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Data protection policy

DATA PROTECTION POLICY – BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV

BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV attaches great importance to the appropriate protection of all data it processes, and in particular, to personal data. With this policy, BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV aims to define at a strategic level how it protects data, what responsibilities are assigned in this regard, and what priorities have been set concerning data protection.

In particular, BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV seeks to protect the data of its customers, employees, and all other personal data it receives against the following:

  • Loss: data is no longer available
  • Leaks: data ends up in the wrong hands
  • Errors: data is incorrect, outdated, or incomplete
  • Inaccessibility: data is unavailable when needed
  • Unauthorized access: data is viewed by individuals without proper authorization
  • Lack of traceability: it is unclear who accessed, altered, or deleted the data
  • Non-compliant processing: data is processed in ways that are not in line with applicable legislation, guidelines, and standards

The management of BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV calls upon everyone involved in the electronic or physical processing of entrusted personal data to share a common vision and commitment to providing high-quality services and ensuring compliant data processing.

This policy serves as a standard for the processing of personal data of customers, suppliers, stakeholders, and employees of BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV. It acts as a guideline for all processing activities and provides a benchmark for auditing and monitoring. BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV offers all interested parties, employees, and relevant external parties insight into how personal data is managed and protected.

This policy also applies to anyone within BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV whose role involves the processing of personal data. It is used to design procedures and guidelines for employees and external partners, such as IT service providers. Relevant parts of this policy are also included in agreements with staff, customers, suppliers, or other stakeholders.

Below we outline which personal data we process, the legal bases for processing, the purposes for which data is used, and the security measures we take to protect personal data.

WHAT ARE PERSONAL DATA?

The General Data Protection Regulation (GDPR) defines personal data and personal data processing in Article 4 of Regulation (EU) 2016/679.

Under this Regulation, personal data are defined as:

Any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, national registry number, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Throughout this policy, the term “personal data” refers to the definition above.

WHICH PERSONAL DATA DO WE PROCESS?

BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV collects and processes personal data of customers, suppliers, and other stakeholders. This includes, among others:

  • Name
  • Address
  • Phone and mobile number
  • Email address
  • Bank account number

PURPOSE AND LEGAL BASIS FOR PROCESSING

All personal data processed by BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV are collected for specific purposes and have a corresponding legal basis.

For example, customer data are processed for customer and order management purposes (e.g. customer administration, order/delivery tracking, invoicing), with the legal basis being the performance of a contract. The same applies to data from suppliers and other stakeholders.

We do not collect personal data without purpose. All data processed by BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV is based on a legitimate interest, legal obligation, or contractual necessity.

Data are only processed for their intended purposes, and processing is limited to what is strictly necessary. Personal data are not shared with third parties unless required for these specific purposes.

RETENTION PERIOD

Personal data of customers, suppliers, and other stakeholders are stored and processed for the duration necessary to fulfill legal obligations and the intended processing purposes.

In principle, these personal data will be deleted from our systems 10 years after the last order or contract.

In all cases, personal data are retained in accordance with specific legal provisions and applicable limitation periods that may require longer retention.

RIGHTS OF DATA SUBJECTS

As a data subject, you have the following rights:

  • Right of access and inspection: You have the right to access your personal data and the ways in which it is used.
  • Right to rectification, erasure, and restriction: You may request correction, supplementation, deletion, or restriction of your personal data.
  • Right to object: You may object to the processing of your data on serious and legitimate grounds, considering the necessity of processing as mentioned above.
  • Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit those data to another controller.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw your consent at any time.
  • Automated decision-making and profiling: This does not apply. BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV does not engage in profiling or automated decision-making.

You may exercise your rights by sending an email to: info@trappistwestmalle.be. Your request will be examined and responded to within one month of receipt.

QUESTIONS OR COMPLAINTS?

BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV, as the data controller, complies with the Belgian privacy legislation and the provisions of the GDPR.

If you have any questions or complaints, you are advised to first contact us via info@trappistwestmalle.be. If your complaint is not handled adequately, you have the right to lodge a complaint with the Belgian Data Protection Authority (DPA). More information is available at:
https://www.gegevensbeschermingsautoriteit.be/citizen/actions/lodge-a-complaint

This does not affect your right to seek recourse through the civil courts. Should you suffer damage as a result of the processing of your personal data, you may be entitled to compensation.

DATA SHARING WITH THIRD PARTIES

Certain personal data processed by BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV may be shared with third parties if required for the intended purposes. We enter into data processing agreements with these third parties and take all necessary measures to ensure that your data is adequately protected.

Your personal data will not be sold, rented, or made available to third parties for commercial purposes, unless explicitly agreed upon or required as described above. Cross-border data transfers are strictly prohibited.

In rare circumstances, personal data may be disclosed pursuant to a court order or to comply with other mandatory legal requirements.

SECURITY AND CONFIDENTIALITY

BROUWERIJ DER TRAPPISTEN VAN WESTMALLE BV has implemented appropriate technical and organizational security measures to prevent the destruction, loss, alteration, unauthorized access, or accidental disclosure of personal data, as well as any other unauthorized processing.

These measures include:

  • Technical: antivirus software, firewalls, password protection, secured data access.
  • Organizational: access granted only to authorized personnel, incident management procedures, data protection policies and training, confidentiality clauses.