do you have?

• Right of access. You can ask us which personal data we process about you and receive a copy of it.
• Right to rectification. Is your data incorrect? You can ask us to correct or supplement it. In your control panel you can also adjust your data yourself.
• Right to erasure. You can ask us to delete your data, unless we are legally obliged to keep it.
• Right to restriction. You can ask us to temporarily restrict the processing, for example while an objection is being assessed.
• Right to data portability. You have the right to receive your data in a structured, commonly used and machine-readable format, so that you can easily transfer it to another party.
• Right to object. You can object to the processing of your data.
• Right to withdraw consent. Have you given consent for a specific processing? You can withdraw it at any time.

Send your request to privacy@my.host or contact us via your control panel. In principle we respond to your request within one month. If we need more time, we will let you know within that month.

How do you submit a complaint?

If you do not agree with the way we process your data, you can submit a complaint to the Dutch Data Protection Authority (AP). You can do so via www.autoriteitpersoonsgegevens.nl.

We would of course prefer to hear about it from you first. Feel free to contact us via privacy@my.host. We are happy to resolve it together.

Do we also process data of children?

Our services are aimed at consumers and business users. We do not knowingly collect personal data from persons under the age of 16 without the consent of a parent or guardian. Our website is not technically shielded from minors. If, as a parent or guardian, you suspect that your child has provided data to us without permission, please contact us via privacy@my.host. We will then delete the data as soon as possible.

How long do we keep your data?

We do not keep your personal data longer than is necessary for the purpose for which it was collected, or for as long as the law requires. Below is an overview:

• Customer and contract data: we store this data during the contractual relationship and for a maximum of two years after the end of the customer relationship, unless it contains data that we have to keep longer on the basis of a statutory obligation.
• Financial and administrative data: seven years (tax retention obligation).
• Support tickets and correspondence: during your customer relationship for as long as this is necessary for our services, and after that for a maximum of two years after the end of the customer relationship. For correspondence from persons without a customer relationship, we keep the data for a maximum of four years after closing the ticket.
• Newsletter subscribers: until unsubscription.
• IP addresses and logs: up to 12 months, unless longer in connection with an incident or due to a statutory obligation.
• Data of job applicants: we delete your data within 4 weeks after the end of the application procedure if you did not get the position. If you give consent to keep your data longer for our talent pool, we keep the data for a maximum of 12 months.

In all cases we may keep personal data longer than the periods mentioned above if this is necessary in connection with a (threatened) legal procedure, claim or dispute.

How about links to other websites?

Our website may contain links to external websites. We are not responsible for the content of or the privacy statement on those external websites. We advise you to consult the privacy statement of every website you visit yourself.

Can this privacy statement change?

We may update this privacy statement from time to time, for example if our services change, if we start working with new processors or if laws and regulations change. You can always find the most up-to-date version on our website. In the case of major changes, we will inform you via a notification in the control panel or by email.

Contact details