Data Deletion Policy & Instructions - Kitchenequipment.be

Last updated: June 2025

Legal Framework

This data deletion policy is established in compliance with:

EU General Data Protection Regulation (GDPR) 2016/679
Belgian Data Protection Act of 30 July 2018
Belgian Law of 3 December 2017 on the creation of a Data Protection Authority

As an e-commerce business operating in Belgium, we are committed to respecting your data protection rights and ensuring transparent handling of your personal information.

Your Right to Data Deletion (Right to Erasure)

Under Article 17 of the GDPR, you have the right to request the deletion of your personal data in specific circumstances. This is also known as the "right to be forgotten."

When You Can Request Data Deletion

You have the right to request deletion of your personal data when:

Data No Longer Necessary: The personal data is no longer necessary for the original purpose for which it was collected
Consent Withdrawal: You withdraw your consent and there is no other legal basis for processing
Unlawful Processing: Your personal data has been processed unlawfully
Legal Compliance: Deletion is required to comply with a legal obligation
Data Collected from Minors: The data was collected when you were under 16 years old (13 years old in Belgium for information society services)
Objection to Processing: You have objected to processing based on legitimate interests and we have no overriding legitimate grounds

Exceptions - When We Cannot Delete Your Data

We may refuse your deletion request when retention is necessary for:

Legal Obligations: Compliance with Belgian accounting laws (7-year retention for financial records), tax obligations, or consumer protection requirements
Contract Performance: Fulfilling warranty obligations or ongoing contractual relationships
Legal Claims: Establishing, exercising, or defending legal claims
Public Interest: Tasks carried out in the public interest or exercise of official authority
Freedom of Expression: Exercising the right of freedom of expression and information

Data Deletion Request Process

How to Submit a Request

You can submit a data deletion request through any of the following methods:

1. Online Form: Use our dedicated data request form at www.kitchenequipment.be/data-request

2. Email: Send your request to: privacy@kitchenequipment.be

3. Written Letter:


Kitchenequipment.be Data Protection Officer
[Your Business Address]
[City, Postal Code]
Belgium

4. Phone: Call our customer service at +32 (0)X XXX XXXX (during business hours)

Note: We accept requests submitted through any channel, regardless of our preferred method.

Required Information

To process your deletion request efficiently, please include:

Full Name: As it appears in our records
Email Address: Associated with your account or orders
Order Numbers: If applicable (to help locate your data)
Account Information: Username or customer ID if available
Specific Data: Clearly specify which data you want deleted
Reason: Brief explanation of why you're requesting deletion (optional but helpful)

Identity Verification

To ensure we delete the correct person's data and protect against unauthorized requests, we will verify your identity before processing any deletion request. Verification methods may include:

Email Verification: Confirmation code sent to your registered email address
Account Access: Logging into your existing account
Personal Information: Verification using information already in our records
Identity Document: In exceptional cases, a copy of official ID (we will only request information we don't already have)

Response Timeline

We will respond to your data deletion request within 30 calendar days of receipt. In complex cases or when we receive a large number of requests, this period may be extended by up to 60 additional days (total of 90 days). We will inform you of any extension within the initial 30-day period.

Our Response Process

Within 5 business days: We will acknowledge receipt of your request and provide a reference number

Within 30 days: We will either:

Complete the data deletion and confirm completion
Inform you that we cannot fulfill the request and explain why
Request additional information for verification
Notify you of an extension and the reasons for it

Data Deletion Procedures

1. Request Assessment

Verify your identity
Confirm the scope of data to be deleted
Check for any legal exceptions that prevent deletion
Identify all systems and databases containing your data

2. Data Location and Mapping

We will identify your personal data across our systems, including:

Customer account databases
Order and transaction records
Marketing and communication logs
Website analytics data
Customer service records
Backup systems and archives

3. Secure Deletion Process

Data deletion includes removal from both active systems and backup systems. Our deletion process ensures:

Permanent Removal: Data is securely overwritten and cannot be recovered
Backup Deletion: Data is removed from backup systems within 90 days
Third-Party Notification: We inform relevant processors and recipients of the deletion
Documentation: We maintain records of the deletion process for compliance

4. Confirmation

Once deletion is complete, we will send you written confirmation including:

Date of deletion completion
Summary of data categories deleted
Any data retained and legal basis for retention
Your right to lodge a complaint if unsatisfied

Data Retention Obligations

Some data must be retained for specific periods under Belgian law:

Mandatory Retention Periods

Accounting Records: 7 years from the end of the financial year (Belgian accounting obligations)
Tax Documentation: 7 years for tax compliance
Warranty Claims: Duration of legal guarantee period (minimum 2 years)
Consumer Protection: Records necessary for consumer rights enforcement

Automatic Deletion Schedule

Data not subject to legal retention requirements is automatically deleted according to our retention schedule:

Prospect Data: 2 years from last interaction
Customer Data: 5 years after last purchase
Marketing Communications: 3 years or until unsubscribed
Website Analytics: 26 months (anonymized after 14 months)
Customer Service Records: 3 years from case closure

Third-Party Data Processing

When we delete your data, we will also:

Inform all third parties (processors, partners, and recipients) who have received your personal data about your erasure request, unless this proves impossible or involves disproportionate effort.

This includes:

Payment processors
Shipping partners
Marketing service providers
Analytics platforms
Customer support tools

Data Portability Before Deletion

Before requesting deletion, you may want to exercise your right to data portability to obtain a copy of your data. Contact us at privacy@kitchenequipment.be to request your data in a structured, commonly used format.

Children's Data

We give particular weight to deletion requests relating to data collected from children. If you were under 16 years old when you provided data (or under 13 for certain online services), you have enhanced rights to data deletion, even if you're now an adult.

Technical and Organizational Measures

We implement appropriate technical and organizational measures to ensure:

Secure Deletion: Data is permanently removed using industry-standard methods
Access Controls: Only authorized personnel can process deletion requests
Audit Trails: All deletion activities are logged for compliance
Data Mapping: We maintain comprehensive records of where personal data is stored
Regular Reviews: Periodic assessment of our deletion procedures

Appeals and Complaints

If You're Not Satisfied

If you're not satisfied with our response to your deletion request, you have the right to:

1. Contact Our Data Protection Officer:

Email: dpo@kitchenequipment.be
Phone: +32 (0)X XXX XXXX

2. Lodge a Complaint with the Belgian Data Protection Authority:

Website: https://www.dataprotectionauthority.be
Address: Data Protection Authority, Rue de la Presse 35, 1000 Brussels, Belgium
Email: contact@apd-gba.be
Phone: +32 (0)2 274 48 00

3. Seek Judicial Remedy: You have the right to an effective judicial remedy against our decision.

Contact Information

Data Protection Officer

Email: dpo@kitchenequipment.be
Phone: +32 (0)X XXX XXXX
Address:
Data Protection Officer
Kitchenequipment.be
[Your Business Address]
[City, Postal Code], Belgium

Business Hours: Monday-Friday, 9:00 AM - 5:00 PM CET

Customer Support

General Privacy Inquiries: privacy@kitchenequipment.be
Data Requests: data-requests@kitchenequipment.be
Customer Service: support@kitchenequipment.be

Frequently Asked Questions

Q: How long does data deletion take?

A: We respond within 30 days and complete deletion "without undue delay," typically within the response period. Complex requests may take up to 90 days.

Q: Can I delete only specific types of data?

A: Yes, you can request deletion of specific categories of data. We'll assess each request individually.

Q: What happens to my order history?

A: Order data may need to be retained for accounting and warranty purposes. We'll explain what can and cannot be deleted.

Q: Will deletion affect my warranties?

A: No, your legal warranty rights are not affected by data deletion. We retain necessary data to honor warranty obligations.

Q: Is there a fee for data deletion?

A: No, exercising your right to data deletion is free of charge.

Q: Can I reverse a deletion request?

A: Once data is permanently deleted, it cannot be recovered. Consider requesting data portability first if you might need the information later.

Updates to This Policy

We may update this policy to reflect changes in:

Legal requirements
Business practices
Technical capabilities
Regulatory guidance

We will notify you of significant changes through:

Email notification (if you've provided consent)
Website announcement
Updated policy version date

Additional Resources

Belgian Data Protection Authority: https://www.dataprotectionauthority.be
Your Europe - Data Protection: https://europa.eu/youreurope/citizens/consumers/internet-telecoms/data-protection-online-privacy/
GDPR Full Text: https://gdpr-info.eu
Our Privacy Policy: [Link to your privacy policy]
Cookie Policy: [Link to your cookie policy]

This policy is designed to ensure full compliance with Belgian and EU data protection laws. For specific legal advice regarding your rights, consult with a qualified legal professional.

Document Reference: KE-DDP-2025-001
Last Review Date: June 2025
Next Review Date: December 2025

Data Deletion Policy