1. Who We Are (Data Controller)

Company Name: ZM Textiles
Registered Address: Mechelsesteenweg 114, 1970 Wezembeek-Oppem, Belgium
Email: Info@zmtextiles.be
Phone: +32 488 56 42 66

We are the data controller responsible for your personal information collected through our website and business operations.

2. What Personal Data We Collect

Information You Provide to Us

When you place an order:

• Full name
• Email address
• Shipping address
• Billing address
• Phone number
• Order details and purchase history

When you create an account:

• Account login credentials (email and encrypted password)
• Saved addresses and preferences
• Order history

When you contact us:

• Name and email address
• Phone number (if provided)
• Message content and correspondence history

When you subscribe to our newsletter:

• Email address
• Name (optional)
• Marketing preferences

Information We Collect Automatically

When you visit our website:

• IP address
• Browser type and version
• Device information (type, operating system)
• Pages visited and time spent on site
• Referring website
• Cookies and similar tracking technologies (see Section 8)

Payment Information

We do not store your full credit card details. Payment information is processed securely by our payment service providers (Shopify Payments, PayPal, Bancontact, etc.) who are PCI-DSS compliant.

We may store:

• Last 4 digits of your card (for order reference)
• Card type (Visa, Mastercard, etc.)
• Payment method used
• Transaction ID

3. How We Use Your Personal Data

Legal Basis for Processing

We process your personal data based on the following legal grounds under GDPR:

Contract Performance (Art. 6(1)(b) GDPR):

• Processing and fulfilling your orders
• Shipping products to you
• Communicating about your order status
• Processing returns and refunds
• Providing customer support

Legal Obligation (Art. 6(1)(c) GDPR):

• Maintaining accounting records (Belgian law requires 7 years)
• Complying with tax obligations
• Responding to legal requests from authorities

Legitimate Interest (Art. 6(1)(f) GDPR):

• Fraud prevention and security
• Website analytics and improvement
• Internal business operations
• Responding to customer inquiries

Consent (Art. 6(1)(a) GDPR):

• Sending marketing emails and newsletters (you can withdraw consent anytime)
• Non-essential cookies (you can manage in cookie settings)
• Personalized product recommendations

4. How We Share Your Personal Data

Service Providers

We share your data with trusted third-party service providers who help us operate our business:

Shopify (E-commerce Platform):

• Hosts our website and stores order data
• Located in Canada and EU (GDPR compliant)
• Shopify Privacy Policy

Payment Processors:

• Shopify Payments, PayPal, Bancontact, iDEAL
• Process payments securely (PCI-DSS compliant)
• We do not receive or store full card details

Shipping Carriers:

• B Post (bpost) and other EU carriers
• Receive your name, address, and phone number for delivery

Email Service Provider:

• For order confirmations and marketing emails (with consent)
• GDPR compliant EU-based or adequacy-certified providers

Analytics Services:

• Google Analytics (anonymized IP addresses)
• Website performance and visitor analytics

Legal Requirements

We may disclose your personal data if required by law, court order, or government authority, or to protect our legal rights and safety.

Business Transfers

If ZM Textiles is acquired or merged with another company, your personal data may be transferred to the new owner. You will be notified of any such change.

We Do Not Sell Your Data

We never sell, rent, or trade your personal information to third parties for their marketing purposes.

5. International Data Transfers

Your data is primarily stored within the European Economic Area (EEA). When we use service providers outside the EEA (e.g., Shopify in Canada), we ensure:

• Adequate protection through EU Commission adequacy decisions
• Standard Contractual Clauses (SCCs) approved by the EU
• GDPR-compliant data processing agreements

6. How Long We Keep Your Data

Order and Customer Data: 7 years from last transaction (Belgian accounting law requirement)
Marketing Consent: Until you unsubscribe or withdraw consent
Website Analytics: 26 months (Google Analytics default)
Customer Support Inquiries: 3 years from last contact
Account Data: Until you request account deletion

After these periods, we securely delete or anonymize your data.

7. Your Rights Under GDPR

As a data subject in the EU, you have the following rights:

Right to Access (Art. 15 GDPR)

You can request a copy of all personal data we hold about you.

Right to Rectification (Art. 16 GDPR)

You can ask us to correct inaccurate or incomplete personal data.

Right to Erasure / "Right to be Forgotten" (Art. 17 GDPR)

You can request deletion of your personal data, except where we have a legal obligation to retain it (e.g., accounting records).

Right to Restriction of Processing (Art. 18 GDPR)

You can ask us to limit how we use your data in certain circumstances.

Right to Data Portability (Art. 20 GDPR)

You can request your data in a structured, commonly used, machine-readable format to transfer to another service.

Right to Object (Art. 21 GDPR)

You can object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent (Art. 7(3) GDPR)

Where processing is based on consent (e.g., marketing emails), you can withdraw consent at any time.

Right to Lodge a Complaint

You have the right to file a complaint with the Belgian Data Protection Authority:

Gegevensbeschermingsautoriteit (GBA) / Autorité de protection des données (APD)
Drukpersstraat 35, 1000 Brussels, Belgium
Website: www.gegevensbeschermingsautoriteit.be
Email: contact@apd-gba.be

How to Exercise Your Rights

To exercise any of these rights, contact us at:

Email: Info@zmtextiles.be
Phone: +32 488 56 42 66

We will respond to your request within 30 days as required by GDPR.

8. Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience.

Types of Cookies We Use

Essential Cookies (Required):

• Shopping cart functionality
• Secure login and checkout
• Website security
• These cannot be disabled as they are necessary for the website to function

Functional Cookies (Optional):

• Remember your preferences (language, currency)
• Improve user experience

Analytics Cookies (Optional):

• Google Analytics (anonymized)
• Understand how visitors use our site
• Improve website performance

Marketing Cookies (Optional, with consent):

• Track effectiveness of marketing campaigns
• Personalize content and ads

Managing Cookies

You can manage cookie preferences through:

• Our cookie consent banner (appears on first visit)
• Your browser settings (disable all or specific cookies)
• Opt-out tools: Google Analytics Opt-out

Note: Disabling essential cookies may affect website functionality.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

Technical Measures

• SSL/TLS Encryption: All data transmitted between your browser and our website is encrypted
• Secure Payment Processing: PCI-DSS compliant payment providers
• Secure Hosting: Shopify's secure, monitored servers
• Regular Security Updates: Software and systems kept up-to-date
• Access Controls: Limited employee access to personal data

Organizational Measures

• Staff training on data protection
• Data processing agreements with all service providers
• Regular security audits and assessments
• Incident response procedures

Data Breach Notification

In the unlikely event of a data breach affecting your personal data, we will notify you and the Belgian Data Protection Authority within 72 hours as required by GDPR.

10. Children's Privacy

Our website and services are not directed at children under 16 years of age. We do not knowingly collect personal data from children under 16.

If you are a parent or guardian and believe your child has provided us with personal data, please contact us at Info@zmtextiles.be and we will delete it.

11. Marketing Communications

Email Marketing

We will only send you marketing emails if you have:

• Opted in during checkout or account creation
• Subscribed to our newsletter
• Given explicit consent

Unsubscribe

You can unsubscribe from marketing emails at any time by:

• Clicking the "Unsubscribe" link in any marketing email
• Contacting us at Info@zmtextiles.be
• Updating your account preferences

Note: You will still receive transactional emails (order confirmations, shipping updates) as these are necessary for order fulfillment.

12. Third-Party Links

Our website may contain links to third-party websites (e.g., social media, payment providers). We are not responsible for the privacy practices of these external sites.

We recommend reviewing the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

When we make significant changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify you via email (if you have an account or subscription)
• Display a notice on our website

We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

ZM Textiles
Mechelsesteenweg 114
1970 Wezembeek-Oppem
Belgium

Email: Info@zmtextiles.be
Phone: +32 488 56 42 66
WhatsApp: +32 488 56 42 66

Response Time: We will respond to all privacy-related inquiries within 30 days as required by GDPR.

Complete contact information