PRIVACY & DATA PROTECTION POLICY
E-SUPPLIER BV
Version [February 2025]
E-SUPPLIER, a limited liability company (besloten vennootschap) under Belgian law, with its registered office at Pittemstraat 88A, 8760 Meulebeke (Belgium), and registered at the Crossroads Bank for Enterprises under the number 0777.951.975 (hereinafter “E-Supplier“, “we“, “us” or derivatives) processes your Personal Data (as defined below) and acts thereby as data controller. We are aware that you place your trust in us and we therefore only collect, store, consult, process and transfer your Personal Data (hereinafter “Processing”) in accordance with applicable Belgian and European privacy legislation. This includes, but is not limited to, Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation; hereinafter the “GDPR”) and the Belgian law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data.
Personal data relates to you or allows us to identify you directly or indirectly (hereinafter “Personal Data”). We process your Personal Data in the context of your use of our website (hereinafter the “Website“), the agreements concluded between us, the delivery of our products and/or services, your (online) application for one of our vacancies, etc. This policy (hereinafter the “Privacy Policy”) explains more in detail how and why we collect your Personal Data, for how long we keep them, on what legal grounds we base ourselves for the Processing, how we protect your Personal Data and what rights you have in this regard.
When you accept the provisions of this Privacy Policy, it means that you agree to the way in which we process your Personal Data as set out herein.
This Privacy Policy only covers Personal Data processed by us. We do not accept, to the extent permitted by law, any responsibility or liability for (the operation and/or content of) services and/or websites of third parties.
If you have any questions, comments or complaints about our Privacy Policy, our practices in relation to the Website, the Processing of your Personal Data or if you wish to delete your Personal Data from our database, please contact us at:
We collect your Personal Data when you:
We collect the following (categories of) Personal Data:
| A. Categories of Personal Data |
| Personal data you provide to us: – Identification and contact data: first name, surname, gender, e-mail address, telephone number; – Professional data: company name, VAT number, professional address, telephone number; – Location: your postal address or any other place where the goods will be delivered and/or the services will be performed, or the Website will be used; – Payment details: bank account number, invoicing details; – Data in the context of job applications: name of current employer, job title and content of your curriculum vitae; – Cookies and similar technologies; – Log files when using our services; – Metadata; – Analytical data; – Other Personal Data that you communicate to us with your question, comment, complaint, order, etc. |
| B. Purposes and legal bases |
| – Where Processing is necessary for the performance of a contract to which you are a party or to take measures at your request to provide the goods/services to: o enable the use of our Website; o enter into an agreement with us; o provide you requested information and advice; o manage our business and day-to-day operations under the agreement; o perform ongoing agreements (including, but not limited to, tracking orders and delivering goods/services); or o for any other interactions you have with us, e.g. administrative or technical purposes, to ensure the functionality of our services; o etc. |
| – Where Processing is necessary to pursue our legitimate interest, except where our interests are overridden by your fundamental rights and freedoms, to: o follow up on our offers/quotations and/or send reminders; o provide you, as an existing customer, with information regarding our similar promotions and goods/services if your Personal Data was obtained directly from the sale of our goods/services (you hereby have the right to object to the advertising received free of charge); o for any other interactions we may have with you. For example, when you contact us for questions, comments, complaints or other requests to respond to your enquiry; o secure, customise, and improve our Website; o maintain the accuracy and relevance of your Personal Data; o in the context of an (online) application (via our Website); o etc.
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| – From time to time, we may ask you for your specific consent to process certain Personal Data and we will only process your Personal Data in this way if you give us consent to do so. You have the right to withdraw your consent at any time by contacting us via info@esupplier.be.
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| – When the Processing of your Personal Data is necessary to comply with a legal obligation: o tax obligations; o providing information to a governmental or law enforcement agency; o in the context of anti-money laundering obligations; o by court order; o etc. |
| C. Retention period |
| We retain your Personal Data only for as long as necessary and ensure its appropriate protection. How long we retain your Personal Data depends on the purpose for which we use it, as described in this Privacy Policy.
After termination of the agreements we have entered into with you, we will delete or anonymise your Personal Data no later than after five (5) years, unless we are required by law to retain your Personal Data for a longer period of time. |
If you do not provide your Personal Data, the possible consequence is that we will not be able to offer our products/services or provide them (optimally). We will inform you if this is the case.
We have put in place a number of technical and organisational security measures to protect your Personal Data from unauthorised access or use, accidental loss, or damage to its integrity. These measures have been taken considering our IT infrastructure, the potential impact on your privacy, the associated costs and in accordance with current industry standards and practices.
We ensure that your Personal Data is kept in a sufficiently protected environment and that only the necessary persons have access to your Personal Data. For example, your Personal Data will be stored on our own secure servers or those of a third party, always within the European Economic Area (hereinafter the “EEA”).
Your Personal Data will only be processed by a third party if that third party agrees to comply with the technical and organisational security measures.
Depending on the purpose for which we collect your Personal Data, we may share your Personal Data with another affiliated company or subsidiary of E-Supplier.
Furthermore, for the provision of our goods/services, we may share your Personal Data with third parties who are trusted partners in ensuring our operability and the continuity of our services (e.g., those responsible for transportation/delivery of the goods, accountant(s), lawyers, etc.). These partners have confirmed to us that they respect the GDPR (and all other applicable Belgian and European privacy legislation) and that they do not use the data for purposes other than those mentioned above.
Finally, we may transfer your Personal Data to third parties if we are legally obliged to do so, if we are forced to do so as a result of legal proceedings and/or if we deem it necessary to protect our own rights.
It is also possible that your Personal Data will be transferred to a partner of E-Supplier outside the EEA. Any transfer to a recipient domiciled or based in a country without an adequacy decision (link) taken by the European Commission will be governed by an agreement that meets the required appropriate safeguards for the transfer of Personal Data outside the EEA (e.g., the Standard Contractual Clauses approved by the European Commission (link)).
We use so-called ‘cookies’ on our Website. Cookies can be thought of as small pieces of text/data sent to your browser by our Website. They help our Website to remember information about your visit, which can both make it easier to visit our Website again and make the Website more useful to you. You can disable the use of cookies in your browser settings. If you disable the use of cookies, our Website will still be accessible, but you may not be able to access all functionalities.
For more information about our use of cookies and how to avoid them, please consult our cookie policy, available on our website.
If you register with E-Supplier or on the Website via a third party (social media) account, such as, but not limited to, Facebook, Instagram, LinkedIn, Google, etc., you accept that the terms of use and privacy policy of the third party in question apply. We are not liable for the Processing of your Personal Data by these third parties.
Please note that you have the following rights in relation to our Processing of your Personal Data:
The above rights can only be exercised in a reasonable manner and in accordance with applicable law.
You can submit a request or exercise these rights by contacting us via the contact details set out under Article 2 of this Privacy Policy. We will make all reasonable and practical efforts to comply with your request to the extent that this does not conflict with applicable law and professional standards. However, you should be aware that the Personal Data (and the Processing) is necessary for the provision of the goods/performance of the services and/or for our legitimate interest. This means that any modification to your original consent may result in the termination of our services.
We aim to respond to your inquiry within one (1) month. In case of complex or multiple requests, this period may be extended by another two (2) months of which we will inform you in advance.
In principle, you can exercise these rights free of charge. Only in case of excessive requests, manifestly unfounded requests or frequently repeated requests we may charge a reasonable administrative fee.
If you do not agree with the way in which we process your Personal Data, you can always lodge a complaint by sending an e-mail to info@esupplier.be.
If you are not satisfied with our answer/solution, you have – in any case – the right to lodge a complaint with the Belgian Data Protection Authority acting as a supervisory authority:
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Belgian Data Protection Authority Drukpersstraat 35 1000 Brussels (BELGIUM) Phone: +32 (0)2 274 48 00 Email: contact@apd-gba.be
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From time to time, we may supplement, update, or modify this Privacy Policy. These changes will be announced on our Website and will include the modification date.
If we change the Privacy Policy in a way that affects how your Personal Data will be used or the rights you grant to E-Supplier, we will notify you and ask you to review the new Privacy Policy.
We encourage you to periodically review this Privacy Policy to stay informed about how we process and protect your Personal Data.
This Privacy Policy was last updated in [February 2025].