Privacy statement
Version [date]
1. Who we are
Dutch Horizon ([Legal name]), located at [Address] and registered with the Netherlands Chamber of Commerce (KvK) under number [KvK number], is the controller for the processing of personal data through this website. Questions about privacy? Email [Email] or call [Phone].
2. Who this statement is for
This website is intended for business customers. Business contact also involves personal data, such as the name and email address of a contact person. This statement explains how we handle it.
3. What data we process, why and for how long
| Purpose | Data | Legal basis | Retention period |
|---|---|---|---|
| Handling enquiries and contact messages (quotation, information, bespoke mix, export, services, substrate finder) | Company name, name, email address, phone number, country, company registration and VAT number (if provided), your message and the details of your enquiry, such as product, quantity, mix recipe or export details | Steps prior to entering into a contract; legitimate interest (answering your question) | [24 months] after the last contact about the enquiry |
| Performing quotations and contracts | The data above, quotation and delivery details, delivery address | Performance of the contract; legal obligation | [7 years] for data subject to the statutory tax retention period; other data as for the enquiry |
| Confirming your enquiry by email | Name, email address, summary of your enquiry | Steps prior to entering into a contract | As for the enquiry |
| Recording that you have seen the privacy statement | Time of your acknowledgement | Legitimate interest (being able to show how we informed you) | As for the enquiry |
| Preventing misuse and spam | A pseudonymised code (hash) of your IP address, time, the page from which you sent the enquiry | Legitimate interest (security) | As for the enquiry; enquiries marked as spam are deleted [within 30 days] |
| Answering questions through the assistant | Your question and the most recent messages of the conversation, the page on which you ask the question and, for the limit on the number of questions, a pseudonymised code (hash) of your IP address | [Legitimate interest (answering your question; security)] | We do not store the conversation. The code of your IP address expires once the time window of the limit has passed, or [the next day at the latest] if an external language model is switched on. |
| Website security and administration (server logs) | IP address, time, page requested, browser details | Legitimate interest (security) | Up to [90 days] |
Fields marked with an asterisk are needed to handle your enquiry. Phone number, company registration number and VAT number are optional. We do not store your IP address with an enquiry, only a pseudonymised code of it.
4. The assistant on this website
This website has an assistant, which you open with the button at the bottom right. The assistant is an automated system; you are not talking to a member of staff. It answers questions about our range, raw materials, bespoke mixes, packaging and export. It does not give prices; for a quote it refers you to the enquiry form.
By default the assistant puts its answer together from this website's own knowledge base, on our own server. Your question is then not passed on to any other party. We may also switch on a language model from an external provider. In that case we send your question and the most recent messages of the conversation to that provider, [Language model provider], which drafts the answer on our behalf as a processor. Before we switch on an external language model, we will conclude a data processing agreement with the provider.
We do not store your conversation on our server. We only keep daily counters: how many questions were asked and how they were answered. These counters contain no content of questions or answers and no IP address. The conversation itself is kept only in your browser, in the tab in which you use the assistant. It disappears when you close that tab or choose New conversation.
To prevent misuse, there is a limit on the number of questions you can ask in a short time. For this we use a pseudonymised code (hash) of your IP address, as we do for the forms. The code expires once the time window has passed. We do not store the IP address itself for this purpose. If an external language model is switched on, a limit per day also applies; we then keep that code [until the next day at the latest].
Please do not share personal data or confidential business information in the assistant. For a quote, use the enquiry form.
5. What we do not do
We do not take decisions based solely on automated processing and do not create profiles. We do not use your data for newsletters or other marketing, and we never sell it.
6. Who we share data with
Only with parties we need to handle your enquiry or order, and only to the extent necessary. Where required, we conclude a data processing agreement.
- website hosting: [Hosting provider];
- email delivery: [Email service provider];
- the language model for the assistant, only if we have switched on an external language model and only your question and the most recent messages of the conversation: [Language model provider];
- parties involved in transport and delivery, such as carriers and forwarders: [Carrier(s)];
- a laboratory, only for an analysis and only the data needed for it;
- accounting: [Accounting software/firm];
- competent authorities, such as customs, where legally required for export.
7. Transfers outside the EEA
We prefer to process data within the European Economic Area (EEA). For export, it may be necessary to share data with parties outside the EEA, such as a forwarder or authority in the destination country. We only do so to the extent necessary to perform our contract with you, or with appropriate safeguards such as the European Commission's standard contractual clauses.
8. Security
We protect data with appropriate technical and organisational measures, such as an encrypted connection (HTTPS), access to enquiries only for staff who need it, encrypted passwords for the administration area and pseudonymisation of IP addresses.
9. Your rights
You have the right to access, rectify or erase your data, to restrict processing, to object to processing based on legitimate interest and to data portability. Send your request to [Email]; we will respond within one month. To prevent misuse, we may ask you to verify your identity.
10. Complaints
Not satisfied with how we handle your data? Please let us know. You can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
11. Cookies
Please read our cookie policy.
12. Changes
We may amend this statement. The latest version is always available on this page.