Privacy Policy

1. Who is responsible for your personal data?

The controller responsible for the processing of your personal data is:

Bel Air Furniture B.V.
Trading as: Bel Air Furniture
Admiralengracht 35
1057 EM Amsterdam
The Netherlands
Chamber of Commerce (KVK) number: 33246806
Email: info@belair-furniture.com
Telephone: +31 (0)20 4965038
Website: https://belair-furniture.com/

If you have questions about this Privacy Policy or wish to exercise your privacy rights, you can contact us using the details above.

2. What personal data do we collect?

Depending on how you interact with Bel Air Furniture, we may process the following categories of personal data:

  • Identity information: such as your name and, where relevant, company name or job title.
  • Contact information: such as your billing address, delivery address, email address and telephone number.
  • Order and transaction information: such as products ordered, order value, order number, payment status, delivery information, returns, refunds and warranty claims.
  • Payment information: information necessary to process payments. Payment card or banking information may be processed directly by our payment service providers rather than stored by Bel Air Furniture.
  • Account information: such as account details and order history if you create a customer account.
  • Communication information: such as emails, messages, enquiries, complaints, reviews and other communications with us.
  • Technical information: such as IP address, browser type, device type, operating system and technical information about how you access our website.
  • Website usage information: such as pages viewed, links clicked, referring pages, browsing behaviour and interactions with our website, where permitted by law.
  • Marketing information: such as your newsletter subscription, marketing preferences and interactions with marketing communications.
  • Business customer information: such as company details, VAT number, contact persons and information necessary for quotations, invoices and commercial relationships.

We do not intentionally collect special categories of personal data, such as information concerning health, religion, political opinions or ethnicity, unless this is necessary in an exceptional situation and permitted by law.

3. How do we collect personal data?

We collect personal data in several ways, including:

  • when you place an order;
  • when you create an account;
  • when you contact us by email, telephone, contact form or another communication channel;
  • when you request a quotation or product information;
  • when you subscribe to marketing communications;
  • when you make a return, complaint or warranty claim;
  • automatically through our website and permitted cookies or similar technologies;
  • from payment providers, delivery companies and other service providers involved in fulfilling your order;
  • from business partners, dealers or resellers where appropriate; and
  • from publicly available business sources where relevant to a legitimate business relationship.

4. Why do we use your personal data?

We only process personal data where we have a lawful basis for doing so.

Processing and fulfilling orders

We process personal data to:

  • accept and process orders;
  • process payments;
  • arrange delivery;
  • provide order confirmations and updates;
  • process returns and refunds;
  • provide customer service; and
  • handle warranty claims and complaints.

Legal basis: performance of a contract or taking steps at your request before entering into a contract.

Administration and legal obligations

We process information where necessary to maintain our business administration and comply with tax, accounting, consumer protection and other legal obligations.

Legal basis: compliance with a legal obligation.

Customer service and business communications

We may process your information to answer questions, provide product information, prepare quotations, manage our relationship with you and improve our service.

Legal basis: performance of a contract, steps taken before entering into a contract and/or our legitimate interests in operating and improving our business.

Website security and fraud prevention

We may process technical and transaction information to protect our website, customers and business against fraud, misuse, cyberattacks and other security risks.

Legal basis: our legitimate interests in protecting our business, systems and customers and, where applicable, compliance with legal obligations.

Improving our website, products and services

We may analyse how our website and services are used in order to improve their functionality, performance, design and customer experience.

Where this requires non-essential cookies or similar tracking technologies, we will ask for your consent before using them.

Legal basis: consent where required, or our legitimate interests where processing can lawfully take place without consent.

Marketing

We may send you information about Bel Air Furniture products, offers or news where we are legally permitted to do so.

Where consent is required, we will only send such marketing after you have given the required consent.

Every electronic marketing communication will provide an appropriate way to unsubscribe. You may also withdraw your consent or object to direct marketing at any time by contacting us.

Legal basis: consent where required and, in limited circumstances where permitted by law, our legitimate interests.

5. Cookies and similar technologies

Our website uses cookies and similar technologies.

Some cookies are strictly necessary for the website and online store to function. These may be used without consent where permitted by law.

Other cookies, such as certain analytics, advertising, personalisation and tracking cookies, are only placed or accessed after you have given consent where consent is legally required.

You can accept, reject or change your choices through our cookie consent tool. Withdrawing consent must be as easy as giving it.

For more detailed information about the cookies and similar technologies used on our website, their purposes, providers and retention periods, please see our Cookie Policy and the cookie settings available on our website.

6. Our webshop and service providers

We use third-party service providers to help operate our business and fulfil orders.

These may include providers of:

  • e-commerce and website hosting;
  • payment processing;
  • warehousing and fulfilment;
  • shipping and delivery;
  • IT, website and security services;
  • email and customer communications;
  • marketing services;
  • analytics services;
  • accounting and administration;
  • professional advice, including accountants, legal advisers and insurers.

Our online store is operated using Shopify. Shopify may process personal data on our behalf or as otherwise described in its applicable privacy documentation.

We only provide service providers with personal data that is reasonably necessary for their services and require appropriate data protection safeguards where required by law.

7. Payment providers

Payments may be processed by third-party payment service providers.

When you select a payment method, certain personal and transaction information may be provided directly to the relevant payment provider. That provider may process your information under its own privacy terms and applicable financial regulations.

Bel Air Furniture does not necessarily receive or store complete credit card or bank account details used to make a payment.

8. Delivery and fulfilment

To fulfil your order, we may share necessary information with our warehouse, fulfilment partners, transport companies, couriers and other delivery providers.

This may include your name, address, telephone number, email address and information about the goods being delivered.

We share only the information reasonably necessary to arrange and complete delivery and related services.

9. Advertising and analytics

If you consent to relevant cookies or tracking technologies, we may use analytics and advertising services to understand website performance, measure campaigns and show or measure relevant advertising.

Depending on the services enabled on our website, these providers may process information such as your IP address, device identifiers, cookie identifiers, pages viewed, interactions, purchases and advertising interactions.

Advertising or analytics technologies requiring consent will not be activated before the required consent has been obtained.

You can change or withdraw your choices through our cookie settings.

10. Who do we share personal data with?

We do not sell your personal data.

We may disclose personal data where necessary to:

  • our e-commerce and hosting providers;
  • payment service providers;
  • warehouse and fulfilment partners;
  • delivery and transport companies;
  • IT and security providers;
  • marketing, email and analytics providers where lawfully used;
  • accountants, lawyers, insurers and other professional advisers;
  • authorities, regulators or courts where we are legally required to do so; and
  • a buyer, investor or adviser in connection with a possible sale, restructuring or transfer of all or part of our business, subject to appropriate safeguards.

Where another organisation processes personal data on our behalf, we enter into appropriate data processing arrangements where required by the GDPR.

11. International transfers

Some of our service providers may process personal data outside the European Economic Area (EEA).

Where personal data is transferred outside the EEA, we take steps to ensure that an appropriate legal transfer mechanism is in place as required by the GDPR.

This may include:

  • a European Commission adequacy decision;
  • European Commission Standard Contractual Clauses;
  • another legally recognised transfer mechanism; and
  • additional safeguards where required.

You may contact us if you would like further information about the safeguards applicable to international transfers of your personal data.

12. How long do we keep personal data?

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to comply with legal, accounting, tax and reporting obligations and to deal with possible disputes or legal claims.

Typical retention periods include:

  • Order, invoice and financial administration: generally at least 7 years where required by Dutch tax and accounting law. Certain records may be retained for 10 years where a longer statutory period applies, including relevant transactions falling under applicable EU VAT One Stop Shop rules.
  • Customer service and correspondence: for as long as reasonably necessary to deal with the enquiry or customer relationship and any potential legal claims.
  • Warranty and complaint information: for as long as reasonably necessary to administer the warranty or complaint and establish, exercise or defend legal claims.
  • Customer accounts: for as long as the account remains active and for a reasonable period afterwards, unless information must be retained for another legal reason.
  • Marketing information: until you unsubscribe, withdraw consent or object, subject to retaining limited information where necessary to record and respect your opt-out.
  • Cookie and analytics information: according to the retention periods described in our Cookie Policy or cookie settings.

When personal data is no longer required, we will delete or anonymise it unless continued storage is required or permitted by law.

13. How do we protect your personal data?

We take appropriate technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.

These measures may include access controls, secure connections, authentication measures, software and system security, backups and limiting access to personal data to persons who reasonably need it.

No method of electronic transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we take reasonable measures appropriate to the risks involved.

14. Your privacy rights

Under the GDPR, you may have the following rights in relation to your personal data:

  • Right of access: you may ask whether we process your personal data and request a copy of it.
  • Right to rectification: you may ask us to correct inaccurate or incomplete personal data.
  • Right to erasure: you may ask us to delete your personal data in circumstances provided by law.
  • Right to restriction: you may ask us to restrict the processing of your personal data in certain circumstances.
  • Right to data portability: in certain circumstances, you may request personal data you provided to us in a structured, commonly used and machine-readable format or request that it be transmitted to another organisation.
  • Right to object: you may object to processing based on our legitimate interests in certain circumstances.
  • Right to object to direct marketing: you may object to the use of your personal data for direct marketing at any time.
  • Right to withdraw consent: where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.