Privacy Policy

Privacy Policy

1. Who are we?

JustBite BV, with its registered office at Paulatemstraat 59B, 9630 Zwalm, Belgium, and registered with the Crossroads Bank for Enterprises under number 0742.811.152, is responsible for the processing of personal data as described in this privacy policy.

Do you have any questions about the processing of your personal data? Please contact us at info@justbite.eu.

2. Who does this privacy policy apply to?

This privacy policy applies to visitors to our websites, users of our wholesale portal and persons who contact us, request a quotation, place an order, subscribe to our communications or otherwise have a business relationship with JustBite.

3. What personal data do we process?

Depending on your interaction with JustBite, we may process the following data:

• name, position and company name;
• email address and telephone number;
• delivery and billing details;
• company registration and VAT details;
• information relating to quotations, orders, subscriptions and deliveries;
• account and login details for the wholesale portal;
• communications with our customer service team and other employees;
• information you provide through forms, by email or during a meeting;
• technical data, such as your IP address, device, browser and use of our website.

When you voluntarily provide dietary, allergen or other specific information for an order, we process this information only to fulfil your request or order correctly.

4. How do we collect your data?

We primarily receive personal data directly from you when you:

• request a quotation or information;
• complete a contact form or another online form;
• create an account or place an order through our wholesale portal;
• contact us by email, telephone or another communication channel;
• participate in a meeting or commercial discussion;
• subscribe to our newsletter or marketing communications.

In some cases, we receive contact details from your employer, a colleague, a business partner or publicly available business sources.

5. Why do we process your data?

We process personal data for the following purposes:

• responding to and following up on questions and quotation requests;
• creating and managing customer accounts;
• processing, delivering and invoicing orders;
• managing subscriptions and business customer relationships;
• providing customer service and handling complaints;
• maintaining our accounts and complying with legal obligations;
• securing, maintaining and improving our websites, systems and services;
• sending relevant commercial communications;
• creating internal meeting reports, notes and follow-up actions.

Depending on the processing activity, we rely on the performance of a contract, taking steps before entering into a contract, compliance with a legal obligation, your consent or our legitimate interest in managing and improving our services and business relationships.

Where personal data is necessary to process an order, quotation or other request, we may be unable to process it if you do not provide the required information.

6. Meetings and transcripts

For certain business meetings, we may use software to create a recording, transcript, summary or report. Participants will be informed of this in advance or at the start of the meeting.

This information is used exclusively for reporting, internal follow-up and carrying out the agreements made.

7. Cookies and website analytics

Our websites use cookies and similar technologies, including for website functionality, analytics and marketing. Further information about the cookies used, their purposes and how you can manage your preferences can be found in our separate cookie policy.

8. Marketing communications

We may use your personal data to send you newsletters, product information, offers and other relevant business communications.

This is based on your consent or, for existing business relationships and where legally permitted, our legitimate interest. You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us at info@justbite.eu.

9. Who do we share your data with?

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

• our website, online shop and IT infrastructure;
• email, file storage and business communications;
• customer management and CRM;
• online forms;
• accounting, invoicing and payments;
• meeting recording, transcripts and notes;
• shipping and logistics;
• website analytics and marketing.

To deliver orders, we share the necessary contact, address and delivery details with logistics partners and carriers.

We do not sell your personal data. Our service providers may only process the data for the agreed purposes and must take appropriate technical and organisational measures to protect it.

10. Processing outside the European Economic Area

Some of our international service providers may process personal data outside the European Economic Area.

Where this occurs, we rely on a valid adequacy decision, approved standard contractual clauses or other legally recognised safeguards to protect your personal data.

11. How long do we retain your data?

We do not retain personal data for longer than is necessary for the purpose for which it was collected.

The specific retention period depends on the type of data and the processing activity. We take into account, among other things:

• the duration of the customer or business relationship;
• the performance and follow-up of orders and agreements;
• statutory accounting and tax retention periods;
• the handling of complaints or potential disputes;
• the validity of your consent;
• our legitimate business interests.

Data used exclusively for marketing purposes is retained until you unsubscribe or object, unless we are required to retain it for another valid reason.

12. How do we protect your data?

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

Access to personal data is restricted to employees and service providers who require it to perform their duties.

13. What rights do you have?

Depending on the processing activity, you have the right to:

• request access to your personal data;
• have inaccurate or incomplete data corrected;
• request the deletion of your data;
• request the restriction of the processing of your data;
• object to processing, including direct marketing;
• receive your data in a portable format;
• withdraw your consent at any time.

These rights are not absolute. For example, we may be unable to delete certain data where we are legally required to retain it.

You can exercise your rights by sending an email to info@justbite.eu. To prevent data from being disclosed to the wrong person, we may ask you to confirm your identity.

14. Complaints

Do you have a question or complaint about the way we process your personal data? Please contact us first at info@justbite.eu, so that we can work together to find a solution.

You also have the right to lodge a complaint with:

Belgian Data Protection Authority
Rue de la Presse 35
1000 Brussels
Belgium
www.dataprotectionauthority.be

15. Changes to this privacy policy

We may amend this privacy policy when our services, working methods or legal obligations change. The most recent version is always available on our website. The date at the top indicates when the privacy policy was last updated.