FlexXpallet stores pallets for businesses. To do that, we need a limited amount of data. This privacy statement explains which data we process, why, on what legal basis, how long we keep it and what your rights are. We comply with the General Data Protection Regulation (GDPR). This is a translation: if the versions differ, the Dutch text prevails.
1. Who is responsible for your data?
FlexXpallet B.V. is the controller for the processing described in this statement. We have not appointed a data protection officer, as this is not required for us. You can contact us directly with any questions about your data.
| Company name | FlexXpallet B.V. |
|---|---|
| Legal form | Private limited company (B.V.) |
| Address | Staalsteden 25, 7547 TA Enschede, the Netherlands |
| Phone / WhatsApp | +31 6 43 60 94 90 |
| info@flexxpallet.nl | |
| Chamber of Commerce (KvK) | 42126510 |
| VAT number | NL869844611B01 |
2. Which personal data do we process?
Quote and contact requests
Name, company, email address, phone number, when you can be reached and what you tell us about your storage needs: number of pallets, period, type of goods and services required.
Customers and assignments
Details of a customer's contact persons, the agreements made, rates, shipments, orders and invoices.
Accepting a quote online
If you accept a quote through the link we send you, we record your name, your job title, the time, your IP address, your browser and the version of the terms and conditions you accepted. This allows us to show later that the agreement was concluded.
Inventory portal
Your username, an encrypted password, your company's shipments and stock, and a log of what happens in the portal (who did what and when).
Contact by phone, email or WhatsApp
Your number or email address and the content of your message.
Technical website data
For every visit, the server records technical data such as your IP address, the time and the page requested. We only use this for security and to resolve faults.
Visitor statistics
We measure anonymously how the website is used, with Vercel Web Analytics: which pages are viewed, which site or search engine visitors come from, which country, and what kind of device and browser they use. No cookies are placed for this and nothing is stored on your device. To count visits, Vercel creates a code from your request that expires after one day. Your IP address is not kept for this and the figures cannot be traced back to you.
We never ask for more than we need. We do not record special categories of personal data and we do not use profiling or automated decision-making.
You are not obliged to provide any data. Without your name and contact details, however, we cannot answer your request, and without the details from the agreement we cannot provide the storage.
3. Why do we process your data and on what legal basis?
| Purpose | Legal basis |
|---|---|
| Answering your request and preparing a tailored quote | Steps taken at your request prior to an agreement |
| Providing the storage, giving you access to the portal and invoicing | Performance of the agreement |
| Showing that you accepted a quote online | Legitimate interest: proof of the agreement |
| Keeping our accounts | Legal obligation (tax retention requirement) |
| Securing the website and portal and preventing misuse | Legitimate interest: secure service |
| Keeping track of how the website is used, so we can improve it | Legitimate interest: improving the site with anonymous figures |
4. Cookies and tracking
This website does not use tracking, analytics or advertising cookies, which is why you do not see a cookie banner. The visitor statistics (see section 2) work without cookies and without storing anything on your device. The inventory portal uses a functional cookie to keep you logged in; without it, logging in does not work. The website may remember a display preference in your browser, which is not sent to us.
5. Who do we share your data with?
Only with parties that help us provide the service, and only for that purpose. We never sell data.
| Party | Purpose |
|---|---|
| Vercel | Hosting the website, processing the forms and the anonymous visitor statistics |
| Just in Case Agency | Building and managing the website and portal, and the mail server that sends the forms |
| Hetzner | The server running the inventory portal, in the European Union |
| Microsoft | Our email (Microsoft 365) |
| WhatsApp (Meta) | Only if you contact us via WhatsApp yourself |
| Accountant and accounting software | Our accounts and the legal retention requirement |
We also share data where the law requires us to, for example with the Dutch Tax Administration.
6. Transfers outside the European Economic Area
Vercel, Microsoft and Meta are American companies, so data may be processed outside the EEA. This takes place under the EU-US Data Privacy Framework or the standard contractual clauses of the European Commission. The inventory portal stays within the European Union.
7. How long do we keep your data?
| Data | Retention period |
|---|---|
| Request without follow-up | Up to twelve months after the last contact |
| Customer data, agreements and invoices | Seven years, the statutory retention period |
| Proof of online acceptance | For as long as the agreement runs and seven years after that, together with the accounts |
| Portal account | For as long as you are a customer, after which we delete it |
| Technical website data | Briefly, only as long as needed for security and faults |
| Visitor statistics | The code used to count a visit expires after one day; the figures themselves are anonymous |
8. How do we protect your data?
The website and portal only work over a secure connection (https). We store passwords encrypted and access to customer data is limited to the people who work with it. If you notice something wrong, please report it straight away to info@flexxpallet.nl.
9. Your rights
You may ask which data we hold about you, have it corrected or deleted, restrict its processing, object to it and request your data in a readable file. Send a message to info@flexxpallet.nl. We may ask you to show that the data is yours. You will hear from us within one month, usually much sooner.
10. Making a complaint
If we cannot resolve it together, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via autoriteitpersoonsgegevens.nl, or with the supervisory authority in the country where you live or work.
11. Changes
If the way we handle data changes, we will update this statement and show the new version and date at the top.