123BigBags B.V. privacy policy

Last modified: 8 January 2025

At 123BigBags B.V. (“123BigBags,” “we,” “us,” or “our”), we highly value the protection of your privacy. In this privacy policy, we explain how we collect, use, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and any applicable national legislation within the European Union.

• 123BigBags acts as a controller of personal data when we collect information from you while you browse or interact with our website, sign up for an account, place orders, subscribe to newsletters, or otherwise engage with us directly. We use this data to provide our products and services, process your orders, contact you about relevant offers, and improve or promote our products and services.

• In some situations, 123BigBags may also act as a processor when we handle personal data on behalf of third parties who separately determine the purpose and means of processing (such as a partner supplementing our core services). These relationships are governed by separate data processing agreements.

For the purposes of this privacy policy, “personal data” means any information relating to an identified or identifiable individual. This privacy policy describes your choices and rights concerning your personal data, including your rights of access and correction. If you have questions or concerns, please see the contact us section below.

What is covered in this privacy policy

1. What information we collect and process

2. How we use personal data & legal bases

3. How we share personal data

4. Third-party platforms and services

5. How we transfer personal data internationally

6. How we store and secure personal data

7. Cookies and similar technologies

8. Your privacy rights and choices

9. Other important privacy information

10. Contact us

1. What information we collect and process

1.1 Information you provide to 123BigBags

We collect personal data when you:

• Place an order: Your name, billing/shipping address, phone number, and payment details.

• Create an account: Your email address, securely hashed password, and any other profile details you share (e.g., first name, last name, date of birth if needed).

• Subscribe to our newsletter: Your name and email address to send promotional or informative emails.

• Contact us: Any personal data you provide when inquiring about our products or services (through phone, email, or chat).

1.2 Information we collect automatically

We collect certain information automatically to improve our services and provide you with a better user experience. This includes:

• Device and usage data: Information such as your IP address, approximate location, browser type, device details, pages you view, referral URLs, and clicks. This helps us understand how our website is used and optimize it for different devices and user preferences.

• Account activity: Data related to your interactions with your account, such as logins, order history, returns initiated, and updates to your account settings. This allows us to streamline your experience, address issues more effectively, and enhance the services we offer.

1.3 Information from third parties

We may receive information from:

• Payment & shipping partners about payment status and logistics.

• Analytics & marketing platforms providing aggregated or anonymized usage statistics.

2. How we use personal data & legal bases

2.1 To Process Orders and Fulfill Purchases

We use your personal data to handle your purchases, process payments, and arrange for shipping. For example, we use your billing and shipping information to ensure your order is delivered and processed correctly. This processing is necessary to fulfill our contractual obligations.

2.2 To Manage and Maintain Your Account

We use your account information to create and manage your user profile. This includes saving your preferences, streamlining repeat orders or returns, and ensuring secure account access. Depending on the context, this processing may be necessary for contractual purposes or rely on our legitimate interest in providing a seamless and secure user experience.

2.3 To Provide Customer Support and Communicate with You

We use your data to respond to your inquiries, provide updates on your orders, and manage customer relationships. For instance, we may use your contact information to notify you of order changes or respond to service-related questions. This processing is typically required to fulfill a contract or relies on our legitimate interest in ensuring effective communication.

2.4 To Send Marketing Communications

If you consent, we may use your email address or other contact details to send newsletters, promotions, or special offers. If you are an existing customer, we may rely on our legitimate interest to inform you about similar products or services that may interest you. You can opt out of these communications at any time through the provided unsubscribe link or other means.

2.5 To Improve Our Website and Services

We collect and analyze usage data to improve our website, perform A/B testing, identify bugs, and enhance your overall user experience. For example, we may track how visitors interact with our site to determine which features are most effective. This processing is based on our legitimate interest in optimizing our services.

2.6 To Comply with Legal Obligations

We process your data to meet legal, tax, accounting, and regulatory requirements. For example, we may retain transaction records for tax purposes or provide information in response to lawful requests from regulatory authorities. This processing is necessary to comply with legal obligations.

2.7 Legal Basis for Processing Personal Data (EEA and UK Residents)

If you are located in the European Economic Area (EEA) or the United Kingdom (UK), our legal basis for processing your personal data is outlined under the General Data Protection Regulation (GDPR):

• Contractual necessity (Art. 6(1)(b)): For tasks essential to fulfilling a contract, such as processing your orders.

• Consent (Art. 6(1)(a)): For activities like sending promotional emails, where you have provided explicit consent.

• Legitimate interest (Art. 6(1)(f)): For activities such as account management, website optimization, or marketing to existing customers.

• Legal obligation (Art. 6(1)(c)): When we are required to process data to comply with applicable laws.

If we request your personal data for legal or contractual reasons, we will inform you at the point of collection and explain whether providing the data is mandatory, along with the consequences of not doing so. Similarly, if we process your data based on legitimate interests, we will clarify what those interests are.

3. How we share personal data

1. Service providers
   We share data with third-party service providers that assist us in payment processing, shipping, analytics, marketing, CRM, and other operational tasks. These providers are bound by data processing agreements ensuring confidentiality and security.

2. Legal compliance and protection
   We may disclose personal data to comply with a legal obligation, protect our rights, or respond to valid requests from public authorities.

3. Business transfers
   If we undergo a merger, acquisition, or sale of assets, personal data may be transferred as part of that deal. We will notify you of any such changes and outline any choices you may have regarding your data.

4. Third-party platforms and services

Below is a list of categories of organizations we may share your personal data with or that may receive/access data for specific purposes. Each category may include multiple individual providers or partners:

1. Payment service providers
   Handle and process payment information, validate payment methods, and manage refunds or disputes.

2. Logistics and shipping partners
   Fulfill product deliveries, manage returns, and update you on shipping statuses.

3. Analytics and performance tools
   Track website usage, measure site performance, and analyze user behavior (consent-based).

4. Marketing and advertising networks
   Place targeted ads, collect ad performance metrics, create custom audience lists (consent-based).

5. Customer relationship management (CRM) and email service providers
   Maintain customer profiles, send transactional/marketing emails, and manage newsletters.

6. Fraud prevention and security tools
   Detect suspicious activity and protect against unauthorized account access or spam.

7. Accounting and bookkeeping platforms
   Store financial data, invoices, and fulfill tax/accounting obligations.

8. E-commerce integrations
   Manage listings on marketplaces, synchronize product data, handle order details in multi-channel environments.

9. Consent and tag management systems
   Deploy or manage cookies/scripts and record user preferences regarding tracking or analytics.

10. Third-party IT or hosting providers
    Offer server infrastructure, cloud storage, or security solutions to ensure stable website functionality.

Retention periods for each category vary based on legal requirements or operational needs. For example, analytics data may be kept for up to 2 years, while accounting records can be retained for up to 7 years under tax laws. Payment data often follows local financial retention obligations. You can refer to our cookies and similar technologies or contact us for more details.

5. How we transfer personal data internationally

Currently, our servers and data storage are located within the European Union, and we do not transfer your personal data outside the EEA. Should this change, we will implement appropriate safeguards (such as Standard Contractual Clauses) and update this policy accordingly.

6. How we store and secure personal data

1. Data retention
   We keep your personal data for as long as necessary to fulfill the purposes described in this policy or as required by law. If you request deletion, we will remove your data unless legal obligations require otherwise (e.g., tax or accounting rules).

2. Security measures
   We implement organizational, technical, and administrative measures to protect your data against unauthorized access, alteration, or destruction. If you notice any misuse or breach, please contact us immediately.

7. Cookies and similar technologies

We use cookies, pixels, and similar technologies to enhance your browsing experience, analyze site traffic, and display relevant ads.

Click here to view our cookie statement, where you can find more details about:

• Functional cookies: Enable core site functionality

• Analytical cookies: Help us understand how you use our site

• Marketing cookies: Track browsing habits for personalized ads

You can manage or disable cookies at any time via your browser settings, though doing so may affect website functionality.

8. Your privacy rights and choices

Under the GDPR, you have the following rights regarding your personal data:

• Access: Request a copy of your personal data.

• Rectification: Correct inaccurate or incomplete information.

• Erasure: Ask us to delete your data unless we must keep it for a legal obligation.

• Object/restrict: Object to certain processing activities or request we limit them.

• Withdraw consent: If processing is based on consent, you can withdraw it at any time.

• Data portability: Request we transfer your data to you or another party.

If you believe we are processing your data unlawfully or are unsatisfied with our response, you have the right to lodge a complaint with your local data protection authority in the EU country where you reside or work.

To exercise any of these rights, please see the contact us section. We may verify your identity before fulfilling certain requests.

9. Other important privacy information

9.1 Automated decision-making

We may use automated systems for fraud detection, payment checks, or similar activities. If an automated decision significantly impacts you, you can request human review or challenge the outcome by contacting us.

9.2 Updates to this privacy policy

We may revise this privacy policy from time to time to reflect changes in our practices or for legal reasons. The “Last modified” date at the top indicates the latest update. If we make significant changes, we will notify you (for example, via email or a prominent notice on our homepage).

10. Contact us

If you have any questions about this privacy policy, want to request changes to your data, or wish to exercise your privacy rights, contact us at:

123BigBags B.V.
Kruiskade 117, 3012 EG Rotterdam, The Netherlands
Phone: +31 10 307 27 35
Email: support@123bigbags.com

Data protection officer: Krijn Degenkamp (please contact us first, and we will connect you with him).

We appreciate your trust in 123BigBags and are committed to safeguarding your personal data. If you have any concerns about how we handle your information, we encourage you to reach out to us at any time.