Privacy Policy - Wood Reformer

Wood Reformer Privacy Policy (AVG/GDPR)

Wood Reformer cares greatly about your privacy. Therefore, we only process data that we need to improve our services and we handle the information we have collected about you and your use of our services with care. We never make your data available to third parties for commercial purposes.

This privacy policy applies to the use of the website and the services provided by Wood Reformer. This policy describes what data about you is collected, what this data is used for, the legal basis for processing, and with whom and under what conditions this data may be shared with third parties. We also explain to you how we store your data, how we protect your data against misuse, and what rights you have with regard to the personal data you provide to us.

If you have any questions about our privacy policy, you can contact our privacy officer. You will find the contact details at the end of this privacy policy.

1. Categories of personal data

Wood Reformer processes the following categories of personal data that you provide to us directly or indirectly:

Identification and contact details: Name, email address, delivery address(es), billing address(es), telephone number.
Financial data: Payment details (such as bank account number or credit card number) for handling payments.
Order details: Details of your purchase (which product, date, amount, installation details).
Preferences: Language choice, communication preferences (newsletter yes/no).
Technical Data: IP address, data about your web browser and operating system, visit and click behavior on the website (via cookies/analytics).

2. Basis for data processing

We process your personal data exclusively on the basis of one of the following legal bases, in accordance with the GDPR:

Performance of the agreement: The processing is necessary for the performance of the purchase agreement, such as processing your order, delivering and installing the Wood Reformer, and invoicing.
Consent: You have given consent for the processing of your data for one or more specific purposes, such as sending the newsletter (email marketing). You can withdraw this consent at any time.
Legitimate interest: The processing is necessary for the legitimate interests of Wood Reformer or a third party, unless your interests or fundamental rights outweigh them. This applies, for example, to improving our website and services, fraud prevention, and security.
Legal obligation: The processing is necessary to comply with a legal obligation, such as retaining financial data for tax authorities.

3. Purpose of data processing

We use your data exclusively for the purpose of our services. This means that the purpose of the processing is always directly related to the task you provide. Your data is used for:

Processing orders, invoicing, and delivery of the Wood Reformer.
Sending transactional emails (order confirmations, status updates).
Sending newsletters, provided you have explicitly given consent for this.
Improving our website and services based on anonymized or automatically collected data.
Complying with accounting and other administrative and legal obligations.

4. About data processors

Below you can read which external parties process your data on our behalf:

Web hosting

We use web hosting services from Shopify. Shopify processes personal data on our behalf and is bound by a confidentiality agreement.

Emails and mailing lists

Shopify (for email marketing): We send our email newsletters with Squarespace. Squarespace will not use your name and email address for its own purposes.
Shopify (for transactional emails): We send our transactional emails via Shopify. Shopify will not use your name and email address for its own purposes.

Payment processors

Mollie: For handling payments, we use the Mollie and Shopify Payment platform. They process the necessary financial data to process your payment.

5. Transfer outside the EEA

We use services from third parties (such as Shopify and Google Analytics) that may be located outside the European Economic Area (EEA). The transfer of your data to these countries is subject to strict legal conditions.

Wood Reformer ensures that this transfer only takes place when there is an adequate level of protection. This is guaranteed by the use of the Standard Contractual Clauses (SCCs) approved by the European Commission, in combination with additional measures, as required under the GDPR.

6. Retention periods

We do not retain your data longer than necessary for the purpose for which it was obtained. The retention periods are:

Tax and Order Data: Data on invoices, orders, and payments are retained for 7 years to comply with legal administrative and tax retention obligations.
Customer Profile: Your customer profile is retained as long as you are our customer. If you indicate that you no longer wish to use our services, this will be interpreted as a request for erasure, and your personal data will be deleted, with the exception of legally required tax data.
Newsletter: Your email address will be retained until you unsubscribe from the newsletter via the unsubscribe link at the bottom of each email.
Data of non-buyers (e.g., leads): This data is retained for a period of up to 1 year after the last contact, unless you have explicitly given consent for a longer retention period.

7. Cookies and Google Analytics

Wood Reformer uses functional, analytical, and tracking cookies.

Google Analytics

Cookies from the American company Google are placed via our website as part of the “Analytics” service. We use this service to track and receive reports on how visitors use the website. We have concluded a processor agreement with Google. To better safeguard your privacy, we have taken the following measures:

The last octet of the IP address is masked (IP address anonymization).
The option to ‘Share data’ with Google has been disabled.
We do not use other Google services in combination with the Analytics cookies.

8. Your rights

Under the GDPR, you have the following rights: access, rectification, restriction of processing, data portability, and objection.

You can exercise these rights by sending a request to our contact person (see below).
You will receive a response to your request within 30 days.
You have the right to lodge a complaint with the supervisory authority (the data protection authority in Belgium or the personal data authority in the Netherlands) at any time if you suspect that we are using your personal data in an incorrect way.