Privacy statement

Contents

• Introduction

• Who is HEXCHANGE?

• How does HEXCHANGE use your data?

• How does HEXCHANGE obtain your personal data?

• What are your rights?

• Recipients of the personal data

• What are cookies and how does HEXCHANGE use them?

• Can this Privacy Statement be amended?

• Where can you go with complaints and questions?

Introduction

HEXCHANGE takes your privacy very seriously and will process and use information about you (the data subject) in a secure manner. In this Privacy Statement we explain which data we process and for what purpose. You can also read in this Privacy Statement about your rights with regard to our processing of your personal data. We advise you to read this Privacy Statement carefully. For questions, you can always contact info@hexchange.eu.

Who is HEXCHANGE?

HEXCHANGE is the private limited company HEXCHANGE, with offices at De Wetering 24, (4906 CT) Oosterhout, registered in the commercial register of the Chamber of Commerce under number 58179097.

When HEXCHANGE processes your personal data, HEXCHANGE is the controller.

HEXCHANGE has appointed a data protection officer. You can reach Freek Gielen via freek@hexchange.eu.

How does HEXCHANGE use your data?

Below you will find an overview of the purposes for which HEXCHANGE processes personal data about you. For each purpose, it is indicated which data HEXCHANGE uses for that specific purpose, what the legal basis is for processing that data, and how long the data is retained by HEXCHANGE. To keep things clear, we have grouped everything by type of data flow.

Services, customer management and financial administration

Purpose Financial administration Data Company name, Billing address, Bank details (Bank name/IBAN/BIC), Outstanding balance Legal basis Legal obligation Retention period As long as necessary for this purpose

Purpose Invoicing Data Company name, Billing address, Bank details (Bank name/IBAN/BIC), Outstanding balance Legal basis Legal obligation Retention period As long as necessary for this purpose

Purpose Order management Data Name and address details, Delivery address, Billing address, Email address, Telephone number, Payment details, Account number, Order number, Content of the complaint, Chamber of Commerce number, VAT number, Customer number Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose Handling complaints about the product Data Name and address details, Delivery address, Billing address, Email address, Telephone number, Payment details, Account number, Order number, Content of the complaint, Chamber of Commerce number, VAT number, Customer number Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose Providing the service itself Data Name and address details, Email address, File data, Financial data, Data required to provide the service, Data generated during the service Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose Handling complaints about the service Data Name and address details, Email address, File data, Financial data, Data required to provide the service, Data generated during the service Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose CRM Data Name, Email address, Location, Order history, Browser, Telephone number Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Marketing

Purpose Direct marketing Data Name, Name and address details, Email address, Telephone number, Order history, Postal/billing address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Purpose Affiliate marketing Data Name, Name and address details, Email address, Telephone number, Order history, Postal/billing address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Purpose Newsletter Data Name, Company name, Email address, Language, Time and page of sign-up Legal basis Consent (existing customers: legitimate interest based on the customer relationship) Retention period As long as the address is on the list plus two years

Purpose Retargeting Data Name, Name and address details, Email address, Telephone number, Order history, Postal/billing address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Purpose Social media marketing Data Name, Name and address details, Email address, Telephone number, Order history, Postal/billing address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Purpose Behavioural targeting Data Name, Name and address details, Email address, Telephone number, Order history, Postal/billing address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Newsletter

If you subscribe to our newsletter, you will receive about one email a month about new series, replacement options and technical articles. You can subscribe via the checkbox when placing an order, requesting an account or requesting a quote, in My account under Preferences, or via the sign-up form on the website. For the sign-up form we first send a confirmation email; you are only added to the list after clicking the link in it.

The legal basis is your consent. If you are already a customer, we may inform you about similar products and services on the basis of the customer relationship; you can unsubscribe at any time in that case too. We record when, where and with which text you gave consent (email address, name, company name, language, time and page); we do not store an IP address.

We use MailBlue (ActiveCampaign) as our processor for sending; we have a data processing agreement with them. You can unsubscribe at any time via the link at the bottom of every email or in your account. We keep the proof of your consent for as long as your address is on the list and for two years afterwards.

Website

Purpose Statistics on how the website is used Data Browsing behaviour, Location Legal basis Consent Retention period As long as necessary for this purpose

Purpose Measuring which advertisement led to a request or an order Data Browsing behaviour, Location, Click identifier and campaign data of the advertisement Legal basis Consent Retention period Ninety days for the click identifier; if it resulted in a request or an order, as long as that is retained

Purpose Recognising which company visits the website Data IP address of the internet connection Legal basis Consent Retention period As long as necessary for this purpose

Purpose Providing an account Data Name, Email address, Content of the message Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose Posting messages or reviews Data Name, Email address, Content of the message Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Purpose Chat function Data Name, Email address, Content of the message Legal basis Performance of the agreement Retention period As long as necessary for this purpose

Security and fraud prevention

Purpose Data security Data Financial resources, Debts, Expenses, Solvency, Loans, Professional activities, Agreements and settlements, Name, Address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

Purpose Credit check Data Financial resources, Debts, Expenses, Solvency, Loans, Professional activities, Agreements and settlements, Name, Address Legal basis Legitimate interest Interest concerned Commercial interest Retention period As long as necessary for this purpose

How does HEXCHANGE obtain your personal data?

HEXCHANGE holds data about you because you have provided that data to us.

What are your rights?

Under the European General Data Protection Regulation, you have a number of rights with regard to your data and the processing thereof:

Access

You can always view your own (personal) data in your account. If you want something changed, you can do so via the contact form or by e-mail to info@hexchange.eu; we will then update it for you. If you want to see the personal data that HEXCHANGE has recorded about you, you can submit an access request.

Rectification

If you want to make changes to the personal data you have seen as a result of an access request and you cannot change it yourself in your account, you can submit a request to HEXCHANGE. You can request that HEXCHANGE changes, corrects, supplements, deletes or blocks your data.

Restriction of processing

You also have the right, under certain conditions, to ask HEXCHANGE to restrict the processing of your personal data.

Right to object

If a particular processing operation takes place on the basis of the 'legitimate interest' of HEXCHANGE or a third party, you have the right to object to that processing.

Data portability

You have the right to obtain your personal data from HEXCHANGE. HEXCHANGE will provide it in a structured and commonly used format, which can easily be opened in other common digital systems. This way, you can also transfer your data to another provider.

Withdrawing consent

In all cases where the basis for a particular data processing operation is your consent, you have the right to withdraw that consent. This has no consequences for the past, but does mean that we may then no longer process that data. As a result, HEXCHANGE may no longer be able to provide certain services to you.

Response by HEXCHANGE

A request can be sent to info@hexchange.eu. HEXCHANGE will comply with your request as quickly as possible and in any event no later than one (1) month after HEXCHANGE has received such a request. If HEXCHANGE rejects your request, we will indicate in our reply why the request is rejected.

Recipients of the personal data

HEXCHANGE may be obliged to provide your data to a third party, for example on the basis of a legal obligation.

What are cookies and how does HEXCHANGE use them?

Cookies are small pieces of (text) information that are sent to your browser when you visit the HEXCHANGE website and are then stored on the hard drive or in the memory of your computer, tablet, mobile phone or other device (hereinafter: “Device”). The cookies placed via the HEXCHANGE website cannot damage your Device or the files stored on it. When we refer to 'cookies', we mean not only these small pieces of (text) information, but also similar techniques used to collect information, such as device fingerprinting. We do not place a fingerprint on your Device ourselves.

Which cookies we do place, for what purpose, and how you change or withdraw your choice, is set out in the cookie statement on this website. As long as you have not made a choice, we place only the cookies needed to deliver what you ask for.

Can this Privacy Statement be amended?

This Privacy Statement may be amended. We therefore advise you to review the Privacy Statement regularly for any changes.

Where can you go with complaints and questions?

If you have any questions about this Privacy Statement and the way in which HEXCHANGE uses your data, you can send an email to info@hexchange.eu. If you have a complaint about the way HEXCHANGE processes your data, you can also send an email to info@hexchange.eu. In addition, you can always contact the competent national supervisory authority in the area of privacy protection. In the Netherlands, this is the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

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