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Privacy policy

Last updated: 27/10/2025

1. Who we are

We are Troc Leuven (“we”, “us”, “our”) operating the online store at https://trocleuven.com/.

Our registered office: Mechelsesteenweg 715, 3020 Herent.

VAT/Company number: BE0476.660.572.

Contact email: leuven@troc.com.

2. What personal data we collect

We collect personal data from you when you:

  • Create an account or log in

  • Place an order

  • Sign up for our newsletter

  • Contact us via email, chat or phone

  • Browse or interact with our website

Specifically, this may include:

  • Name, billing & shipping address, email address, telephone number;

  • Payment information (processed by Shopify / our payment provider);

  • IP address, device/browser type, browsing behaviour on our site;

  • Newsletter preferences, cookies and tracking information.

3. How we use your personal data

We use your personal data for these purposes:

  • To process and fulfil your orders (including shipping, payments and invoices);

  • To communicate with you about your order, your account or changes to our services;

  • To provide you with newsletters, marketing or promotional materials (only if you’ve given explicit consent);

  • To improve our website and services, by analysing how you use the site;

  • To comply with legal obligations (tax, accounting, consumer protection).

4. Legal basis for processing

Under the General Data Protection Regulation (GDPR), our lawful bases for processing your personal data are:

  • Performance of a contract: processing your order, delivering goods, fulfilling our obligations;

  • Your consent: e.g., when you subscribe to our newsletter or accept cookies;

  • Legitimate interests: improving our services, analytics, preventing fraud (where these interests are not overridden by your rights);

  • Legal obligation: compliance with tax and accounting laws.

5. Sharing your personal data

We may share your data with:

  • Our payment processors, shipping carriers and Shopify as our ecommerce platform provider;

  • Third-party service providers who assist us (e.g., analytics, email marketing) under contract and only on our instruction;

  • Legal or regulatory authorities when required by law or to protect our rights.

6. International transfers

Our servers and service providers may be located outside the EU/EEA. Where your personal data is transferred abroad, we ensure appropriate safeguards (such as standard contractual clauses) to protect your rights and comply with GDPR.

7. Cookies & tracking

We use cookies and similar technologies to track visitor behaviour on our site, support functionality (e.g., login, cart), facilitate analytics and advertising.

You can manage cookies via your browser settings. For more detail please refer to our Cookie Policy https://trocleuven.com/pages/cookie-policy.

8. Data retention

We retain your personal data only as long as is necessary for the purposes listed above, or as required by law (e.g., tax laws often require retention for 7 years).

When no longer needed, we securely delete or anonymise the data.

9. Your rights

Under the GDPR you have the right to:

  • Access your personal data we hold;

  • Request correction of inaccurate data;

  • Request erasure of your data (“right to be forgotten”) where applicable;

  • Restrict or object to our processing of your data;

  • Receive your data in a portable format;

  • Withdraw your consent at any time (without affecting processing prior to that);

  • Lodge a complaint with a supervisory authority (in Belgium: Gegevensbeschermingsautoriteit).

To exercise your rights, please contact us at leuven@troc.com.

10. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or destruction. For example: encryption of sensitive data, secure access controls, limited internal access.

11. Changes to this policy

We may update this Privacy Policy from time to time (for example to reflect changes to our practices or legal requirements). We will post the new version on our website with the “Last updated” date. We encourage you to review it periodically.

12. Contact us

If you have any questions, comments or concerns about this Privacy Policy or how we process your personal data, you may contact us at:

Mechelsesteenweg 715, 3020 Herent.

leuven@troc.com