Privacy policy

Who we are

ICESCAN is a product of BYA Management B.V., Prinses Marijkeweg 2L, 4191 XL Geldermalsen, the Netherlands (Dutch Chamber of Commerce no. 64675114). BYA Management B.V. is the controller for the processing of your personal data as described in this policy. Please send any questions or requests about privacy to info@icescan.nl.

When you place an order

To process, deliver and invoice your order, we keep:

• your name, address, email address and, if you provide them, your phone number and company name;
• what you ordered, the amounts, the payment status and the payment method;
• the invoices and any refunds, returns and messages about your order.

We need this data to perform the contract of sale. We keep invoices and the related data for 7 years, because the law requires us to (statutory tax retention obligation). You don't have an account with us: we recognise you by your email address.

Payment. You pay through Mollie B.V. on Mollie's secure payment page. We don't see or store any bank or card details; we're only told whether and how you have paid.

Delivery. To deliver your parcel, the carrier receives your name and address.

Contact form and email

If you send us a message, we use your name, email address and message only to answer your question. We keep the message for as long as we need it to deal with your question, and after that for no longer than two years.

Reviews

After your order, we ask you once whether you would like to write a review. If you do, we publish your review with the name you give us (for example your first name and the initial of your surname), the date and the product. If you would like your review removed, just email us.

Your ICESCAN and your emergency details

You fill in the details on your ICESCAN (for example emergency contacts, medication or allergies) yourself, through My ICESCAN. All you need for this is your email address; you log in with a code we email to you.

• You decide which details you fill in and what is visible.
• Anyone who scans your ICESCAN, or knows its link, can see the details you have made visible. You can protect sensitive sections with a password.
• Your details are stored encrypted. Even we can't simply view them.
• You can change or delete your details at any time.

Medical information is a special category of personal data under the GDPR. We only process it because you fill it in yourself and choose to do so, so that others can help you in an emergency.

Who else processes your data

We work with a small number of service providers. We have made arrangements with each of them to ensure your data is handled with care.

• Mollie B.V. (the Netherlands): payment for your order.
• Mailgun (sending from the EU): sending emails about your order.
• Our hosting provider: the servers that run the website, the shop and My ICESCAN.
• The carrier: delivering your parcel.
• Google Ireland Ltd. (Ireland): Google Analytics and Google Tag Manager, only if you give your consent (see below).

We don't sell your data or pass it on to others for their own purposes. We only disclose data to an authority if the law requires us to.

Cookies and analytics

We use cookies that are needed for the shop to work:

• session: remembers your basket and what you enter at checkout (30 days);
• admin: only for staff who log in to the shop's back office;
• icescan_taal: remembers the language you choose in the language menu, so icescan.nl opens in that language next time (1 year; only if you choose a language yourself).

We also count visits without cookies: which pages are viewed and where visitors come from, without IP addresses and without anything that identifies you.

Google Analytics, only with your consent. If you click "Accept" in the banner, we load Google Analytics through Google Tag Manager. This shows us which pages and products are viewed and how many orders come in through the site. Google Analytics sets the cookies _ga and _ga_… for this (for up to 2 years). When you place an order, we only send the order number, the products and the amounts, never your name, email address or postal address. Advertising features and Google Signals are switched off, and we keep data in Google Analytics for 14 months. Google may also process data outside the EU, under the EU-US Data Privacy Framework.

If you click "Decline" or don't make a choice, we don't load Google Analytics. We remember your choice in your browser (not in a cookie). You can change it at any time via "Cookie settings" at the bottom of every page; if you then choose "Decline", we delete the Google Analytics cookies.

Your rights

You have the right to access your data and to have it rectified or erased. You can also object to its use, or ask to receive your data in a file (data portability). Send your request to info@icescan.nl; we will respond within one month. Data we are required by law to keep (such as invoices) can only be erased once the retention period has ended.

If you are not happy with how we handle your data, please let us know. You can also lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.

Security

The website and My ICESCAN only work over a secure connection (https). Access to the shop's back office is restricted to staff who need it for their work and who log in with a passkey.

Changes

If we change this policy, the new version will appear on this page, with the date of the last change at the top.