Privacy Policy
Privacy Policy
How FotoTrailer handles your personal data
Version 1.0 | Effective 16 July 2026 | fototrailer.nl
FotoTrailer takes the protection of your personal data seriously. This policy explains what we collect, why we collect it, how long we keep it, who we share it with, and what rights you have. It applies to fototrailer.nl, to our WhatsApp and email contact, to our shop, and to our photography and branding services.
This policy is written to meet the requirements of Regulation (EU) 2016/679, the General Data Protection Regulation, and the Dutch Telecommunications Act as it applies to cookies.
1. Who is responsible for your data
The controller of your personal data is:
| Detail | Value |
|---|---|
| Trade name | FotoTrailer |
| Registered legal name and legal form | TO BE CONFIRMED FROM THE CHAMBER OF COMMERCE EXTRACT |
| Address | De Ibis 1, 7609 ES Almelo, The Netherlands |
| Chamber of Commerce (KvK) number | TO BE CONFIRMED (public sources conflict) |
| Email for privacy matters | info@fototrailer.nl |
| Telephone | +31 546 43 33 90 |
| Availability | Monday to Friday, 09:00 to 17:00 CET |
We are not required to appoint a Data Protection Officer, because we do not carry out large scale monitoring and do not process special categories of data on a large scale. Privacy questions are handled by our team at the address above.
2. What data we collect
Data you give us when you order
Name, and the name of your stable or company
Billing and delivery address
Email address and telephone number
VAT number, where you order as a business
Order details, product options, sizes, colours and quantities
Payment status and transaction reference. We never see or store your full card number or bank credentials, because payment is handled by our payment provider.
Design material you send us
Your logo and other artwork, in any format you supply
The names, dates, text and colour references you want reproduced
Photographs you send us of your stable, horses, vehicles or existing branding
The digitised embroidery file we create from your logo
Where a logo or a photograph identifies a person, that material is personal data and is covered by this policy.
Data from your contact with us
The content of your emails, and our replies
WhatsApp messages you exchange with us, including any photographs and files you send
Notes we make about your project during a call
What you enter in the contact form or in the Stable Mate product finder
Data collected automatically on our website
IP address, in shortened form where the tool allows it
Browser, device type, operating system and screen size
Pages viewed, time on page, and the route you took through the site
The page or advertisement you arrived from
Items placed in the cart and steps completed in the product configurator
Data if you subscribe to our newsletter
Email address, and your name where you give it
Whether you opened a message and which links you clicked
The date and source of your subscription, which we keep as proof of consent
Data if you apply for a job with us
Name, contact details, curriculum vitae, motivation letter and anything else you send us
Data when we photograph for you
Photographs and video in which you, your team, your horses or your property appear
What we do not collect
We do not ask for and do not want special categories of data, such as data on health, religion, political opinion, trade union membership, sexual orientation, or biometric or genetic data. We do not knowingly process criminal record data. Please do not send us such material.
3. Why we use your data, and on what legal basis
We only use your data where the law gives us a basis for doing so. The table sets out each purpose, the data involved, and the basis under Article 6 of the GDPR.
| Purpose | Data used | Legal basis |
|---|---|---|
| Producing and delivering your order | Contact and address data, order details, design material | Performance of a contract, Article 6(1)(b) |
| Creating your free design preview and handling revisions | Logo, artwork, text, your instructions | Performance of a contract, or steps prior to entering one, Article 6(1)(b) |
| Answering your questions by email, telephone or WhatsApp | Contact data, message content | Performance of a contract, or legitimate interest in responding, Article 6(1)(b) and (f) |
| Taking payment and preventing non payment | Payment status, invoice data | Performance of a contract, Article 6(1)(b) |
| Keeping our accounts and meeting tax obligations | Invoice data, VAT number | Legal obligation, Article 6(1)(c) |
| Handling complaints, warranty claims and returns | Order data, correspondence, photographs of the defect | Performance of a contract, and legal obligation |
| Sending our newsletter | Email address, engagement data | Consent, Article 6(1)(a). For existing customers, legitimate interest in offering similar products, with an opt out in every message |
| Keeping our digitised logo library so repeat orders match | Digitised embroidery file, linked to your account | Legitimate interest in consistent repeat production, Article 6(1)(f) |
| Improving our website and understanding how it is used | Website usage data | Consent for analytics cookies, Article 6(1)(a) |
| Advertising and measuring our advertising | Website usage data, advertising identifiers | Consent, Article 6(1)(a) |
| Showing our work in our portfolio and on social media | Photographs of finished work | Legitimate interest in demonstrating our craft, Article 6(1)(f). You may object at any time and we will stop |
| Assessing a job application | Application material | Steps prior to entering a contract, Article 6(1)(b), and consent for any longer retention |
| Defending or establishing a legal claim | Whatever is relevant to the claim | Legitimate interest, Article 6(1)(f) |
Where we rely on legitimate interest, we have weighed our interest against your rights and freedoms. You may object to any of that processing. Section 9 explains how.
4. Cookies and similar techniques
4.1 A cookie is a small file placed on your device when you visit our site. We also use comparable techniques such as tracking pixels and local storage. Where this policy says cookie, it covers all of them.
4.2 Functional and strictly necessary cookies are placed without consent, because the site cannot work without them. They remember what is in your cart, keep you logged in, secure the site against abuse, and store your cookie preference itself.
4.3 Analytical, advertising and social media cookies are placed only with your consent. You give or refuse consent through the cookie banner, and you can change your choice at any time through the cookie settings link on our site.
4.4 Our site uses the Meta Pixel from Meta Platforms Ireland Limited. It records which pages you view and which actions you take, so that we can measure our advertising on Facebook and Instagram and show relevant advertisements. This pixel is placed only after you consent.
4.5 Our site loads video through Vimeo and fonts and services through Google. These parties may place cookies and receive your IP address. These are loaded only after you consent, except where a service is strictly necessary for the page to function.
4.6 Our site is built on WordPress with Elementor and WooCommerce. These place functional cookies needed for the shop and the configurator to work.
4.7 You can delete cookies through your browser settings and set your browser to refuse them. If you refuse functional cookies, parts of the site will not work.
4.8 Refusing analytical and advertising cookies does not affect your ability to order from us.
5. WhatsApp
WhatsApp is our main channel for design approval, so it deserves its own section.
5.1 When you message us on WhatsApp, your telephone number, your profile name, and the content of your messages become visible to us.
5.2 WhatsApp is operated by Meta Platforms Ireland Limited. Message content is end to end encrypted, but Meta processes metadata about the conversation under its own terms and its own privacy policy, over which we have no control.
5.3 We use WhatsApp to advise you, to send your design preview, to receive your approval, and to keep you informed about your order.
5.4 We keep the conversation for as long as needed for your order and afterwards as part of our order record, in line with Section 7.
5.5 If you would rather not use WhatsApp, email info@fototrailer.nl or call +31 546 43 33 90. Everything we do on WhatsApp can be done by email or telephone instead.
5.6 Please do not send us sensitive personal information through WhatsApp.
6. Who else receives your data
We do not sell your data. We never trade it. We share it only where it is needed for the purposes in Section 3, and only with the categories of recipients below. Where a party processes data on our instructions, we have a processing agreement with them under Article 28 of the GDPR.
| Recipient | What they receive | Why |
|---|---|---|
| Our hosting provider | Everything stored on the website | To run the website and the shop |
| Our payment provider | Payment and order data | To take payment. They act as an independent controller for their own compliance duties |
| Shipping carriers | Name, address, telephone number, email address | To deliver your order and let you track it |
| Meta Platforms Ireland Limited | Website behaviour, advertising identifiers, WhatsApp metadata | Advertising measurement, and WhatsApp contact. Only with your consent for the pixel |
| Website usage data, IP address | Analytics and site services, only with your consent | |
| Vimeo | IP address, viewing data | To play video on the site, only with your consent |
| Our email and newsletter provider | Email address, name, engagement data | To send order messages and the newsletter |
| Our accountant | Invoice data | To keep our accounts and file our tax returns |
| Suppliers of blank products | Product and size details, and delivery address where they ship direct | To supply the goods we customise |
| Legal and debt collection advisers | Only what is relevant to a dispute | To establish or defend a legal claim |
| Authorities | Only what we must disclose | Where the law requires it |
7. Transfers outside the European Economic Area
7.1 Most of your data stays within the European Economic Area.
7.2 Some of our providers, in particular Meta, Google and Vimeo, may process data in the United States or elsewhere outside the European Economic Area.
7.3 Where that happens, the transfer is covered by an adequacy decision of the European Commission, such as the EU US Data Privacy Framework where the provider is certified under it, or by Standard Contractual Clauses adopted by the European Commission, together with any additional measures required.
7.4 We ship products worldwide. Where you ask us to deliver to a country outside the European Economic Area, your name, address and telephone number are necessarily passed to the carrier and to the customs authority of that country, so that the consignment can be delivered and cleared. That transfer is necessary for the performance of your contract, under Article 49(1)(b) of the GDPR.
7.5 You may ask us for more detail about the safeguards that apply. Write to info@fototrailer.nl.
8. How long we keep your data
We do not keep data longer than necessary. These are our periods.
| Data | Retention period | Reason |
|---|---|---|
| Invoices and accounting records | 7 years | Statutory retention obligation under Dutch tax law |
| Order data and correspondence about an order | 5 years after the order | The general limitation period for claims under Dutch law |
| Your logo and digitised embroidery file | For as long as you are a customer, and 5 years after your last order | So repeat orders match exactly and you do not pay to digitise the same logo twice |
| Items you sent us for embroidery | Returned after completion. Storage costs may apply after 3 months | See the General Terms and Conditions |
| WhatsApp and email conversations | 5 years after the order, or 2 years if no order followed | Order record, and to answer follow up questions |
| Newsletter subscription | Until you unsubscribe, plus 1 year to prove your consent was withdrawn | To honour your unsubscribe and to prove we did |
| Website analytics data | At most 26 months | Long enough to compare year on year, no longer |
| Meta Pixel data | As set by Meta, generally up to 180 days for advertising identifiers | Governed by Meta as well as by us |
| Job applications, where unsuccessful | 4 weeks, or 1 year with your consent | Dutch practice |
| Photographs of finished work used in our portfolio | Until you object | Legitimate interest, subject to your right to object |
| Data relevant to an active dispute | Until the dispute is finally settled, plus the applicable limitation period | To establish or defend a legal claim |
After these periods, data is deleted or anonymised so that it can no longer be traced to you.
2. Your rights
The GDPR gives you the following rights. They are free of charge.
Access
You may ask what personal data we hold about you and receive a copy of it.
Rectification
You may have inaccurate data corrected and incomplete data completed.
Erasure
You may ask us to delete your data. We must sometimes refuse, for example where tax law requires us to keep an invoice for seven years. Where we refuse, we tell you why.
Restriction
You may ask us to pause our use of your data, for example while we check a correction you have asked for.
Data portability
For data you gave us that we process by automated means on the basis of consent or a contract, you may receive it in a structured, commonly used, machine readable format, and have it sent to another party where technically feasible.
Objection
You may object to processing based on our legitimate interest, including our use of photographs of your work in our portfolio. You may object at any time and without giving reasons to the use of your data for direct marketing, and we will stop immediately.
Withdrawing consent
Where we rely on your consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of what we did before you withdrew it.
To exercise a right, email info@fototrailer.nl or write to us at the address in Section 1. We respond within one month. If a request is complex, we may extend that by two months and will tell you within the first month. We may ask you to identify yourself, so that we do not disclose your data to someone else.
10. Automated decision making
We do not make decisions about you by automated means that produce legal effects or similarly significantly affect you. There is no profiling of that kind. Our product finder and configurator suggest products based on what you tell them, but a person always handles your order.
11. Security
11.1 We take appropriate technical and organisational measures to protect your data against loss and unlawful processing.
11.2 These include an encrypted connection to our website, access limited to the people who need it, secured accounts, and regular backups.
11.3 If a data breach occurs that is likely to result in a risk to your rights and freedoms, we report it to the Dutch Data Protection Authority within seventy two hours, and we inform you where the risk is high.
11.4 If you believe your data is not secure or that there are signs of misuse, contact us at info@fototrailer.nl.
12. Children
Our website and our services are not aimed at children under sixteen. We do not knowingly collect data from children under sixteen without the consent of a parent or guardian. If you believe we hold such data, contact us and we will delete it.
13. If you are not satisfied
13. If you are not satisfied
If you have a complaint about how we handle your data, please tell us first at info@fototrailer.nl. We would like the chance to put it right.
You also have the right to lodge a complaint with the Dutch Data Protection Authority:
Autoriteit Persoonsgegevens
Postbus 93374, 2509 AJ Den Haag, The Netherlands
Telephone: 088 1805 250
Website: autoriteitpersoonsgegevens.nl
If you live in another country of the European Union, you may also complain to the supervisory authority of that country.
14. Changes to this policy
We may amend this policy, for example when we start using a new tool or when the law changes. The current version is always at fototrailer.nl and shows its version number and effective date at the top. Where a change is significant, we will draw attention to it on our website and, where we have your address and the change concerns you, by email.