Privacy policy

Most recently amended: 20-07-18

Basic principles

  1. The terms that are used in this privacy statement and are defined in the General Data Protection Regulation (GDPR) have the meaning allocated to them in the GDPR.
  2. We only use personal data for the purposes defined in this privacy statement (grounds). This is lawful and transparent.
  3. We formulate our privacy statement in clear language and do not try to hide information. We are also clear about which data we process and how we do it. This is well-defined and clear.
  4. We only process the personal data we really need. This is data minimisation.
  5. We are happy to work with you to ensure that the data we process is always correct and up-to-date. This is the correctness of the data.
  6. We do not store the data any longer than is necessary to achieve the purposes for which your data is collected. This is the retention period.
  7. We never share personal data with other parties inside or outside the EU without good reason. We also ensure proper security of personal data by taking many technical and organisational measures. When we share your personal data with third parties, we explicitly state this. Kolen Group and the affiliated companies will only share your personal data with third parties with your permission, if this is necessary for the performance of the agreement or to comply with a legal obligation. We conclude a processing agreement with parties that process your data during our assignment to ensure the same level of security and confidentiality of your data. Kolen Group and the affiliated companies remains responsible for these processing operations. This is to ensure the integrity and security of the data.

Personal data processed by us

Below you will find an overview of the personal data, purposes, grounds and retention periods we process per category. We also indicate per category with whom your data is shared.

Customer data

Personal data and purposes:

  1. Name and address (first name, last name, address, postcode, place, country)
    To perform the agreement, invoicing, identification, maintain the customer relationship and perform direct marketing activities.
  2. Contact and additional personal data (email address, telephone number, gender)
    To communicate with each other, address you correctly, provide support, inform you about changes in products/services and perform direct marketing activities.
  3. Payment details (bank account number, VAT number)
    To process your payment and for the VAT transfer if your company is located outside The Netherlands.

Grounds (legal basis) for the processing:
Necessary for the performance of the agreement (click here for more information).
The performance of direct marketing activities (we send you offers of similar products or services or tips about the purchased products or services) falls under “justified interest” (click here for more information).

Retention period:
Within one month after ending of the warranty period as described in the agreement with you. We will retain your invoices for the statutory retention period.

Whom is your data shared with:
With us, our administration department and our legal advisor/partner (in case of receiving no payment).

Data of website visitors

Kolen Group and the affiliated companies uses cookies. A cookie is a small text file that is stored in the browser of your computer, tablet or smartphone during the first visit to this website. You can change your cookie preferences by following these instructions. In addition to cookies, this website contains one or more web forms in which personal data is processed.

Functional cookies

Personal data and purposes:
Kolen Group and the affiliated companies only uses cookies for functionality purposes. These cookies ensure that the website works properly and that, for example, your choices and preferences are remembered.

Grounds (legal basis) for the processing:
Justified interest (click here for more information).

Retention period:
1 year

With whom will your data be shared:
We are the only ones who receive this data.

Analysis cookies

Personal data and purposes:
When you visit this website we process your (anonymised*) IP address in our statistics to gain insight into the functioning of our website and to improve it. * = For this processing we anonymise your IP address before it is processed by Google Analytics statistics software. As a result, it is no longer personal data.

Grounds (legal basis) for the processing:
Justified interest (click here for more information).

Retention period:
We have set the maximum retention period of Google Analytics cookies at 26 months.

With whom will your data be shared:
With us and Google. We have set the Google Analytics cookies in a privacy-friendly manner in accordance with the 'Manual for the Privacy-Friendly Setting of Google Analytics' as provided by the Dutch Data Protection Authority. In regard to Google Analytics cookies, this means that Kolen Group and the affiliated companies (i) has concluded a processing agreement with Google, (ii) masks the last octet of your IP address, (iii) has disabled 'data sharing' so Google cannot process the personal data obtained for its own purposes (Google can only use it for technical support) and iv) does not use other Google services in conjunction with Google unless otherwise specified in the 'Marketing & tracking cookies' section. For more information, read Google's privacy policy, as well as the specific privacy policy of Google Analytics.

Marketing & tracking cookies

This website does not use marketing or tracking cookies. That is why this website does not include a cookie notification.

Web forms

Personal data and purposes:
For example, you can contact us via a web form. Each web form has one clear purpose and if a form includes an additional purpose (for example registering for the newsletter), we will ask for additional permission. By completing the form, you give us permission to process the requested personal data. We will mainly use name and address details, telephone number and an email address for this purpose.

Grounds (legal basis) for the processing:
Permission given by completing the form or checking a box to give permission for an additional purpose (click here for more information). You can withdraw your permission sending a notification via the relevant web form or by sending an email to info@kolen.nl.

Retention period:
We will retain the data until we are sure you are satisfied with our response. If the contact results in an order we will retain the data not later than one month after ending of the warranty period as described in the agreement with you We will retain your invoices for the statutory retention period.

With whom will your data be shared:
With us and with GraagGoedOnline.nl B.V., our online supplier. We have concluded a processing agreement with GraagGoedOnline.nl B.V. (click here for more information). 

Special and-or sensitive personal data processed by us

Our website and services do not intend to collect data about visitors who are younger than 16 years, unless they have permission from their parents or guardians. However, we cannot check whether or not a visitor is 16 years or older. We therefore encourage parents to be involved in the online activities of their children in order to prevent data about children being collected without parental consent. If you are convinced that we have collected personal data about a minor without such permission, please contact us via info@kolen.nl, and we will delete this information.

Automated decision-making

Kolen Group and the affiliated companies does not decide on matters that may have (significant) consequences for people on the basis of automated processing operations. These are decisions made by computer programs or systems without the intervention of a person (for example, an employee of Kolen Group and the affiliated companies).

Viewing, correcting or removing data

You have the right to view your personal data and to correct or remove it. You also have the right to withdraw your permission for the data processing or to object to the processing of your personal data by Kolen Group and the affiliated companies and you have the right to data portability. This means that you can submit a request to us to send the personal data we have about you in a computer file to another organisation specified by you.

You can send a request for inspection, correction, deletion, data transfer of your personal data or a notification of the withdrawal of your permission or objection to the processing of your personal data to info@kolen.nl. To ensure that the request for access has been submitted by you, we ask you to send a copy of your ID with the request. Mark your passport photo, MRZ (machine readable zone, the strip with numbers at the bottom of the passport), passport number and Citizen Service Number in black on this copy to protect your privacy.

We will respond to your request as soon as possible, but within four weeks. Kolen Group and the affiliated companies also wants to point out that you have the option to file a complaint with the national regulator, the Dutch Data Protection Authority. If you have a complaint about how we or our sub-processors treat your personal data, we ask you to discuss this with us first, so we can see if we can resolve or adjust this to your satisfaction. If we are unable to resolve it that way, you can always file a complaint with the regulator.

How we protect personal data

Kolen Group and the affiliated companies takes the protection of your data seriously and takes appropriate measures to prevent abuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you feel that, in spite of this, your data is not properly protected or if there are indications of abuse, please contact us via info@kolen.nl.

We, as well as our suppliers (processors) will endeavour to take the appropriate technical and organisational measures with regard to the security of personal data. We do not guarantee that the security is effective under all circumstances. We will make every effort to ensure that the security meets a level that is not unreasonable in view of the state of the art, the sensitivity of the personal data and the costs associated with the security.

Changes to this privacy statement

Kolen Group and the affiliated companies reserves the right to make changes to this privacy statement. Changes will be published on this website. Please check this privacy statement regularly so you are aware of any changes. The latest version is available in the "Most recently amended" section. If you continue to use our website after the last change, this means that you acknowledge the changes to this privacy statement, that you approve them and that you agree with the change(s).