Privacy Statement e-tailize

e-tailize, located at Vanadiumweg 25, 3812PX Amersfoort, is responsible for the processing of personal data as described in this privacy statement.

1. Contact details

Website: https://e-tailize.com/ Address: Vanadiumweg 25, 3812PX Amersfoort Phone: 085 40000 56

Privacy contact person: Leon Bosman Email: [email protected]

2. Who this privacy statement applies to

This privacy statement applies to:

• visitors to our website,
• prospects and leads (e.g. demo requests),
• customers and users of the e-tailize application,
• and (where applicable) data entering the e-tailize application via connected platforms/marketplaces.

Roles: data controller and data processor

e-tailize may act as either data controller or data processor:

• Website, marketing, sales, invoicing and support: e-tailize is usually the data controller.
• Data in the e-tailize app that a customer processes on behalf of itself/end customers (e.g. orders, customer data of buyers): e-tailize often acts as a processor on behalf of that customer. In that case (in addition to this statement), the arrangements set out in the data processing agreement / DPA also apply.

3. Personal data we (may) process

Depending on how you use our website and services, we may process the following personal data:

A. Website and contact

• Name, company name, job title
• Email address, phone number
• Content of messages (contact form, email, chat)
• Marketing preferences (opt-in/opt-out)
• Technical data: IP address, browser, device, cookie IDs, session data
• Website usage: pages, clicks, referrer/UTM, interactions (if tracking/analytics is enabled)

B. Customers and users of the e-tailize app

• Account and login data (name, email, role, permissions)
• Customer administration (contact persons, settings, contract data)
• Invoicing and payment data (e.g. billing address, VAT details, payment status; payments run via Chargebee)
• Support data (tickets, chat history via Intercom, any attachments/logs)

C. Marketplace, order and integration data (where applicable)

If you use integrations (e.g. marketplaces, fulfilment, ERP/PIM), the following data may be processed within e-tailize:

• Order and shipping data
• Product and assortment data
• Stock and pricing data
• Returns and service cases
• (Depending on the integration) end-customer data such as name, delivery address, email and/or phone number

4. Special and/or sensitive personal data

We do not intend to process special categories of personal data. Should this nevertheless occur (e.g. because a user enters this themselves in free-text fields or supplies it via an integration), we will only process it to the extent necessary and appropriate to the purpose.

Our website/service is not directed at persons under the age of 16. If you believe we have collected data from a minor without consent, please email [email protected] and we will delete it.

5. Purposes and legal bases

We process personal data for the following purposes, on the basis of one or more legal grounds (GDPR):

Service provision and performance of contract

• Account management, onboarding, use of the application
• Integrations with external systems/marketplaces Legal basis: performance of contract

Invoicing and payments

• Subscriptions, invoices, payments via Chargebee Legal basis: performance of contract + legal obligation (administration)

Support and communication

• Answering questions, incidents, customer contact via Intercom, email and other channels Legal basis: performance of contract and/or legitimate interest

Sales, marketing and growth (broad)

• Demos, follow-up on requests
• Newsletters (via HubSpot)
• Campaigns, retargeting, advertising measurement (if enabled) Legal basis: consent (e.g. newsletter, marketing cookies) and/or legitimate interest (e.g. B2B contact, basic sales follow-up)

Improvement and security

• Analysis of usage, performance, logging, fraud prevention, security Legal basis: legitimate interest and/or performance of contract

Legal obligations

• Tax, administrative or other legal obligations Legal basis: legal obligation

6. Automated decision-making / profiling

We may use automated processing to improve our services (e.g. analytics, recommendations, AI-driven optimisations). In principle, we do not take decisions with significant consequences for individuals based solely on fully automated processing, unless this has been explicitly agreed or is permitted by law.

7. Retention periods

We do not retain personal data longer than necessary. Guidelines (broad but realistic):

• Leads / marketing contacts: up to 24 months after last contact, or earlier upon objection/unsubscribe
• Support tickets: up to 24 months after closure (unless longer retention is needed for evidence/claims)
• Customer accounts and application data: for the duration of the contract + up to 24 months thereafter (unless otherwise agreed)
• Invoices/financial administration: in accordance with statutory retention obligations (usually 7 years)
• Technical/security logs: typically 30 days to 12 months (depending on purpose/necessity)

8. Sharing personal data with third parties

We only share personal data where necessary for our services, business operations or legal obligations. This may include:

• Processors/suppliers (hosting, email, analytics, support tooling, CRM/marketing tooling)
• Chargebee (subscriptions/invoicing/payment processing)
• HubSpot (newsletter/marketing communication)
• Intercom (support & customer communication)
• Integrations/marketplaces/fulfilment/ERP/PIM that you as a customer activate
• Bookkeeper/accountant, advisors, and competent authorities where legally required

With parties acting as processors we conclude (where necessary) a data processing agreement and make arrangements regarding security and confidentiality.

9. Transfers outside the EEA

Some suppliers or sub-processors may process personal data outside the EEA. In that case we ensure appropriate safeguards, such as:

• an adequacy decision, or
• standard contractual clauses (SCCs) and additional measures where needed.

10. Security

We take appropriate technical and organisational measures, such as (where applicable):

• access management (roles/permissions), strong passwords and MFA
• encryption (in transit) and where possible at-rest
• logging and monitoring
• backups and recovery procedures
• data minimisation and internal authorisations

11. Your rights

You have the right to:

• access your personal data
• have data corrected
• have data deleted
• restrict processing
• object to processing
• withdraw consent (if processing is based on it)
• data portability

Send your request to [email protected]. To prevent misuse, we may ask for some form of verification (please redact your BSN and passport photo if you send any document).

Filing a complaint

You may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe we are not handling your data correctly.

Cookie Statement e-tailize

1. What are cookies

Cookies and similar technologies (such as pixels and local storage) are small files or scripts placed on your device when you visit our website. They help the website function, improve it and (where permitted) measure marketing.

2. Categories of cookies we (may) use

A. Strictly necessary cookies

Required for the website to function (e.g. security, load balancing, sessions). Consent: not required.

B. Preference cookies

Remember preferences (e.g. language, filled-in fields). Consent: depending on implementation (usually via banner).

C. Analytics cookies

Measure website usage to improve performance and content. This can be privacy-friendly (cookieless) or cookie-based. Consent: often required if not fully privacy-friendly.

D. Marketing/tracking cookies

For advertising measurement, retargeting and audience building (e.g. via pixels). Consent: always required in advance.

Important: when marketing/analytics tools are active, third parties may place cookies and process data. This only happens after you have given consent via the cookie banner (where configured).

3. Managing consent

On your first visit we display (if configured) a cookie banner allowing you to:

• accept cookies,
• reject them,
• or set preferences by category.

You can change your choice at any time via the cookie settings (often via a link in the footer) or via your browser settings.

4. Deleting cookies via your browser

You can also delete or block cookies via your browser settings. Note that the website may not work as well in that case.

5. Intercom, HubSpot and other tools

Because you use Intercom (support) and HubSpot (marketing/newsletter) among others, cookies may be placed (depending on configuration) for:

• chat functionality and support context,
• marketing attribution, forms and campaign measurement,
• email tracking (open/click) for newsletters (only if enabled and where permitted).

6. Cookie overview

For a complete cookie overview (name, provider, purpose, retention period) we recommend an automatic cookie register via your cookie banner/cookie tool. If you’d like, I can prepare a cookie table template that you can fill in (or have automatically generated).