privacy statement for (potential) points of sale.

Zhen BV processes and stores personal data within the context of its relationship with its points of sale or potential points of sale. Care is taken with this data, and applicable law is respected.

This means that Zhen BV:

  • Processes personal data in line with the purpose for which it was provided. These purposes and types of personal data are described in the Privacy Statement.
  • Limits the processing of personal data to only those data necessary for the purposes for which they are processed.
  • Requests explicit consent if needed to process your personal data.
  • Takes appropriate technical and organizational measures to ensure the security of personal data.
  • Does not transfer personal data to other parties unless necessary for the purposes for which it was provided.
  • Is aware of your rights regarding your personal data and seeks to inform and respect these rights.

Zhen BV is responsible for processing your personal data. For questions about this privacy statement, you can contact Zhen BV.

Note: If you are not a point of sale or a candidate point of sale, this statement may not apply to you. You can find our other privacy statements on this page.

who are we?

We are Zhen BV.

Our headquarters is located at Halleboomstraat 1, 3020 Herent. We are registered with the Crossroads Bank for Enterprises under number 0823587804.

You can always 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?

The personal data we collect about you depend on the phase of our collaboration, specifically whether you (or your business) are a candidate point of sale or an existing point of sale.

  • Identification data – name, title, address, previous addresses, phone number, identification data assigned by the responsible party, electronic identification data.
  • Image recordings – photos and videos that you provide us (possibly via social media) or that are taken at our events.
  • Profession and position – when we record your personal name, it may be linked to your business or the business for which you work. In that case, we retain data about your profession.
  • Audio recordings – in photos and videos that you provide us (possibly via social media) or that are taken at our events.
  • Financial data – bank account number, outstanding invoices, annual accounts.
  • Family composition – We appreciate being able to greet you personally and consider it important to get to know the person behind the business. We may also note information about your family (names, ages, something distinctive). This information is used solely to get to know you better so we can greet you personally.
  • Leisure activities and interests – This data is also collected solely to get to know you better.
  • Education and training – Since we offer training to our points of sale, we naturally know which training you have followed. In addition, we often know what you studied based on your business (e.g., physical therapy, pharmacy, beauty institute).
  • Other – We also retain data about the orders you have placed with us.

how do we collect information about you?

We obtain data in several ways, namely:

  • Directly from you, including during intake.
  • By conducting research on social media and the internet.
  • From the Crossroads Bank for Enterprises, if you live at your business address or are registered as a sole trader.
  • From directors of the company you work for.

why is personal data processed?

Zhen BV processes personal data to establish and execute agreements with points of sale, both in a narrow and broad sense.

Processing is mainly digital, with very limited paper processing. Data is digitally stored on computers and phones, in the cloud, on Zhen BV’s order platform, social media, the government, and tax platforms.

purposes for processing personal data include:

  • Onboarding new points of sale: calling, intake interviews, creating accounts, visiting points of sale, sending sample packages, prospecting.
  • Conducting B2B marketing: customer mailings, WhatsApp groups with customers, Zoom sessions, individual contacts, sending tokens and gifts.
  • Executing the sales contract with points of sale: invoicing and order follow-up, keeping points of sale informed about Zhen BV’s activities (mailings and WhatsApp groups), individual contacts with points of sale, Zoom contacts, providing training, recovering outstanding invoices.

Zhen BV processes the collected personal data solely for these purposes. Should Zhen BV intend to process personal data for other purposes, it will contact you in advance to give you the opportunity to object to further processing. Zhen BV will also provide information about the new purpose and other relevant details.

legal grounds for processing.

The processing activities described above have at least one legal basis. These bases are explained below.

  • Execution of the contract: Zhen BV processes personal data to execute the sales contract.
  • Legal obligation: Zhen BV processes personal data to meet a legal requirement, for instance, regarding accounting obligations, VAT, etc.
  • Legitimate interest: In some cases, personal data processing is necessary to safeguard Zhen BV’s or a third party's legitimate interests. Zhen BV assesses whether your interests and fundamental rights override these legitimate interests. Only if this is not the case does Zhen BV process personal data on this basis.

If personal data processing is based on the legitimate interests legal ground, Zhen BV will inform you and specify these legitimate interests.

  • Consent: When possible, Zhen BV will request consent for processing.

consequences of not providing personal data.

Zhen BV informs you in advance if you are required to provide personal data. This may be necessary if Zhen BV must process data due to a legal or contractual obligation or because it is essential to conclude an agreement.

In these cases, Zhen BV informs you about the consequences of a refusal to provide data. Generally, if someone refuses to provide certain data, Zhen BV may impose consequences.

transfer of personal data.

In some cases, Zhen BV may be required to transfer personal data to third-party recipients. The data is only shared on a need-to-know basis with these recipients, who process it for specific purposes. Zhen BV always takes necessary security measures during and after data transfer to ensure confidentiality and integrity.

data retention periods.

Data is retained as long as necessary for the purpose for which it was collected and for up to five years after that purpose is fulfilled or after you are no longer a customer, unless there are other legal and accounting obligations.

data security.

Zhen BV uses generally accepted, reasonable technologies in line with current technological developments to protect against loss, misuse, alteration, or destruction of any communicated data.

data owner rights.

You always have the right to access, correct, or delete the personal data Zhen BV holds about you.

You may also object to the processing of your personal data (or parts thereof) by Zhen BV or one of its processors.

You also have the right to have data provided by Zhen BV transferred to you or directly to another party upon your request.

complaints.

If you have a complaint about the processing of your personal data, Zhen BV requests that you first contact them. You also have the right to file a complaint with the Data Protection Authority, the supervisory authority for privacy protection.

changes to the privacy statement.

Zhen BV may change its privacy statement. These changes will be announced via the website and/or the order platform. The latest change was made on 21/12/2023.

applicable law and disputes.

This privacy statement is governed by and interpreted in accordance with Belgian law. The competent courts for disputes regarding this privacy statement are those in Leuven, unless otherwise provided by law.