Privacy & Cookie Policy

Your privacy is essential to us, and we operate in accordance with the General Data Protection Regulation (GDPR). This means that we:

• Clearly explain why and how we process personal data.
• Only collect data that is strictly necessary for our purposes.
• Ask for consent when required for processing personal data. Implement appropriate security measures and require the same from parties who process data on our behalf.
• Respect your rights, such as the right to access, modify, or delete your data.

We process your personal data for various purposes. For each purpose, we explain what data we collect, why we process it, and how long it is retained. Do you have questions or would you like to know exactly what data we have about you? Feel free to contact us using the contact details at the bottom of this document.

When you contact us via email, phone, our contact or support form, make an appointment, or approach us in any other way, we process data to handle your request. This may include the following personal data:

• Name
• Company name (for business contacts)
• Contact details, such as email address and phone number
• Place of residence
• Social media account
• Content of the message you provide

This data is used exclusively to effectively handle your questions, comments, or complaints.

Retention of contact details

The information you provide is retained to handle your question or complaint. This data is stored for as long as necessary for contact or up to a maximum of two years after the last contact moment, to ensure that your question or complaint has been handled satisfactorily.

In our web shop, you can create an account to place orders, although ordering without an account is also possible. When placing an order, we process the necessary data to handle it correctly. This includes:

• Account details
• Name
• Company name (for business contacts)
• Address
• Contact information, such as email address and phone number
• Payment details
• IP address
• Any additional information you provide with the order

This data is used exclusively to carefully process and complete your order.

Storing contact details

Data is retained for up to two years after your last account activity or after your most recent order. Certain information is stored longer if legally required, such as the fiscal retention obligation of seven years.

On our websites we display visual material that has been produced by us or our cooperation partners, exclusively with your permission. For this purpose, we may process the following data:

• Name
• Company name
• Contact details (email address and telephone number)
• Customer number
• Signature of the contact person
• Visual material
• Any personal information you share in visual material (such as videos) This data is handled carefully and only used for the agreed purposes.

Consent and Retention Period

We process this information based on your granted consent. The data will be stored until you decide to withdraw your consent. You can withdraw your consent at any time by contacting us.

After placing an order in our web shop, you can track it via our Track & Trace website. For this service, we process the following data:

• Name
• Contact information (email address and phone number)
• Order details
• Address

This data is stored for as long as necessary for the execution of the agreement.

When you make an appointment at one of our offices or showrooms, we process the following data to facilitate the appointment:

• Name
• Contact information (email address and telephone number)
• Company name (for business contact)
• Details of the appointment

This data will be stored in our calendar for up to two years after the appointment.

Camera Surveillance

When visiting our locations, camera footage of you may be recorded for the security of visitors, employees, and property. This is done based on a legitimate interest in safety. The footage is kept for a maximum of four weeks, unless there is an urgent reason to keep it longer.

Our applications, available in the App Store, Google Play and downloadable via our website, provide access to our services. For their use, we process the following data:

• Name
• Login details
• Apple ID or Google Play account (when using our beta apps)
• Contact information (email address and phone number)
• Location data (when using the delivery module)

This data is stored as long as you use the app or up to two years after your last account activity, assuming you no longer wish to use our services.

Notifications When using our applications, you can choose to receive notifications, such as alerts about new messages within the app. These notifications appear directly on your device.

For this we process:

• Unique user ID

This data is used exclusively with your consent. The information is stored until you withdraw your consent. You can adjust this at any time via the app settings.

Our websites contain blogs in which we share updates and insights about topics such as automation, hospitality software, trends in the hospitality sector, and news about Vrodex.

You can sign up for the Vrodex newsletter through our website. With your permission, you will receive weekly or monthly emails with updates about promotions, discounts, new products and services, and other relevant developments. Additionally, if desired, we can send personalized messages based on your account.

For sending the newsletter, we process:

• Name
• Company name
• Email address

This data is stored as long as you remain subscribed. Unsubscribing is simple and can be done at any time via the link at the bottom of the newsletter. Important updates about Vrodex are typically displayed directly in the Vrodex dashboard.

To optimize our services, you can complete a survey providing feedback about our service. This data is processed based on our legitimate interest to improve the quality of our services.

For this we process:

• Name
• Email address
• Your answers in the survey

The data is kept for a maximum of two years after completing the survey or placing a review, unless you withdraw your consent earlier.

For purchasing products from our suppliers, we process the necessary data to correctly handle orders and agreements.

The following data is processed:

• Company name
• Business address
• Name of the contact person
• Contact information (email address and phone number)
• Financial data
• Any additional information you share with us

This data is stored as long as the agreement is in effect. Some data is kept longer if legally required, for example due to a fiscal retention obligation of seven years.

When you apply for a vacancy or submit an open application, we process your data to evaluate your application and potentially prepare an employment contract.

We process the following data:

• Name and address details
• Contact information (email address and phone number)
• Curriculum Vitae (CV)
• Cover letter
• Passport photo
• LinkedIn profile
• Salary indication
• References
• Any additional information you send

Retention period for application data

• Data is kept for up to 6 weeks after filling the vacancy, so we can contact you if the position becomes available again during the probation period.
• With your consent, we can keep the data for a maximum of one year for future positions. You can withdraw this consent at any time by emailing us.
• Upon employment, application data is added to your personnel file and kept according to legal obligations, for up to two years after employment.

Social media and internet research

As part of the application procedure, we may conduct research via public sources, such as Google and social media, to protect our image. This is done exclusively based on public information and will be discussed with you. If you object to this, you can indicate this in your application.

We only share your data with third parties when this is permitted under applicable legislation. This can happen in the following situations:

• When third parties are engaged to process data on our behalf.
• If there is a legal basis for sharing data.
• When we are legally obligated, for example at the request of authorities such as the police during an investigation.

Parties that may have access to your data:

• IT and hosting providers
• Suppliers and service providers
• Telecom providers
• Cookie and tracking service providers
• Payment and collection services
• Postal and delivery services
• Marketing companies
• Partners and external advisors
• Government agencies, such as the Tax Authority or municipalities

When data is shared with suppliers outside the European Economic Area (EEA), we ensure appropriate measures to protect your privacy, such as the use of standard contractual clauses.

This statement applies exclusively to Vrodex services. We are not responsible for the privacy policy of external websites that are accessible via links on our website.

Social media buttons are integrated on our websites allowing you to navigate directly to the respective platforms. With these, you can follow our page or share content within your network. Additionally, you may encounter advertisements on your social media accounts.

These buttons work with code originating from the social media platforms themselves. For more information about how these platforms handle your personal data, please consult their privacy statements.

Our website uses cookies from both our own and external parties. Cookies are small data files that can be automatically placed on or read from your device (such as a computer, tablet or smartphone) via the web browser during your visit to the website.

During your first visit to our website, you will receive a notification explaining the use of cookies. If necessary, we ask for your permission to place certain cookies.

An overview of the cookies we use can be found in the tables below.

Cookie Management You can set your web browser to store cookies only with your consent. Consult your browser’s manual for more information on this. Please note that some websites may not function optimally if cookies are disabled.

Deleting Cookies Cookies often have a set expiration date, after which they are automatically deleted. However, you can also choose to delete cookies manually before this date expires. Consult your browser’s manual for this. Step-by-step instructions on how to block or delete cookies can be found on the websites of the various browsers.

Google Chrome Microsoft Edge Mozilla Firefox Safari

Necessary cookies These cookies ensure that basic functions such as page navigation, login credentials, and chat functionality work correctly. They remember your preferences and make it possible to fill out forms.

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