Welcome to our Privacy Policy

Privacy Policy

Privacy Statement Vianen Flowerexport B.V.

Vianen Flowerexport B.V. considers it important to handle personal data properly. We are aware of privacy legislation. In this privacy statement, we explain how we handle your personal data. This privacy statement applies to visitors of our website, users of our app, and all our customers and business relations. It does not apply to applicants, employees, or temporary workers.

Our Contact Information

Vianen Flowerexport B.V. is designated as the data controller, as referred to in the General Data Protection Regulation (GDPR), for processing your personal data. You can contact us via the following details:

What personal data do we process?

We ensure that flower traders in more than forty countries have access to fresh flowers, dried flowers, decorations, and florist supplies almost daily. We deliver the products using our (own) trucks, but airplanes and trains are also used when necessary. As the right-hand partner of flower traders, we think along with them. We provide advice and share trends. In this context, we make use of a website and webshop. To ensure that our services run smoothly, it is necessary for us to collect and store personal data. The following categories of personal data are processed:

1. Details such as first and last names of (contacts from) our customers and business relations
2. Company names if derived from the name of a natural person
3. Contact details such as home address, phone numbers, and email addresses
4. Gender and job titles
5. Content of correspondence
6. Chamber of Commerce numbers for sole proprietorships or partnerships
7. Credit information
8. Payment details and history
9. Usernames and passwords
10. Images captured by cameras located around and inside our premises
11. Other personal data actively provided to us

Sometimes, one or more of these data are necessary for entering into or executing an agreement with us. In such cases, it is essential that you provide us with this personal data. If you do not do so, we may not be able to guarantee the proper execution of the agreement. If the processing of specific personal data is legally required, we will inform you about this, including the potential consequences if you choose not to provide this data.

For what purposes do we process your personal data?

We collect and process personal data for various purposes. We use the personal data we have received from you, but we may also obtain personal data from other sources. For example, if we use public sources such as the Land Registry, the Trade Register, or choose to engage a business information agency. We process personal data for the following purposes:

1. General customer contact
   We use the data for (i) providing the information you requested, (ii) communicating with you regarding the execution of the agreement we have entered into, (iii) handling questions and/or complaints, and (iv) sending invitations or informing you about special events organized by us.
2. Execution of the agreement
   To execute agreements that have been or will be concluded with us. This is not only for the provision of services and/or products but also to deliver our services and/or products, give advice about our services and products, and share trends with you. You can log in to our website and/or use our webshop, which is also available through an app.
3. Direct marketing
   We may use your personal data to send market offers, newsletters, information surveys via email, text messages, phone calls, and/or post.
4. Accounts receivable management
   We process personal data for (i) sending invoices, reminders, and dunning notices to collect receivables; (ii) conducting phone calls to remind you of an outstanding debt; and (iii) coordinating or initiating legal collection procedures when necessary.
5. Risk assessments
   We may assess creditworthiness in certain cases.
6. Fraud prevention
   We use personal data to investigate, prevent, and combat fraud.
7. Legal obligation
   To provide information about you to third parties if we are required to do so by law or regulations.
8. Business security
   CCTV footage is recorded inside and outside our premises. This is to secure our property.
9. Client satisfaction surveys
   In some cases, we may ask you to participate in a client satisfaction survey. Participation is entirely voluntary. If you participate, we process the information you provide.
10. Defense against legal claims
    We may process your personal data to defend ourselves against potential legal claims.
11. Business development and continuity
    We strive to run a healthy and profitable business. In this context, it may be necessary to process personal data of clients or third parties.

On what basis do we process your personal data?

We process your personal data when we are legally required to do so and when the processing is necessary for the performance of the agreement concluded with you in order to provide our services and deliver products. It may also occur that we process your personal data to pursue a legitimate interest. A legitimate interest is generally legal, financial, or business-related. We have a legitimate interest to process your personal data in the following situations:

1. To defend ourselves in legal claims;
2. For general customer contact, to answer questions and handle complaints;
3. When performing risk analyses to determine your creditworthiness as a flower trader;
4. To conduct our business activities;
5. To notify you, as a flower trader, about events;
6. To secure our business assets;
7. For the prevention and/or detection of fraud.

If you have given consent for processing your personal data, you have the right to withdraw your consent at any time. This withdrawal does not affect the lawfulness of processing based on the consent before the withdrawal.

Sharing of Personal Data with Third Parties

In certain cases, we may share your personal data with third parties. The transfer of personal data to third parties will only occur for the purposes and legal grounds outlined in this privacy statement. We may provide your personal data to the following categories of third parties in the following cases:

1. For the performance of the agreement or to protect our legitimate interests: For example, we use various advisors, have insurance, work with third parties for payment processing, and may provide personal data to third parties to assist us in collecting a claim or defending against legal claims. We may also use suppliers, translation agencies, and postal or transportation companies or other transport organizations.
2. Creditworthiness check: We may provide your personal data to an agency or authority for assessing the creditworthiness of your organization.
3. IT service providers: Our IT suppliers may have access to your personal data when they assist us in maintaining our systems.
4. External data storage and application hosting: Parties responsible for our external data storage and managing/hosting other applications, such as the platform you use to purchase our products.
5. Data destruction: To carefully destroy your personal data, we may engage a data destruction company.

In other cases, we will only share your personal data with third parties after obtaining your prior consent, if necessary to protect our interests or if we are legally required to do so.

When we provide your personal data to a third party, that third party is responsible for complying with privacy regulations. If a third party processes your personal data on our behalf as a processor, we will enter into a data processing agreement with them, ensuring compliance with the legal requirements.

We do not transfer your personal data to third countries or international organizations.

Security of Personal Data

We take appropriate security measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized changes to your personal data. For example, we ensure that only necessary personnel have access to your personal data, restrict access to personal data, secure our website using information security techniques, and regularly review our security measures. If you believe that your personal data is not adequately secured or there are indications of misuse, please contact us at info@vianenflowers.com.

Retention Period

We do not keep personal data longer than necessary to achieve the purposes outlined in this privacy statement or to comply with legal obligations.

For most personal data, we retain it only for the duration necessary to execute the agreement and handle any disputes arising from the agreement. However, certain personal data must be kept longer due to legal requirements. For example, by law, we must keep our financial records, which may contain your personal data, for seven years. The footage from our security cameras is kept for one month.

Additionally, we will retain your personal data for direct marketing purposes until you withdraw your consent or object to this processing.

Your Rights

If we process your personal data, you have several rights, including:

1. Right to information
2. Right to access, correct, or delete your personal data
3. Right to rectification
4. Right to erasure of certain data (the right to delete data)
5. Right to restrict processing
6. Right to object to processing
7. Right to data portability (the right to request personal data in a structured, commonly used, and machine-readable format, and/or transfer it to another organization)
8. Right to human intervention in automated decision-making (the right not to be subject to automated decision-making)

If you wish to exercise any of your rights, you can submit a request via info@vianenflowers.com. To prevent misuse, we may ask you to verify your identity before processing your request. We will respond to your request as soon as possible, but within one month at the latest. If you have a complaint about the processing of your personal data, we are happy to assist you. However, if you are not satisfied, you have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). You can file your complaint here.

Automated Decision-Making

There is no automated decision-making involved.

Changes to the Privacy Policy

This privacy statement was last updated on August 2, 2024. We reserve the right to amend or change this privacy statement unilaterally. We recommend that you consult this privacy statement regularly to stay informed. If there are significant changes to this privacy statement, a clear notification will be provided on our website.