PRIVACY STATEMENT

This is the privacy statement of Ottevanger Milling Engineers (hereinafter ‘we’). In this privacy statement, we explain, among other things, why we collect and use personal data, what data it is and what rights you have when we process your personal data.

1. The name and contact details of Ottevanger Milling Engineers

Ottevanger Milling Engineers
Attn: Privacy Department
Moerkapelse Zijde 32
2751 DL Moerkapelle

Chamber of Commerce number: 56662513

We can be reached by e-mail: privacy@ottevanger.com

2. Why do we process personal data and what is the basis?

We are only allowed to process personal data if we have a basis (reason) for doing so that is set out in the privacy legislation (AVG). We have the following reasons for processing your personal data which are set out in Article 6 of the AVG:

We process your personal data because it is necessary to conclude and perform any agreement with you. This applies to:

• (potential) customers;
• parties from whom we purchase business and/or services;
• (potential) suppliers;
• Other clients or contractors;

We process your personal data if you have given us permission to do so;
We process your personal data if we are legally obliged to do so, for example in connection with tax returns;
We process your personal data if we have a legitimate interest to do so.

If you purchase a product or service from us, you must leave personal data with us in order for us to contact you about the product or service, conclude the agreement and everything that comes with it. Think, for example, of sending you the quotation, informing you about changes in services or products or providing instructions for products and invoicing.

When we purchase products or services, this is necessary to let you know what specifications or requirements a particular item or service should meet as far as we are concerned, to send you a request for a quotation or place an order with you, to pay your invoices and to communicate with you smoothly and efficiently about other aspects of the agreement. We may also obtain and record information from public sources, such as from the Chamber of Commerce register or contact details from public websites.

If you have given us your consent, we will retain and use the personal data you provide for the purpose of personally informing you about our existing and new products and services by e-mail in the future, and possibly making you an offer for these. Every time we send you an advertising mailing, you have the option to let us know that you no longer wish to receive it. Please see the unsubscribe link at the bottom of each mailing.

You are not obliged to provide us with your personal data. However, if you do not or not sufficiently provide us with personal data, it is possible that we will not be able to carry out the aforementioned activities and that any agreement cannot be concluded or executed.

3. What data do we collect and use?

If you use our services, we may collect and use the following personal data from you:

• First and last name
• Address details
• Telephone number
• E-mail address
• IP address (anonymised)
• Other personal data that you actively provide to us, for example by using our contact form on the website, in correspondence to us and over the phone;
• Information about your downloads from the website;
• Internet browser and device type
• Time stamps;
• We also collect and use company names. Company names are in most cases outside the scope of the AVG. This may be different if you have registered your company with your own name, e.g. Piet Jansen BV. In that case, we will also observe the protective provisions of the AVG with your company name.

4. Automated data decision-making

We do not make decisions based on automated processing on matters that could (significantly) affect individuals. For more information on this subject, see the website of the Personal Data Authority.

5. Cookies that we use

Cookies are small text files placed on the visitor’s computer by a website page. Such a cookie stores information such as certain preferences of the visitor. This enables us to provide the visitor with an even better service the next time he visits our website.

We use cookies to optimise the functionality of certain pages on our website. We also use analytical cookies, for instance to keep track of visitor statistics. This gives us better insight into the functioning of the website. The analytical cookies have little or no impact on your privacy.

The data are not given to third parties. Nor do these cookies contain personal data without unambiguous and explicit consent. The functional and analytical cookies therefore have no or minor impact on your privacy.

Our visitor behaviour on our website is measured using cookies from Google Analytics. This programme gives us insight into (anonymous) statistics, such as visitor numbers and specific click behaviour. We have anonymised the IP addresses, do not store user IDs that can identify you personally and do not use remarketing functionalities.

In the unlikely event that we do use other cookies, you will be notified as soon as you visit the website. You will then be given the opportunity to consent to these cookies via a pop-up. Only if you have given your consent will the cookies be placed.

You can set your browser to allow, disallow or partially allow the use of cookies. Cookies can be deleted from a computer at any time, also via the browser. Some cookies have an expiry date, which means the cookies are automatically deleted.

6. Do we share your data with third parties?

Your personal data will not be sold to third parties and will only be provided to third parties if this is necessary for the execution of a possible agreement with you or necessary in connection with a legal obligation.

As part of the performance of the agreement, we may in fact have to provide your personal data to parties that supply us with parts, materials and products or carry out work on our behalf. Furthermore, we use external server space to store (parts of) our sales and purchase administration, of which your personal data form a part. Your personal data are provided to our server space provider for this reason.

Finally, as we use a newsletter mailing service, your personal data will be passed on to the provider of this service.

We may have to share your data to third parties on the basis of a legal obligation, for example at the request of the Tax Office.

We will conclude a processing agreement with the third parties processing your personal data on our behalf to ensure that these third parties handle your personal data with the same level of security and confidentiality. We will remain responsible for such processing.

7. Security of your personal data

It is important to us that your personal data is secure and we therefore take appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorised modification. To ensure privacy and technical security, among other things, we have done the following:

• Your data is transmitted via a secure connection when you use an online form on our website;
• Your data are encrypted during transmission. This means that your data is unreadable should it end up in the wrong hands;
• Other security software, such as a virus scanner and firewall;
• Personal data recorded in physical form are kept in a proper lockable room so that third parties cannot access them.

8. Retention period personal data

If you have requested a quotation from us but have not become a customer, we will delete your data no later than 7 years after the last contact. Similarly, if we have received a quotation from you but have not become your customer, your personal data will be deleted no later than 7 years after our last contact.

If you did become a client of ours or we became a client of yours, we will retain your personal data for at least 7 years after the end of the financial year in which the agreement with you was fully executed.

The above periods correspond to the period during which we are obliged to keep our records for the Tax Authorities.

We store other personal data (IP address, internet browser and device type, timestamps) we process for a maximum of 2 years. Your data for marketing purposes will be kept for the same period until you withdraw your consent.

9. What are your rights?

You have a number of rights under the AVG:

• You have the right to ask us to view your own personal data;
• If warranted, you may also ask us to supplement your personal data or to amend inaccuracies;
• In addition, you have the right to ask us to delete your personal data or restrict the use of your personal data;
• You can also object to our collection and use of your data or lodge a complaint with the Personal Data Authority;
• Upon request, we will provide you with information on the balancing of interests that we have made in the context of the ‘processing based on a legitimate interest’ basis, to the extent applicable to you;
• Finally, you may request us to obtain your personal data or transfer them to another person.

To exercise your rights, please contact us using the contact details at the top of this statement.

10. Changes to this privacy statement

We reserve the right to make changes, additions or amendments to this privacy statement if we deem it necessary. The most up-to-date version can be viewed on our website at any time. The first version is from May 2018. This version was last supplemented in August 2021.

If you have any further questions or would like more information about the collection and use of your personal data, please feel free to contact us.