PRIVACY POLICY

CUSTOMER, PROSPECT AND SUPPLIER PERSONAL DATA PROTECTION POLICY

Shelf Service processes your personal data transparently, in compliance with the Law of 8 December 1992 on the protection of privacy and from 25 May 2018, the EU Regulation 2016/679 of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data), hereinafter referred to as the "Privacy Regulation".

Data controller :

SA/NV Shelf Service, Z1 Research Park 50 - 1731 Zellik

Company number : 0445.834.269 – RPM Brussels

Hereafter referred to as " Shelf Service "

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1. TO WHOM IS OUR PERSONAL DATA PROTECTION POLICY ADDRESSED?

This policy applies to all our customers (manufacturers and retailers) and former customers, to our suppliers and former suppliers and to people we canvass or who ask us for information about Shelf Service products and/or services.

 

2. CATEGORIES OF PERSONAL DATA WE MAY COLLECT

General information

We may collect the following general information :

  • Surname, first name, gender, language(s), job title
  • Postal address (or postcode only), telephone, landline and/or mobile, email address, fax)
  • Details of the company you represent (postal address, telephone, landline and/or mobile, email address, fax, VAT and company number, bank account number)

As far as possible, we also keep a record of the dates on which this information is communicated to us or changes are made to it.

Information relating to the performance of contracts

If the company you represent has signed a contract with Shelf Service to supply services or products, we process information relating to the content of this contract.

Information collected via external sources

If Shelf Service has contacted you as part of a promotional campaign and you have not provided it with your personal details, these will come from external partners.

Shelf Service may also validate, correct or add to your personal data using external partners, either to keep its file up to date or for marketing purposes or to create a marketing profile.

If you would like to know from which specific source Shelf Service has obtained your personal data, please do not hesitate to contact us by following the procedure at the end of this privacy notice.

 

3. FOR WHAT PURPOSES DO WE USE YOUR PERSONAL DATA AND WHAT IS THE LEGAL BASIS FOR THIS PROCESSING ?

With your permission (legal basis: article 6a of the privacy regulations) :

  • When you ask us questions via our website or our contact centre, in order to process your request. In this context and with your prior knowledge, we may record some of your conversations with our contact centre, with the aim of improving the quality of our services and providing better training for our staff.
  • To send you the newsletters to which you have subscribed.

In the context of requests for quotations or the performance of your contract (legal basis: article 6b of the privacy regulations) :

  • In the context of the creation, acceptance and follow-up of the contract, general customer management, any after-sales service and collection (including the possible assignment of receivables to third parties)
  • For accounting purposes
  • In order to combat any fraud, offences or infringements and to manage any disputes or legal proceedings.

When we have a justified interest as part of our marketing activities. In this case, we always take care to respect the balance between this legal interest and respect for your privacy (legal basis: article 6f of the privacy regulations) :

  • To send you newsletters or personalised offers, possibly on the basis of an analysis of your profile, via all available channels.
  • To establish customer profiles, centralise, combine and enrich your personal data with useful information.
  • As part of your participation in one of our competitions.
  • To improve our products or services.
  • To monitor our performance (via market research, for example).
  • To collect statistical data and carry out market analyses for financial, management, marketing or reporting purposes.
  • To combat any fraud, crime or infringement and to manage any disputes or legal proceedings.

In order to meet the legal obligations to which we are subject (legal basis: article 6c of the privacy regulations ):

We are also under legal obligations to process, store and transmit personal data to the relevant authorities, such as accountants and tax authorities.

 

4. CASES WHERE YOUR PERSONAL DATA MAY BE TRANSMITTED TO THIRD PARTIES 

 Your personal data may be communicated to third parties in the following cases :

  • To our possible successors and/or other companies belonging to the same group as Shelf Service for the same purposes as those mentioned in this data protection policy.
  • To third party companies, subcontractors of Shelf Service, in the context of services that we ask them to carry out on our behalf. In this case, these companies may only use your data within the strict limits of the instructions we give them, in compliance with this data protection policy.
  • To certain authorities in order to comply with legal obligations

Transfer of personal data outside the European Union.

Your personal data will not be transferred outside the European Union.

 

5. HOW LONG DOES SHELF SERVICE KEEP YOUR PERSONAL DATA?

Marketing and operational data :

Your data will be stored in our database for a maximum period of 10 years from the expiry of the last contract concluded with Shelf Service or after your last contact with Shelf Service. You can, of course, ask us to delete your data at any time.

The 10-year period starts running again from the date of a new contract/contact with Shelf Service.

 

6. HOW DO WE PROTECT YOUR PERSONAL DATA?

Shelf Service makes every effort to ensure that your personal data is treated with the utmost confidentiality and security. To this end, we take all the necessary technical and organisational measures.

Our network, infrastructure and information systems are protected. Staff who have access to your data are limited to what is necessary and are carefully selected. They are made aware that they are dealing with personal and confidential data.

 

7. WHAT ARE YOUR RIGHTS? HOW CAN YOU EXERCISE THEM?

Your right of access and rectification:

In accordance with privacy regulations, you have the right to access your personal data. You also have the right to ask us to correct inaccurate information about you or to complete incomplete information.

Your right of opposition

At any time and without justification, you have the right to object to the processing of your personal data, i.e. to ask us to stop using your personal data for direct marketing (when we send you promotional offers), and to establish marketing profiles on the basis of your personal data (to send you the advertising that we deem most interesting for you, according to your marketing profile).

Our right to forget, to limit processing and to data portability

You also have the right to request that your personal data be completely deleted from our database in the cases listed by law.

In the event of a dispute regarding the processing of your personal data, you may request that the processing of your data be restricted.

Finally, you have the right to the portability of your personal data.

Exercising your rights

You must send us a written request. If we consider it appropriate, we have the right to ask you to prove your identity (e.g. by sending us a copy of your identity card).

  • Postal address : SA/NV Shelf Service, Z1 Research Park 50 - 1731 Zellik, for the attention of the Data Protection Officer, Mireille Van Den Heule
  • Email address : privacy@shelfservice.be

If you ask us for this information in electronic format, unless you instruct us otherwise, we will also reply electronically.

In accordance with privacy regulations, your request will be processed within thirty days from the time we are in possession of all the information required to process your request. If your request is complex, this period may be extended by a maximum of two months, but we will inform you of this beforehand.

For more information about our data protection policy or if you have any complaints about your privacy, you can contact our Data Protection Officer at the above address.

You also have the right to appeal to the Data Protection Authority at the following address commission@privacycommission.be