PentaTrading

Privacy policy

For us at Penta Trading BV, the privacy and the protection of the privacy of everyone whose personal data we process is very important. The purpose of this privacy policy is to inform you as a (potential) customer, supplier and visitor of this website about how we take care of your personal data and what we do with your data.

1 Who is the controller for processing your data?

Penta Trading BV, registered with the Chamber of Commerce with number 20122663, with registered office at Brouwhuisplein 1 A1 - 4811 DP Breda (Netherlands) is responsible for the processing that it performs on the data of its customers, prospects, suppliers, website visitors, etc. Hereinafter Penta Trading is referred to as the ‘controller’ or ‘Penta Trading’.

A data protection officer has been appointed within the group of enterprises to which the data controller belongs, who supervises the protection of your personal data You can contact this person via privacy@arvesta.eu.

2 What data do we collect from you as a customer or prospect?

What personal data?

We may process the following data: (company) name, address, VAT number, email address, and purchase data (products purchased, price, quantities, time of purchase). For the proper execution of our deliveries, we may collect data relating to the opening times of your unloading point. We may process the name, telephone number, and email address of company contact persons.

The source of the data is as follows:

From yourself, through (sales) conversations, (order) forms, contracts, through your website, etc.;

Via publicly available data (such as data from the Trade Register, the National Bank, Graydon, etc.;

Through other companies of the group to which Penta Trading belongs. A list of these companies can be found at www.arvesta.eu. If you are already a customer of one or more of the Arvesta companies and they believe that our products or services might be of interest to you since they are related to the products/services you already buy from them, they may pass on your data to us so that we can contact you, e.g. by telephone.

What are the purposes for which we process this data?

We use your customer data primarily for the purpose of optimising our business relationship and to ensure that the commitments entered into are fulfilled properly. In concrete terms, this means that we use them for purposes such as maintaining a customer and prospect administration, drawing up sales contracts, informing you about our prices, preparing and sending invoices and corresponding with you concerning the same, processing orders, scheduling and executing transport, delivering products and communicating about them, and managing debtor management (following up outstanding invoices, sending reminders, etc.). These processing activities are required for the fulfilment of our agreement with you. We maintain records and manage accounts receivable based on our legitimate interests.

We also process your data to analyse which products you have purchased as well as the products/services you may be interested in, in order to customise our range as well as our communications with you. We also carry out (statistical) analyses to improve our operations, services, and products. We do this on the basis of our legitimate interest.

We may also process your data to inform you by post about our products, services, news about our company, etc. We may also keep you informed of these things by email with your prior consent. You may object at any time to receiving such commercial mail and email communications; you can find out how to do this in Section 7.

Based on our legitimate interest, we may use your data for prospecting purposes and to contact you about our products and/or services that we believe may be of interest to you, for example because they are complementary to products which you have already purchased from us or from one of the Arvesta group companies. A list of these companies can be found at www.arvesta.eu. You have the right at all times to object to the transfer of your data and its use by us. You can find out how to do this in Section 7.

Finally, we also process your data to fulfil our legal obligations arising under tax and accounting legislation (e.g. retention of invoices, etc.), and food safety legislation.

We do not retain the data for longer than is necessary for the realisation of the above purposes. Your data will be deleted as soon as the need for the same no longer exists.

3 What data do we collect from you as a supplier of products or services?

What personal data?

We may process the following data: (company) name, address, VAT number, email address, bank account number, and information about the products or services purchased by us from you (type of products, number of products, etc.). We may process the name, telephone number, and email address of company contact persons. In the context of the transportation and loading of goods that we carry out, we may process the opening hours of your loading location.

The source of the data is as follows:

From yourself, through (sales) conversations, (order) forms, contracts, through your website, etc.;

Via publicly available data (such as data from the Trade Register, the National Bank, Graydon, etc.;

What are the purposes for which we process this data?

We use your data primarily for the purpose of optimising our business relationship and to ensure that the commitments entered into are fulfilled properly. In concrete terms, we use your data for, among other things, maintaining a supplier administration, drawing up purchasing contracts, placing orders, planning transport (loading of ordered products) and communicating about the same, processing and paying incoming invoices and communicating about the same. We carry out this processing because it is necessary in order to fulfil our agreement with you. We maintain records on the basis of our legitimate interest.

Secondly, we may also process your data in order to comply with our legal obligations arising under, among other things, tax, accounting and food safety legislation.

We do not retain the data for longer than is necessary for the realisation of the above purposes. Your data will be deleted immediately as soon as the need for the same no longer exists.

4 What data do we collect via our website?

This section explains which personal data we may process about you via the website, for what purpose we do so, as well as the legal grounds for the same. In addition, we also state how long we store this data.

Contact form

You can contact us via our website using the online contact form. If you do so, we will collect details of your first name, surname, e-mail address and the question you have asked or any other comment. We have a legitimate interest in collecting the information you provide, in order to respond to your message. We will not store this data for any longer than necessary to answer your questions or provide you with the requested information.

Newsletters

You can register to receive e-mails with information about our products, our events, tips, advice, etc. through the website. To subscribe your name to the newsletter, we collect your e-mail address and the language in which you want to receive the newsletters. Newsletters are only sent after obtaining your consent. In case you are already known by us, for example because you are a customer, we can use the information regarding your type of company and the activities of your company in order to make the newsletters more relevant to you.

In the context of the newsletters that we send to you, we collect the following information: date of receipt of newsletter, date of newsletter opening, information about the delivery of the newsletter (successful or unsuccessful). We use the information about your click behavior in our newsletters to analyze the general effectiveness and reach of our newsletters, based on our legitimate interest.

You can notify us at any time that you no longer wish to receive such newsletters. The procedure for the same shall be found under section 7.

Events

We regularly organise events, and you can register for the same via the website. By default, we collect your first name, surname and your e-mail address for such registration. We use this information to process your registration for the event, to confirm your registration, to inform you about the event and, if necessary, to answer any questions you may have. Your data will be deleted as soon as it is no longer required for the above purposes.

5 Do we transfer your data to third parties?

Under no circumstances do we sell your data to third parties. However, we may share your data with third parties, in order to provide our services, and in connection with the aforementioned processing purposes:

Service providers who process your personal data on our behalf and on our instructions (such as data centres, IT service providers, administrative service providers, printers, mailing agencies, website builders, etc.). We have concluded agreements with these parties so that the protection of your data is guaranteed;

The companies of the Arvesta group, to which we also belong. You can read which companies are part of Arvesta at https://arvesta.eu. Such transfer serves to centralise the customer and supplier administration and for prospecting purposes. With regard to the latter, these companies may use your data for prospecting purposes and to contact you about their products and/or services in respect of which they and/or we believe you may be interested, e.g. because they are complementary to products/services you already purchase from us. They may contact you about this. You have the right at all times to oppose this transfer of your data and its use by one or more of our group companies. You can read how to do this under section 7;

Government and government agencies: to comply with our legal obligations. Only the data that are legally required to be communicated are shared.

Furthermore, in exceptional circumstances, disputes and other incidents can also lead to your personal data being shared with the police and other judicial bodies. Law firms, debt collection agencies, bailiffs, insurance companies or banks, among others, will also be able to gain access to some of your personal data when it is necessary for them to assist us in handling a file, or to execute projects, etc.

Finally, in the context of a merger, acquisition, (partial) demerger or any other corporate transaction, we may also share and transfer your data with the third party (e.g. acquirer, absorbing company,...) involved in this corporate transaction. Also in a possible preliminary phase, we may share your data with the third party involved and/or their advisors as part of an investigation with regard to the (execution) of such transaction. In such case, we always ensure that we only transfer the data that is relevant and necessary for the investigation. We do this on the basis of the justified interest that the third party can use the obtained data to continue the business activities and the general operation of the company. Furthermore, the latter also makes it possible to continue current agreements with customers, suppliers, etc.

6 How do we secure your personal data?

We will take all the necessary steps to ensure protection of your personal data, physically, electronically as well as at the organisational level.

For example, we store the personal data provided by you in databases, information systems and servers that are only accessible to authorised personnel or contractors who have to access these data in order to process it for us. In addition, our personnel are informed about this privacy policy and about all the applicable internal guidelines that have been issued for the protection of your personal data. They are also obliged to respect the confidentiality of your personal data.

7 How can you contact us to exercise your rights?

You have the right to demand inspection of your personal data free of charge at any time. You also have the right to delete or rectify incorrect, invalid, outdated or incomplete personal data. You also have the right, in certain cases, to request us to cease the use of your personal data for a specific type of processing.

Finally, you have the right to object to any particular processing of your personal data.

If you no longer wish to receive commercial e-mails or mail addressed personally to you, including newsletters, product information, news about the data controller, etc., you can easily unsubscribe from our mailing list. If you no longer wish to receive e-mails, you can unsubscribe via the unsubscribe link at the bottom of the e-mails. You may also contact us for unsubscribing from e-mails as well as personally addressed mail by using the e-mail address below.

Please send your request by e-mail to privacy@arvesta.euor by post to the address mentioned under heading 1.

Such request must contain the following: full name, address, e-mail address and a clear description of your request. Additional information may be requested in order to better understand the subject of your request or to confirm your identity in case of reasonable doubt.

If, in your opinion, we have not handled your request appropriately, please contact us according to the above information. If this does not produce the desired result, you have the right to file a complaint with the supervisory authority in the country in which you are residing. For Belgian customers, this is the Gegevensbeschermingsautoriteit. For Dutch customers, this is the Autoriteit Persoonsgegevens. In France, this is La Commission Nationale de l’Informatique et des Libertés (CNIL).

8 Changes to this Policy

If we make any changes to this privacy policy, the amended policy will be published here with the date of revision stated at the top. If we make any significant changes to this Privacy Policy that change our privacy practices in a substantial way, we may also inform you of this in a different manner, e.g. by sending you an e-mail or publishing a statement on our website before the changes come into effect.