ARTIKEL 1 - Privacy policy

VACAL BV, with its registered office at Poezelhoek 15, 8560 Gullegem, and company number 0457.052.221,

Hereinafter referred to as: “VACAL BV”,

Explains the following:

VACAL BV processes personal data in the performance of the assignment entrusted to it by the customer, as well as in the event of contact via the contact form and/or a visit to the website (www.vacal.be). It does so as the controller or as the processor, depending on the specific circumstances.

VACAL BV is the controller insofar as the processing of personal data takes place for its own purposes and VACAL BV itself determines the means for this. Insofar as personal data of data subjects is processed on behalf of the customer, VACAL BV acts as a processor.

VACAL BV recognizes the importance of secure processing of personal data. In this regard, both VACAL BV and the customer acknowledge that all processing will be carried out in accordance with the applicable national regulations, including the Act of July 30, 2018, on the protection of natural persons with regard to the processing of personal data, as well as Regulation (EU) 2016/679 (hereinafter: GDPR) in force since May 25, 2018, and to comply with them. In the event of substantive changes to the law, VACAL BV undertakes to amend its privacy policy accordingly.

The privacy policy and any changes thereto can be consulted at any time on the website of VACAL BV.​ www.info.be.

ARTIKEL 2 - Définitions

Pour une bonne compréhension de la présente politique de confidentialité, les termes suivants ont la signification suivante :

RGPD : Règlement n° 2016/679 du Parlement européen et du Conseil du 27 avril 2016 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, et abrogeant la directive 95/46/CE, également appelé Règlement général sur la protection des données ou RGPD ;

Données à caractère personnel : toute information concernant une personne physique identifiée ou identifiable, telle qu'un nom, une adresse électronique, des données de localisation, un identifiant en ligne ou un ou plusieurs éléments propres à son identité physique, physiologique, génétique, psychique, économique, culturelle ou sociale ;

Personne concernée : la personne physique identifiée ou identifiable ; consentement de la personne concernée : toute manifestation de volonté libre, spécifique, éclairée et univoque par laquelle la personne concernée accepte, par une déclaration ou par un acte positif sans ambiguïté, le traitement de données à caractère personnel la concernant ;

Sous-traitant : une personne physique ou morale, une autorité publique, un service ou un autre organisme qui traite des données à caractère personnel pour le compte du responsable du traitement ;

Processing: any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction; ​

Controller: a natural or legal person, public authority, agency, or other body that, alone or jointly with others, determines the purposes and means of the processing of personal data;

Data breach: any breach of security that accidentally or unlawfully leads to the destruction, loss, alteration, or unauthorized disclosure of or access to data transmitted, stored, or otherwise processed.

ARTIKEL 3 - Scope of privacy policy

1. Contractual relationships

The current privacy policy applies to the contractual relationship between VACAL BV and the customer or data subject and remains in force for the entire duration of the assignment. Deviations from the privacy policy are only permissible in the event of a contractual relationship between the customer or data subject and VACAL BV if prompted by legal requirements or after explicit or implicit consent from both parties. Significant changes will be explicitly communicated on the website. ​

By consulting the website of VACAL BV (www.vacal.be) and/or by using the contact form, the data subject acknowledges having taken note of the privacy policy and agrees that VACAL BV may use the personal data collected, taking into account the scope of the request for which the data was provided (Art. 6.1.a and 6.1.b GDPR).

VACAL BV does not guarantee the completeness, accuracy, or timeliness of the information contained on the website, nor of the content of third-party websites to which it refers.

2. The processing of personal data

VACAL BV guarantees that personal data will be collected and processed in a transparent manner and only for specific, explicitly described, and justified purposes. All processing will be limited to what is necessary for the purposes for which the processing takes place. VACAL BV ensures that personal data is recorded correctly and updated if necessary.

Within the framework of the services provided by VACAL BV, the personal data collected includes the surname, first name, email address, address (geolocation), and telephone number, as well as any other personal information that the customer or data subject chooses to provide in their request for information or services from VACAL BV. No data that could be considered sensitive or that falls under a special category of personal data is processed. ​

VACAL BV does not retain the personal data it processes for longer than is necessary for the purpose of the processing, or for longer than is required on the basis of legal obligations.

ARTIKEL 4 - Processing ground

By using the services of VACAL BV or filling in the contact form on the website and thereby transferring personal data, the customer acknowledges and accepts that this data may be processed (Art. 6.1.b) GDPR). However, the customer and/or the data subject remains the owner of the data provided.

For personal data that VACAL BV receives from customers as the controller and that is used for marketing purposes and customer management, VACAL BV relies on the legal basis of legitimate interest consisting of the situation in which the data subject is a customer of VACAL BV as a result of placing an order (Art. 6.1.b) and f) GDPR), or explicitly obtained consent (Art. 6.1.a) GDPR).

The customer, in their capacity as a data subject, has the option at all times to change or withdraw the consent they have given, insofar as the processing of this data is based solely on their consent.

ARTIKEL 5 - Processing purposes

VACAL BV processes personal data for the following purposes:

Type of personal data

Purposes

Last name, first name, address, email address, phone number, and VAT number

Execution of the order (including delivery), accounting purposes (invoicing), legal obligations (identification requirement)

Last name, first name, address, email address

Providing information about products and services, processing requests sent to VACAL BV via email or the website

Last name, first name, address, email address

Direct marketing, targeted promotions, and offers

Last name, first name, or other personal information

Personalizing orders

When you visit the VACAL BV website and, if applicable, use the contact form, it is possible that certain data must be provided to facilitate contact. This information will only be used internally.

 VACAL BV also uses cookies that can record certain information about your visit to the website, including personal data.

Even when VACAL BV is called upon, it must have access to certain personal data that is necessary for the performance of the agreement.

VACAL BV will only use the personal data that is minimally necessary in the context of the requested service for each processing operation.

ARTIKEL 6 - Appropriate technical and organizational measures

VACAL BV will take appropriate technical and organizational measures to ensure the secure processing of personal data, thereby limiting the risk of destruction, loss, unauthorized alteration, or processing. This will take into account the practices within the sector, the state of the art, the nature, scope, context of the processing, processing purposes, and the possible risks to the rights and freedoms of data subjects. Upon written request, VACAL BV will provide detailed information about the security policy it applies. ​

ARTIKEL 7 - Subcontractors and processors

VACAL BV uses sub-processors, including, but not limited to, external courier services, which process personal data on behalf of and under the supervision of VACAL BV. These processing operations will at all times be limited to what is strictly necessary for the performance of the respective assignment.

VACAL BV ensures that the processors it designates, including its employees and subcontractors, process personal data in accordance with the applicable legislation and undertake, whether contractually or otherwise, to implement the necessary technical and organizational security measures based on Article 28 of the GDPR.

The employees and subcontractors of VACAL BV have contractually committed themselves to respecting the confidentiality of personal data.

The sub-processor shall decide autonomously on the manner in which the personal data is processed, taking into account the risks associated with its expertise. In the absence of such expertise, VACAL BV, as the controller, shall not be liable for any unlawful processing that occurs as a result of an incorrect assessment by the sub-processor. VACAL BV therefore bears no responsibility whatsoever for loss or corruption of data, theft of data, viruses, or other attacks on the sub-processor's IT systems and (cloud) servers. ​

ARTIKEL 8 - Transfer of personal data to third parties

Except in relation to employees and sub-processors involved in the provision of services, VACAL BV will not exchange personal data with third parties, unless expressly authorized, at the request of the data subject, judicial authorities, or when required by law. In the latter case, VACAL BV will immediately inform the data subject of the request from the relevant authorities and/or governments.

ARTIKEL 9 - Data processing within the European Union

VACAL BV endeavors to limit the transfer and processing of personal data to countries within the European Economic Area or to countries that guarantee an adequate level of protection, equivalent to the level guaranteed under the GDPR and this privacy policy, taking into account the intended processing, scope, and category of the personal data to be processed, the country of destination, and the legal rules applicable in the country concerned. In the event of processing outside the European Economic Area, VACAL BV will provide further explanation upon written request from the data subject. ​

ARTIKEL 10 - The rights of the data subject

Under the GDPR, the data subject has the following rights with regard to the personal data collected and processed (Articles 12 to 22 GDPR): the right of access, the right to rectification and/or completion of the data collected, the right to restrict the purpose of the processing, the right to data portability, the right to be forgotten, and the right to object.

Questions regarding the collection and processing of personal data or exercising your rights as a data subject can be sent in writing, stating your reasons, to VACAL BV by email to info@vacal.be or by post to Poezelhoek 15, 8560 Gullegem. VACAL BV will process each request without delay and respond within 30 days. In certain cases, VACAL BV has the right to extend this period by two months, in which case VACAL BV will inform the data subject within 30 days of receiving the request (Art. 12.3 GDPR). ​

ARTIKEL 11 - Retention period for personal data

VACAL BV guarantees that it will not retain the personal data collected for longer than is necessary to achieve the intended purpose, with the exception of accounting documents and those relating to liability claims, which may justify a longer retention period in accordance with the relevant legal provisions. Other data that may be necessary for adequate after-sales service or future services will be stored anonymously as far as possible so that it cannot be traced back to identifiable persons for longer than necessary. ​

When the storage of personal data is no longer required, it will be securely destroyed or deleted, or made available to the data subject.

ARTIKEL 12 - Measures in the event of a data breach

VACAL BV takes the necessary measures to prevent data loss. However, should such a loss occur, VACAL BV undertakes to report this to the Data Protection Authority (GBA) within the statutory time limits. This obligation to provide information only applies insofar as the data breach is large-scale or has a far-reaching impact on security.

If a data breach also poses a high risk to the rights and freedoms of the individuals concerned, VACAL BV will inform the individual concerned without undue delay.

VACAL BV cooperates fully with the competent authorities by providing the necessary information and limiting the consequences of the infringement.

ARTIKEL 13 - Other provisions

VACAL BV guarantees the necessary support to those involved in order to fulfill their obligations, except in the case of information that is confidential or cannot be disclosed due to legal regulations. The person responsible for the processing of personal data at VACAL BV is Mr. Bart De Langhe (info@vacal.be). For more information about the processing of personal data, you can also contact the Data Protection Authority at B-1000 Brussels, Drukpersstraat 35 (T +32 2 274 48 00) or www.gegevensbeschermingsautoriteit.be. ​

In the event that one or more provisions of this privacy policy are invalid, these provisions will be interpreted in accordance with the GDPR. The invalidity of any of the provisions shall not affect the validity of the other provisions of this privacy policy. In the event of any discrepancies between the privacy policy and the agreement concluded between VACAL BV and the customer or data subject, the provisions of the latter shall prevail. *** Translated with www.DeepL.com/Translator (free version) ***

VACAL BV reserves the right to amend its privacy policy if this proves necessary in order to comply with its rights and/or obligations under the GDPR. Significant changes will always be announced on the website. It is advisable to visit the website regularly to stay informed of recent changes.

This privacy policy is governed exclusively by Belgian law. Only the courts belonging to the judicial district of the registered office of VACAL BV are competent to hear disputes arising from this policy.

VACAL BV's privacy policy was last amended on 08/20/25.