Privacybeleid SoulGems

About Our Privacy Policy

SoulGems cares deeply about your privacy. We only process data that is necessary for (improving) our services and handle the information we collect about you and your use of our services with care. We never provide your data to third parties for commercial purposes.

This privacy policy applies to the use of the website and the services offered by SoulGems. The effective date for these terms is 27/05/2024, and with the publication of a new version, all previous versions are invalid. This privacy policy describes what data about you is collected by us, how this data is used, and with whom and under what conditions this data may be shared with third parties. We also explain how we store your data and protect it against misuse, as well as the rights you have concerning the personal data you have provided to us.

If you have any questions about our privacy policy, you can contact our contact person for privacy matters; the contact details are provided at the end of our privacy policy.

About Data Processing

Below you can read how we process your data, where we store it (or have it stored), what security measures we use, and who has access to the data.

Webshop Software

JouwWeb

Our webshop is developed with software from JouwWeb. Personal data you provide for our services is shared with this party. JouwWeb has access to your data to provide us with (technical) support, but they will never use your data for other purposes. JouwWeb is obligated by the agreement we have with them to take appropriate security measures. These measures include the use of SSL encryption and a strong password policy. JouwWeb uses cookies to collect technical information about your use of the software, but no personal data is collected and/or stored. JouwWeb reserves the right to share collected data within its own group to further improve its services.

Webhosting

MijnDomein

We use web hosting and email services from MijnDomein. MijnDomein 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, which is not personal data. MijnDomein has taken appropriate technical and organizational measures to prevent loss and unauthorized use of your personal data. MijnDomein is obligated to confidentiality based on the agreement.

Email and Mailing Lists

We use the services of [email service provider] for our regular business email communication. This party has taken appropriate technical and organizational measures to prevent misuse, loss, and corruption of your and our data as much as possible. [Email service provider] does not have access to our mailbox, and we treat all our email communication confidentially.

Payment Processors

Mollie

For processing (part of) the payments in our webshop, we use the Mollie platform. Mollie processes your name, address, and payment details such as your bank account or credit card number. Mollie has taken appropriate technical and organizational measures to protect your personal data. Mollie reserves the right to use your data to improve its services and, in that context, share (anonymized) data with third parties. All the aforementioned safeguards for the protection of your personal data also apply to the parts of Mollie’s services for which it engages third parties. Mollie will not retain your data longer than is legally permitted.

Reviews

WebwinkelKeur

We collect reviews via the WebwinkelKeur platform. If you leave a review via WebwinkelKeur, you are required to provide a name and email address. WebwinkelKeur shares this information with us so we can link the review to your order. In some cases, WebwinkelKeur may contact you for clarification on your review. If we invite you to leave a review, we share your name and email address with WebwinkelKeur. They use this data solely to invite you to leave a review. WebwinkelKeur has taken appropriate technical and organizational measures to protect your personal data. WebwinkelKeur reserves the right to engage third parties for its services; we have given permission for this. All the aforementioned safeguards for the protection of your personal data also apply to the parts of WebwinkelKeur’s services that involve third parties.

Shipping and Logistics

PostNL

If you place an order with us, it is our responsibility to have your package delivered to you. We use PostNL for the delivery of shipments. It is necessary for us to share your name, address, and city with PostNL. PostNL uses this information only for executing the agreement. If PostNL engages subcontractors, PostNL will also provide these parties with your information.

DHL

If you place an order with us, it is our responsibility to have your package delivered to you. We use DHL for the delivery of shipments. It is necessary for us to share your name, address, and city with DHL. DHL uses this information only for executing the agreement. If DHL engages subcontractors, DHL will also provide these parties with your information.

Correos

If you place an order with us, it is our responsibility to have your package delivered to you. We use Correos for the delivery of shipments. It is necessary for us to share your name, address, and city with Correos. Correos uses this information only for executing the agreement. If Correos engages subcontractors, Correos will also provide these parties with your information.

Billing and Accounting

External Sales Channels

Purpose of Data Processing

General Purpose of Processing

We use your data solely for our services. This means that the purpose of 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 will not be shared with third parties, except to meet accounting and other administrative obligations. These third parties are all bound to confidentiality under the agreement with us or a legal obligation.

Automatically Collected Data

Data that is automatically collected by our website is processed to further improve our services. This data (e.g., your IP address, web browser, and operating system) is not personal data.

Cooperation with Fiscal and Criminal Investigations

n certain cases, SoulGems may be required to share your data due to a legal obligation in connection with fiscal or criminal investigations by government authorities. In such cases, we are compelled to share your data, but we will resist this within the limits of the law.

Retention Periods

We retain your data as long as you are our customer. This means we keep your customer profile until you indicate that you no longer wish to use our services. If you do this, we will also consider it a request for erasure. This means we will not keep your data for more than two years from the last contact or transaction, unless there is a legal justification. Due to applicable administrative obligations, we must retain invoices with your (personal) data, and we will keep this data for as long as the applicable period runs. However, employees will no longer have access to your client profile and documents we created in connection with your assignment.

Your Rights

Under applicable European legislation, you have certain rights regarding the personal data processed by or on behalf of us. We explain below what these rights are and how you can exercise them. In principle, to prevent misuse, we only send copies and excerpts of your data to your already known email address. If you wish to receive the data at a different email address or by post, we will ask you to verify your identity. We keep a record of processed requests, and in the case of a request for erasure, we keep anonymized data. All copies and excerpts of data are provided in a machine-readable format used within our systems. You always have the right to lodge a complaint with the Data Protection Authority if you suspect that we are using your personal data improperly.

Right of Access

You have the right to view the data that we (or our processors) process and that relates to you or is traceable to you. You can make a request to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send you a copy of all data with an overview of the processors holding this data, indicating the category under which we have stored it.

Right to Rectification

You have the right to have the data we (or our processors) process that relates to you or is traceable to you corrected. You can make a request to our contact person for privacy matters. You will 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 has been corrected.

Right to Restriction of Processing

You have the right to restrict the data we (or our processors) process that relates to you or is traceable to you. You can make a request to our contact person for privacy matters. You will 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 not be processed until you lift the restriction.

Right to Data Portability

You have the right to have the data we (or our processors) process that relates to you or is traceable to you transferred to another party. You can make a request to our contact person for privacy matters. You will receive a response to your request within 30 days. If your request is granted, we will send you copies or excerpts of all data about you that we have processed or that has been processed by other processors or third parties on our behalf. We may not be able to continue providing our services as secure data linkage might 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 SoulGems. If you object, we will immediately cease processing the data pending the handling of your objection. If your objection is justified, we will provide you with copies of the data we (or our processors) handle and will then cease processing the data permanently. You also have the right not to be subject 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 officer.

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 report on how visitors use the website. This processor may be required to provide access to this data under applicable laws and regulations. We have not permitted Google to use the obtained analytics information for other Google services.

Third-Party Cookies

If 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 how we process data already collected about you, we will notify you by email.