Privacy Statement Eco Urn Shop

Eco Urn Shop processes personal data and we want to inform you about this clearly and transparently. Below we answer the most important questions about how Eco Urn Shop handles personal data in its administration and systems.

What is personal data?

Under the law, personal data is any information relating to an identified or identifiable natural person (the data subject). This includes combinations such as name and date of birth, contact details, and passport photos. The law also recognizes special categories of personal data — information that is particularly sensitive and requires extra protection, such as your citizen service number (BSN), health or medical data. Information that cannot be directly linked to your real identity, such as favorite websites or the number of visitors to a website, is not considered personal data.

Why do we need personal data?

Eco Urn Shop needs personal data to carry out its work properly — including fulfilling its obligations as a good employer, executing assignments and agreements, and delivering services, products, and information. We use this data for, among other things:

• Administering personnel, such as employees, agency workers, and job applicants
• Administering customers, clients, suppliers, and relations
• Carrying out purchasing, sales, and marketing activities
• Promotional purposes, including visual materials
• Communication with all parties involved
• Research into the quality of our services
• Internal management of the organization
• Executing assignments, services, goods transactions, and delivering products, including import, export, storage, and transport of goods
• Processing invoices to and collecting payments from debtors
• Processing invoices from and making payments to creditors, such as suppliers
• Filing declarations and payments to government authorities, such as customs for import and export duties
• Managing payroll and expenses administration
• Bookkeeping and having audits carried out
• Handling inquiries, disputes, and complaints
• Complying with legal obligations

What personal data do we collect?

Eco Urn Shop collects various data from natural persons — specifically from employees, agency workers, job applicants, customers, clients, relations, and suppliers.

The processing of personal data by Eco Urn Shop is based on the (intention to enter into a) contract, such as employment, or the delivery of a product or service. In some cases we may ask for your explicit consent for a specific purpose. If you grant consent, you can easily withdraw it by notifying us.

Our privacy statement sets out how Eco Urn Shop handles personal data, what it is used for, and how we protect it.

Registration of personal data

Eco Urn Shop records all personal data necessary to carry out its duties as an employer and client. It records only the personal data of job applicants that is necessary for decision-making. It records only the personal data of customers, senders, recipients, and suppliers that is necessary for carrying out its work. Customer data is registered through:

• Direct registration with Eco Urn Shop
• The placing of orders for importing, exporting, transporting, and storing goods or parcels
• Receiving data from companies that send goods transported, stored, and delivered via Eco Urn Shop

In the context of goods transactions, Eco Urn Shop records customer data that may include name and address details (sender, recipient), collection and delivery addresses, contact details, order information, description of goods, number of items, weight and value (of the item or shipment), and signature.

In the context of legal requirements — such as when sending air freight — Eco Urn Shop is obliged to verify a person’s identity and record the identification number (not the BSN) of the relevant type of ID, such as a passport, identity card, or driving licence.

Financial data

To carry out the financial administration, we record all data needed to execute, report on, and account for financial transactions. This includes bank details, personal data, account details, and data relating to the financial transaction.

How do we use and protect personal data?

Eco Urn Shop may link personal data to unique codes — such as an employee number, administration number, contract number, parcel number, or goods number — to enable communication.

All other personal data

We do not process more personal data than is necessary for our work. We never publish personal data without consent. We always ask for explicit consent before using visual materials for promotional and marketing purposes.

Online media

Eco Urn Shop uses email newsletters and/or email messages and/or social media to share relevant information. All parties involved receive this newsletter/message at the (email) address provided at registration. An opt-out option is available.

Cookies are used on www.ecournshop.nl for the functioning of the website and to measure visitor traffic (analytics). A notice with more information is available on the website.

Confidentiality

Everyone with access to personal data handles it with care and is bound by a duty of confidentiality.

Access to data

Only individuals who genuinely need access to personal data for the performance of their role or duties may view and process it, to the extent necessary.

Retention periods

We retain personal data at least in accordance with statutory retention periods. For historical records and research purposes, certain personal data may be retained beyond the statutory periods. Other personal data is destroyed after the statutory retention period, or stored in a way that it can no longer be traced back to an individual.

Security

We take all necessary organizational and technical security measures to prevent misuse of and unauthorized access to personal data.

Sharing data with other organizations

Eco Urn Shop uses collected personal data for its own business operations. This may require sharing personal data with organizations that perform work on our behalf or with whom we collaborate, such as (customs) agents and carriers.

Any third party performing work for us must have signed a data processing agreement specifying the purpose for which they receive and may process the data, and how they must handle it.

For IT service providers and platforms — for example in the use of email and social media — their privacy statement serves as the data processing agreement.

Certain shipment data is provided to the authorities of the country of dispatch, transit, or destination for the settlement of customs and tax duties or for security checks, as required by the legislation of the relevant country. The information provided typically includes: name and address details (sender, recipient), collection and delivery addresses, contact details, order information, description of goods, number of items, weight and value (of the item or shipment), and signature. Such data is also commonly shared with all parties involved in the transport via a bill of lading, such as carriers, shipping companies, airlines, and the like.

Furthermore, government authorities or bodies with a statutory duty may request information from us that we are legally obliged to share.

Is your data transferred outside the EU?

Eco Urn Shop’s default policy is to process personal data relating to employment only within the EU. Since the privacy regulation applies within the EU, an adequate level of protection can in principle always be ensured.

IT service providers and platforms — for example those used for email and social media — are often based outside the EU. For services they offer within the EU, we apply their privacy statement. The same applies to all parties and authorities involved in cross-border goods transactions.

For goods transactions outside the EU, personal data is provided to all parties involved in the transport (dispatch and receipt) of the goods.

What are your rights?

Every data subject (every natural person whose personal data is processed) has the right to access, rectification, supplementation, deletion, restriction, portability, and the right to object to the processing of their personal data.

Requests for access

Requests for access can be submitted to Eco Urn Shop by email or in writing. Upon such a request, the applicant will receive a complete overview of the data processed, the source of the data, the recipients of the data, and the purposes of the processing.

The following data will not be provided by Eco Urn Shop:

• Personal work notes and memos for internal use
• Personal data of third parties
• Personal data used in the context of the prevention, detection, and prosecution of criminal offences, and other cases listed in the exceptions under Article 23 of the GDPR

Before a request for access is processed, the data subject must first identify themselves — for example by visiting in person and presenting an original identity card or passport. If the data subject is under 16 or lacks legal capacity, the request must be submitted by their legal representative. Access requests are answered within four weeks.

The right to rectification

If the personal data we process about you is incorrect, you have the right to have it corrected.

The right to erasure (right to be forgotten)

If we no longer need your personal data for the purpose for which it was obtained, you have the right to ask us to delete it. There are some exceptions, such as our obligation to retain certain data for the (fiscal) tax authority and customs, other legal provisions, insurance matters, and (international) trade and transport assignments and agreements.

In the latter context, goods transactions such as shipments may take place worldwide and involve a range of parties such as carriers. The personal data involved follows the goods — Eco Urn Shop cannot (arrange to) have this data deleted.

Right to object

In connection with specific personal circumstances, a data subject may, in cases provided for by law, object to the processing of certain data. The request must be submitted by email or in writing, with reasons given, to Eco Urn Shop. We will decide within four weeks of receiving the request whether the objection is justified. If it is, we will immediately cease the processing. Eco Urn Shop is not obliged to comply with an objection if it is legally required to provide the data.

The right to data portability

Upon your request, we must transfer all personal data we hold about you to you or another organization of your choice. You may only exercise this right if the data is processed on the basis of consent or a contract.

The right to lodge a complaint

If we process data on the basis of legitimate interest or public interest, you may object, following which a balancing of interests will take place. In the case of direct marketing, you always have the right to object.

Viewing and amending your personal data

Would you like to view or amend the personal data that Eco Urn Shop holds about you? Please contact us at info@ecournshop.nl. In our email reply we will provide further guidance.

Personal data and digital media

When conducting transactions via the website, users give consent for their personal data to be recorded. If someone fills in a contact form on the website, or sends us a letter, email, or other digital message, the data is retained for as long as necessary to fully respond to and handle the enquiry. Personal data submitted to us via the website or in writing/by email is processed in accordance with our Privacy Statement.

Data breaches

In the event of a (suspected) data breach, this will be reported to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) in accordance with the data breach protocol, and the data subject will be informed of what has happened to their personal data.

Dutch Data Protection Authority

We are of course happy to help if you have complaints about the processing of your personal data. If we are nevertheless unable to resolve the matter together, you also have the right under privacy legislation to lodge a complaint with the privacy supervisory authority: the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Applicability of this privacy statement

This privacy statement applies to individuals who are employees, agency workers, job applicants, customers, clients, relations, suppliers, debtors, creditors, or data subjects of Eco Urn Shop.

The Eco Urn Shop website may contain links to other organizations. These organizations are not covered by this privacy statement and manage their own personal data handling.

Changes to this privacy statement

Eco Urn Shop may make changes to this privacy statement. We recommend checking it regularly to stay informed of any updates.