privacy statement for suppliers and freelancers.

Zhen bv processes and stores personal data in relation to its suppliers and freelancers, handling this data with care and in compliance with applicable law.

This entails that Zhen bv:

• Processes personal data in line with the purposes for which they were provided. These purposes and types of personal data are described in the Privacy Policy.
• Limits the processing of personal data to only those data necessary for the purposes for which they are processed.
• Requests explicit consent if required for processing your personal data.
• Has taken appropriate technical and organizational measures to ensure the security of personal data.
• Does not transfer personal data to other parties unless necessary for fulfilling the purposes for which they were provided.
• Is aware of the rights of the personal data owner and aims to inform and respect these rights.

Zhen bv is responsible for processing your personal data. If you have questions about this privacy statement, please contact Zhen bv.

Note: If you are not a supplier or freelancer of Zhen bv, this statement may not apply to you. Our other privacy policies can be found on this page.

who are we?

We are Zhen bv.

Our headquarters is located at Halleboomstraat 1, 3020 Herent, and we are registered in the Crossroads Bank under number 0823587804.

You can contact us via email at info@rainpharma.be or by phone at +32 (0)16 22 43 30.

what personal data do we collect about you?

We may process the following information about you:

• Identification data – name, title, address, previous addresses, phone number, identification data assigned by the controller, electronic identification data.
• Visual recordings – photos and videos you provide us (whether via social media or otherwise) or are made at our events.
• Profession and position – when noting your name, it may be linked to your business or the company you work for, so we maintain professional data accordingly.
• Audio recordings – in photos and videos you provide us or are taken at our events.
• Financial data – account number, outstanding invoices, annual accounts.
• Family composition – We value personal connections, so we sometimes note information about your family (names, ages, something distinctive about them) to better know you and greet you personally.
• Leisure activities and interests – Collected solely to get to know you better and greet you personally.
• Education and training – Since we provide training to our retail points, we track the training you have completed with us. We may also know your education based on your type of business (e.g., physiotherapy, pharmacy, etc.).

how do we collect information about you?

We obtain data in various ways, including:

• Directly from you
• Through social media and internet searches
• From the Crossroads Bank of Enterprises, when you live at your business address or are registered as a sole proprietor
• From the directors of the company you work for

why is personal data processed?.

Personal data is processed by Zhen bv to establish and execute agreements with suppliers and freelancers. This includes placing and tracking orders, fulfilling other agreements with suppliers and freelancers, managing individual contacts, and handling legal and accounting obligations.

Processing is mainly digital, with limited paper processing. Data is digitally stored on computers, phones, cloud services, mailing platforms, Zhen bv's order platform, social media, government and tax platforms.

Zhen bv only processes the obtained personal data for the above purposes. If Zhen bv plans to process data for other purposes, it will contact you first to allow you to object. Zhen bv will provide information about the new purpose and relevant details.

legal grounds for processing.

Each of the purposes mentioned above has a legal basis, explained below.

• Contract execution: Primarily, Zhen bv processes personal data to fulfill purchase agreements with suppliers and freelancers.
• Legal obligation: Zhen bv processes personal data to meet legal requirements, such as accounting obligations, VAT, etc.
• Legitimate interest: Occasionally, processing is necessary for Zhen bv or a third party's legitimate interests. In these cases, Zhen bv assesses whether your rights and freedoms outweigh these interests and only proceeds if they do not.
• Consent: When possible, Zhen bv will seek consent for processing.

consequences of not providing personal data.

Zhen bv will inform you in advance about situations in which you are required to provide personal data. This is necessary, for example, if Zhen bv must process personal data due to a legal or contractual obligation or because it is an essential requirement for concluding an agreement.

In these cases, Zhen bv will inform you of the consequences of any refusal to provide personal data. Generally, if someone refuses to make certain personal data available, Zhen bv may attach consequences to this refusal.

data transfers.

 

Zhen bv may, in some cases, be required to share your personal data with third-party recipients. In any event, personal data will only be shared on a need-to-know basis with recipients who process data for specific purposes. Zhen bv always takes the necessary security measures during transfer and with respect to recipients to ensure the confidentiality and integrity of personal data.

Transfers to third parties may take various forms, as described below:

• Zhen bv may request a third party, a processor, to process personal data solely for and on behalf of the organization. The processor may not use this personal data for purposes other than those for which Zhen bv engaged the processor.
• Zhen bv may choose to work with processors providing services at the request of Zhen bv, such as transport companies, rental services, legal advisors, and other professional service providers.
• Zhen bv will only engage processors and share personal data with them if processing agreements have been concluded that meet the legal requirements. The GDPR stipulates that the agreement must include a clause stating that the processor can only process personal data on Zhen bv’s instructions, that the processor must assist Zhen bv upon request, and that data must remain confidential. Part of this processing agreement also includes the security measures the processor must implement before processing the personal data and throughout the entire duration of processing to maintain data confidentiality and integrity.
• Zhen bv will take the necessary measures if it finds that processors do not comply with the obligations under the agreement.

transfer to third countries – outside the European Economic Area.

It is also possible that Zhen bv transfers your personal data to parties located in third countries, which are countries outside the European Economic Area (i.e., the European Union, Norway, Iceland, and Liechtenstein).

Such transfers are possible if the recipient country offers sufficient legal safeguards for the protection of your personal data and has been deemed adequate by the European Commission. In other cases, Zhen bv has signed a model contract with the recipient to provide an equivalent level of protection as in Europe.

For situations where this has not been done or is not possible, Zhen bv may still transfer the personal data of the individual concerned, provided consent has been obtained from the individual within the bounds of the relationship with Zhen bv. To facilitate such transfers and processing in those cases, the organization will, if applicable, ask the individual whether they agree to this occasional transfer to third countries.

If more information or a copy of the safeguards for these international transfers of personal data is desired, the procedure described in this privacy statement can always be followed.

retention periods.

Data is retained as long as necessary for its purpose and for up to seven years after this, unless other legal or accounting requirements apply.

data security.

Zhen bv uses generally accepted and reasonable security measures that align with current technological developments to protect against data loss, misuse, alteration, or destruction.

rights of the data owner.

You have the right to access, correct, or delete your personal data held by Zhen bv.

To contact Zhen bv, refer to point 1 of this Privacy Policy. Zhen bv may request appropriate identification.

You may also object to processing by Zhen bv or one of its processors and request data portability.

complaints.

If you have a complaint, Zhen bv requests that you contact them first. You may also file a complaint with the Data Protection Authority.

privacy statement changes.

Zhen bv may modify its privacy statement. This will be announced via the website and/or the order platform. The last modification was made on 12/21/2023.

applicable law and disputes.

This privacy statement is governed by Belgian law, with disputes being heard by the courts of Leuven, unless otherwise required by law.