About our privacy policy

Memoria Watches cares deeply about your privacy. Therefore, we only process data that we need for (improving) our services and handle carefully the information we have collected about you and your use of our services. We never provide your data for commercial purposes to third parties.

This privacy policy applies to the use of the website and the services provided by Memoria Watches. The effective date for these terms is 01/01/2024, and publishing a new version will render all previous versions invalid. This privacy policy describes what data we collect about you, how we use it, and under what conditions we may share it with third parties. We also explain how we store your data, how we protect it from misuse, and what rights you have regarding the personal data you provide to us.
If you have any questions about our privacy policy, you can contact our privacy contact person; you will find the contact information at the end of our privacy policy.

About data processing

Below you can read how we process your data, where we store it,
what security techniques we use, and who has access to the data.

E-commerce software:: WooCommerce
Our online store is developed using WooCommerce software. Personal data you provide to us for the purpose of our services is shared with this party. WooCommerce has access to your data to provide us with technical support, but they will never use your data for any other purpose. Based on the agreement we have with them, WooCommerce is obligated to take appropriate security measures. These security measures include the use of SSL encryption and a strong password policy. WooCommerce uses cookies to collect technical information regarding your use of the software; no personal data is collected and/or stored.
WooCommerce reserves the right to share collected data within its own group to further improve its services.

WooCommerce hosting
Our online store is developed using WooCommerce software, and we have chosen Hostnet for our web hosting. Personal data you provide to us for the purpose of our services is shared with this party. Hostnet has access to your data to provide us with technical support, but they will never use your data for any other purpose. Based on the agreement we have with them, Hostnet is obligated to take appropriate security measures. These security measures include the use of SSL encryption and a strong password policy. Regular backups are made to prevent data loss.

Web hosting: Hostnet
We use web hosting and email services from Hostnet Hostnet processes personal data on our behalf and does not use your data for its own purposes. However, this party may collect metadata about the use of the services. These are not personal data. Hostnet has taken appropriate technical and organizational measures to prevent loss and unauthorized use of your personal data. Hostnet is obliged to confidentiality based on the agreement.

Email and mailing lists: MailChimp & Hostnet
We send our email newsletters using MailChimp. MailChimp will never use your name and email address for its own purposes. At the bottom of each email sent automatically via our website, you will find the ‘unsubscribe’ link. You will then no longer receive our newsletter. Your personal data is securely stored by MailChimp. MailChimp uses cookies and other internet technologies to determine whether emails are opened and read. MailChimp reserves the right to use your data to further improve its services and share information with third parties in this context.

For our regular business email traffic, we use the services of Hostnet. This party has taken appropriate technical and organizational measures to prevent misuse, loss, and corruption of your and our data. Hostnet does not have access to our mailbox, and we treat all our email traffic confidentially.

Payment processors: Stripe & Paypal
For handling (part of) the payments in our online store, we use the Stripe platform. Stripe processes your name, address, place of residence, and your payment details such as your bank account or credit card number. Stripe has taken appropriate technical and organizational measures to protect your personal data. Stripe reserves the right to use your data to further improve its services and share (anonymized) data with third parties in this context. All the safeguards mentioned above regarding the protection of your personal data also apply to the parts of Stripe’s services for which they engage third parties. Stripe does not store
your data longer than is allowed by law.

Reviews: Yotpo
We collect reviews via the Yotpo platform. If you leave a review via Yotpo, you are required to provide your name and email address. Yotpo shares this data with us so that we can link the review to your order. Yotpo also publishes your name on its own website. In some cases, Yotpo may contact you for an explanation of your review. In the event that we invite you to leave a review, we share your name and email address with Yotpo. They use this data solely for the purpose of inviting you to leave a review. Yotpo has taken appropriate technical and organizational measures to protect your personal data. Yotpo reserves the right to engage third parties for the purpose of providing the service, for which we have given Yotpo permission. All
the safeguards mentioned above regarding the protection of your personal data also apply to the parts of the service for which Yotpo engages third parties.

Shipping and logistics:: Bpost
When you place an order with us, it is our responsibility to have your package delivered to you. We use the services of Bpost for the delivery. Therefore, we need to share your name, address, and place of residence details with Bpost. Bpost uses this data solely for the purpose of executing the agreement. In the event that Bpost engages subcontractors, Bpost also provides your data to these parties.

Invoicing and accounting: FactuurSturen
For our administration and accounting, we use the services of
FactuurSturen. We share your name, address, and place of residence details, as well as details regarding your order. This data is used for administering sales invoices. Your personal data is sent and stored securely. FactuurSturen is obliged to confidentiality and will treat your data confidentially. FactuurSturen does not use your personal data for purposes other than those described above.

We use your data solely for the purpose of our services. This means that the purpose of the processing is always directly related to the assignment you provide. We do not use your data for (targeted) marketing. If you share data with us and we use this data to contact you at a later time – other than at your request – we will explicitly ask for your consent. Your data is not shared with third parties, except for accounting and other administrative obligations. These third parties are all obliged to confidentiality based on the agreement between them and us or a legal obligation or oath.

Automatically collected data
Data automatically collected by our website is processed for the purpose of
further improving our services This data (such as your IP address, web browser,
and operating system) is not personal data.
Cooperation with fiscal and criminal investigations

In certain cases, Memoria Watches may be required by law to share your data in connection with fiscal or criminal investigations by government authorities. In such a case, we are obligated to share your data, but we will resist within the limits of the law.

Retention periods
We retain your data for as long as you are a client of ours. This means that we keep your customer profile until you indicate that you no longer wish to use our services. If you notify us of this, we will also consider it as a forget request. This also means that we do not keep your data for longer than two years after the last contact moment or transaction, unless there is a legal justification for this. Based on applicable administrative obligations, we are required to keep invoices with your (personal) data; therefore, we will keep this data for as long as the applicable term runs.

However, employees no longer have access to your client profile and documents we have produced following your instructions.

Your rights
Under the applicable Dutch and European legislation, you, as a data subject, have certain rights regarding the personal data processed by or on behalf of us. Below, we explain what these rights are and how you can invoke them. In principle, to prevent abuse, we will send copies and copies of your data only to your already known email address. In the event that you wish to receive the data at a different email address or by mail, for example, we will ask you to identify yourself. We keep records of processed requests, and in the case of a forget request, we keep anonymized data. All copies and copies of data you receive are in the machine-readable data format we use within our systems. You have the right at all times to lodge a complaint with the Dutch Data Protection Authority if you suspect that we are using your personal data in the wrong way.

Right of access
You always have the right to access the data we (have) process(ed) and that relates to your person or can be traced back to you. You can make a request to that effect to our privacy contact person. You will then receive a response to your request within 30 days. If your request is granted, we will send you a copy of all data to your known email address with an overview of the processors holding these data, mentioning the category under which we have stored these data.

Right to rectification
You always have the right to have the data we (have) process(ed) and that relates to your person or can be traced back to you adjusted. You can make a request to that effect to our privacy contact person. You will then receive a response to your request within 30 days. If your request is granted, we will send you a confirmation to your known email address that the data have been adjusted.

Right to restriction of processing
You always have the right to have the data we (have) process(ed) and that relates to your person or can be traced back to you restricted. You can make a request to that effect to our privacy contact person. You will then receive a response to your request within 30 days. If your request is granted, we will send you a confirmation to your known email address that the data will no longer be processed until you lift the restriction.

Right to data portability
You always have the right to have the data we (have) process(ed) and that relates to your person or can be traced back to you transferred by another party. You can make a request to that effect to our privacy contact person. You will then receive a response to your request within 30 days. If your request is granted, we will send you copies of all data about you that we have processed or that have been processed on our behalf by other processors or third parties. In all likelihood, in such a case, we can no longer continue the service because the secure linking of data files can no longer be guaranteed.

Right to object and other rights
In certain cases, you have the right to object to the processing of your personal data by or on behalf of X-Concept bv. If you object, we will immediately stop the data processing pending the handling of your objection. If your objection is justified, we will provide you with copies and/or copies of data that we (have) process(ed) and then permanently stop processing. You also have the right not to be subjected to automated individual decision-making or profiling. We do not process your data in such a way that this right applies. If you believe this is the case, please contact our privacy contact person.

Cookies: Google Analytics
Cookies are placed on our website by the American company Google as part of the “Analytics” service. We use this service to track and receive reports on how visitors use the website. This processor may be required by applicable law to provide access to this data. We collect information about your browsing behavior and share this data with Google. Google can interpret this information in conjunction with other datasets and track your movements on the internet in this way. Google uses this information to offer targeted advertisements (Adwords) and other Google services and products.

Third-party cookies
In case third-party software solutions use cookies, this is mentioned in this privacy statement.
Changes to the privacy policy

We reserve the right to change our privacy policy at any time. However, you will always find the most recent version on this page. If the new privacy policy affects the way we process data already collected about you, we will inform you of this by email.

Contact informations
Steffen Design bv
Anton Van de Veldelaan 13 – 2900 Schoten – België – [email protected]
Contact person for privacy matters: Guido Steffen