EUROPEAN SPICE SERVICES NV (CBE no. 0466.685.905, 9140 Temse (Belgium), Kleine Dweersstraat 75, tel: +31 6 43 27 14 24, email: info@spiceservices.com, RPR: Ghent, District Dendermonde) (hereinafter: ESS) is responsible for the processing of your personal data as described in this privacy statement.

ESS takes the protection of your personal data seriously and takes appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure and unauthorized alteration. If you have the impression that your data is not properly secured or if there are indications of misuse, please contact ESS immediately via the following email address: ombudsdienst@spiceservices.com.

In this privacy statement, ESS clarifies which personal data is processed, for what purposes and on what legal grounds, how long your personal data will be stored, to whom your personal data may be transferred and what rights you have with regard to the processing of your personal data.

Which personal data is processed by ESS, for what purpose and on what legal ground?

In addition to collecting and processing the personal data you (may) provide to ESS when using the website, ESS collects and processes personal data in the context of its services from:

• (potential) clients and their employees
• persons who subscribe to the ESS newsletter
• persons who provide their business card or otherwise give their contact details to ESS
• persons who follow ESS on social media
• job applicants
• ESS service providers
• third parties (insofar as is necessary for the performance of the delivery/service entrusted to ESS by its clients)

ESS collects, among others, the following personal data

In the context of client management (contractual necessity/consent/legal obligation/legitimate interest)

• identification data (name, (business)address, email address, telephone number, company number, etc.)
• financial information and details (bank account number, method of payment, etc.)
• professional data (education and profession)
• other personal data actively provided by clients or potential clients, for example in correspondence and by telephone, or in the context of the requested delivery/service

In the context of supplier management (contractual necessity/consent/legal obligation/ legitimate interest)

• identification data
• financial data
• professional data

In the context of direct marketing, including sending the ESS newsletter and other commercial communications (consent/legitimate interest)

• identification data
• personal characteristics
• professional data

If you have given ESS permission to add you to its direct mailing list, it may use your personal data to send you newsletters or other information regarding ESS and its services. This permission may be withdrawn at any time, free of charge and without providing any reasons, by clicking on the unsubscribe button at the bottom of each promotional electronic communication.

In the context of job applications (consent/legitimate interest)

• identification data
• personal characteristics
• professional data (education and profession)
• image recording (photo)

Job application data are processed by ESS to evaluate your application and to enable it to implement a recruitment policy.

In the context of compliance with legal requirements

• identification data
• financial data

How long does ESS retain your personal data?

ESS does not store your personal data longer than strictly necessary to achieve the purposes for which your data is collected:

• Client and supplier management, execution of services: 10 years after the end of the agreement
• Direct marketing: 3 years after the last meaningful contact, with the understanding that this period can be renewed with your consent
• Applicants: 1 year after receipt of the personal data
• Legal obligations: legal retention period

To whom may ESS transfer your personal data?

ESS may share your personal data with:

• service providers acting as data processors for ESS: IT service providers, PR/marketing service providers, etc.
• professional advisers of ESS such as law firms, accountants, social secretariats, etc.
• third parties involved in ESS’s services to its clients: manufacturers, distributors, transporters, etc.
• organisations/undertakings/enterprises within the same group of ESS located inside and outside the EU who aren’t the subject of an Adequacy Decision but that ensure appropriate safeguards by means of contractual arrangements with ESS of which a copy can be requested and consulted by sending an e-mail to ombudsdienst@spiceservices.com.
• third parties involved in ESS’s services in the context of their relationship with clients: banks, insurance companies and brokers, transporters, etc.

This list is not exhaustive. There may be other instances where ESS needs to inform other parties in order to provide its services as effectively as possible.

The aforementioned third parties may only use the personal data for the aforementioned purposes and on behalf of ESS.

In the event of a complete or partial reorganisation or transfer of ESS’s activities or in the event that ESS is declared bankrupt, your personal data may be transferred to new entities or third parties. In that case, ESS will inform you in advance of its intention to transfer your personal data to a third party.

Your rights

You have the right to access (and request a copy of), correct, or delete your personal data. Additionally, you have the right to withdraw your consent for data processing or to object the processing of your personal data by ESS (for example for marketing purposes) and you have the right to data portability.

You can send a request to access, copy, correct, delete, transfer, or withdraw your consent or object to the processing of your personal data to the email address ombudsdienst@spiceservices.com or by registered post to our address.

ESS aims to respond to your request as quickly as possible, and within 30 days.

Please note that ESS may not be obliged to comply with your request for access, correction, deletion or transfer, due to its legal obligations, for the establishment, exercise or defence of a legal claim, or to exercise the right to freedom of expression and/or information.

ESS also wishes to inform you that you have the possibility to file a complaint with the national supervisory authority, the Belgian Data Protection Authority. Before filing a complaint, it is recommended to contact ESS to find a quick solution to your complaint.

Use of cookies

During a visit to our website, “cookies” may be placed on your computer’s hard drive. A cookie is a text file that is stored by a website’s server in your browser or on your mobile device when you visit a website. Cookies cannot be used to identify individuals; they can only recognize a device.

You can configure your internet browser to block cookies, receive a warning when a cookie is being installed, or delete cookies from your hard drive afterward. This can be done through your browser settings (via the help function). However, please note that some graphical elements may not display correctly, or certain applications may not function properly.

By using our website, you agree to our use of cookies.

Summary of used cookies

Google Analytics

This website uses Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses “cookies” (text files placed on your computer) to help analyze how users interact with the site. The information generated by the cookie about your use of the website (including your IP address) is transmitted to and stored by Google on servers in the United States.

Google uses this information to track how you use the website, compile reports on website activity for website operators, and provide other services related to website activity and internet usage. Google may disclose this information to third parties if required by law or if these third parties process the information on Google’s behalf. However, Google will not combine your IP address with any other data it holds.

You can refuse the use of cookies by selecting the appropriate settings in your browser. However, please note that in doing so, you may not be able to fully utilize all features of this website. By using this website, you consent to the processing of data by Google in the manner and for the purposes described above.