Privacy Policy

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Last updated: 19 March 2024

Introduction

This privacy policy applies to all personal data processed by BIKEBAZE B.V. ('BIKEBAZE'), Dutch Chamber of Commerce no. 93204485, with its address at Stationsplein 45, 3013AK Rotterdam, the Netherlands (visits by appointment), regarding its customers and users of its services and products.

Controller

BIKEBAZE is the controller for the processing of personal data as described in this privacy policy. The contact point for GDPR-related matters is available at legal@bikebaze.nl.

Cookies

BIKEBAZE uses cookies and similar technologies in three categories. Functional cookies are always active; for Analytics and Marketing we ask for your consent up front via the cookie banner. You can change your choice at any time via Cookie preferences at the bottom of every page.

Functional (always active)

bikebaze-consent: stores your cookie choice. Storage: localStorage, retention ~1 year. Processor: BIKEBAZE.
fbGrantConsent: mirror flag for marketing-cookie consent. Storage: localStorage. Processor: BIKEBAZE.
payload-token: only on /admin; stores the administrator session. Processor: BIKEBAZE / Payload.

Analytics (anonymous statistics)

Google Analytics 4 via Google Tag Manager: visitor counts, pageviews, conversions. Cookies: _ga, _ga_*. Retention: up to 14 months. Processor: Google Ireland Ltd. Processing partially outside the EU (US).
Ahrefs Web Analytics: first-party traffic-source measurement. Processor: Ahrefs Pte. Ltd. Processing outside the EU (Singapore).
Promptwatch: measures BIKEBAZE citations across AI search engines (ChatGPT, Perplexity, Gemini). Processor: Promptwatch.

Marketing (advertising and session recordings)

Meta Pixel via Google Tag Manager: advertisement targeting and conversion measurement for Facebook/Instagram. Cookies: _fbp, _fbc. Processor: Meta Platforms Ireland Ltd. Processing partially outside the EU.
Google Ads conversion via Google Tag Manager: measures conversions from Google Ads. Cookie: _gcl_au. Processor: Google Ireland Ltd.
Microsoft Clarity: session recordings and heatmaps for UX research. Cookies: _clck, _clsk, MUID, CLID. Retention: up to 1 year. Processor: Microsoft Ireland Operations Ltd. Processing partially outside the EU (US).

In addition, cookies are placed by Stripe during a payment (required for the transaction itself; functional category). Embedded third-party content such as YouTube videos may set its own cookies; these only load when you have accepted marketing cookies.

Security measures

We take appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure or destruction.

Rights of data subjects

As a data subject you have the right to access, rectification, erasure, restriction of processing, and data portability. You may withdraw your consent at any time.

Data sharing for analysis

Data collected via forms is used in anonymised form for analyses that provide insight into the problem of bicycle theft, in support of businesses and government bodies in their policies and measures against bicycle theft.

Complaints

Do you have complaints about the processing of your personal data? Please contact us.

Changes

This privacy policy may be amended. The most up-to-date version is always available on our website.

Contact details

For questions or remarks about our privacy policy, please contact us at legal@bikebaze.nl.

Processes

General retention period

For all processes listed below, the retention period runs until the end of the statutory period and/or limitation period after the contract has ended.

We process the following data items for:

Customer appointments:customer name, email address, phone number, date & time.
Delivery of goods and/or services: customer name, email address, phone number, home address.
Customer invoicing and bookkeeping: customer name, email address, home address, bank account, payment history.
Correspondence: customer name, email address, contents of correspondence.
Company website: electronic identification data, various types of cookies.
Card or app payments by customers: customer name, email address, address, payment card details.
Customer newsletter / promotion: customer name, email address. (Retention: as long as the customer remains subscribed.)
Customer file creation and handling: customer name, email address, address, phone number, customer file.
Customer support: customer name, email address, contents of correspondence.
Returns and recalls: customer name, email address, address, payment card details, purchase-financing data.
Customer prospecting: customer name, email address, home address.
Webshop: customer name, email address, address, payment card details, cookies.

Security measures

For all processes, functional and technical security measures apply in line with the best standards in the industry. Data processing takes place within the EU.

For questions or remarks about these processes, please contact our GDPR coordinator at legal@bikebaze.nl.

Systems

In the context of our interaction with customers, BIKEBAZE uses various software packages and systems. Below is an overview of the main systems we use for customer-related activities:

PCs, laptops, smartphones, tablets: Use: customer interaction via computer hardware.
Google Gmail & Apps — Use: online productivity apps for communication and document management. System supplier: Google.com. Type: public cloud.
Paper files with documentation and correspondence — Use: management of printed documentation and correspondence. System supplier: various. Type: physical storage.

These systems are used to improve the efficiency and effectiveness of our customer service and interaction. We take the necessary measures to safeguard the security and confidentiality of personal data processed through these systems.

For questions about these systems or how your data is processed, please contact us at legal@bikebaze.nl.

Sharing personal data when reporting a stolen bike

When you report your bike as stolen via our platform, none of your contact details (as the rightful owner) are shared with third parties. You do receive information when someone scans the SafeTag on your bike or looks up the frame number and that person chooses to voluntarily share information with you.

The scanner decides which data is passed on:

Location: only when the scanner explicitly grants the browser geolocation prompt do you receive the location of the scan.
Name, phone number, email address and/or message: only when the scanner chooses to fill in these fields on the scan form do you receive this information.

Purpose: increasing the chance that a stolen bike is recovered while preserving the privacy of both the owner and the scanner. Who gets access: only the rightful owner of the bike receives the information shared by the scanner. Consent: the scanner provides consent by actively sharing their location and/or contact details on the scan form; your report alone does not share any personal data.

Shared with third parties

BIKEBAZE works with various external parties with whom personal data is shared. Below is an overview of the main processes and the third parties with whom this data is shared:

Accounting — Purpose: correct bookkeeping and/or correct tax and VAT filings. Legal basis: legal obligation. Third party: anonymised. Processing agreement: accepted. Processing location: within the EU.
Social media — LinkedIn — Purpose: promotion of the company and its services. Legal basis: legitimate interest. Third party: LinkedIn Ireland Unlimited Company. Processing location: within the EU.
Social media — Facebook / Instagram — Purpose: promotion of the company and its services. Legal basis: legitimate interest. Third party: META PLATFORMS IRELAND LIMITED (ex-Facebook). Processing location: outside the EU.
Payment partner — Stripe — Purpose: processing of payments. Legal basis: contract. Third party: Stripe Payments Europe Limited. Processing location: within the EU.

A complete overview of all pages on BIKEBAZE is available in our sitemap.