Privacy Policy

Last updated: 2026-07-10

This Privacy Policy explains how Etcatera BV, trading as The Original Cupkeeper, collects, uses, stores, and protects personal data when you visit our website, contact us, request a quote, place an order, subscribe to communications, or otherwise interact with us.

We respect your privacy and only process personal data where we have a valid reason to do so.

1. Who we are

The data controller responsible for your personal data is:

Etcatera BV
Trading as: The Original Cupkeeper
Registered address: Burgstraat 112, 9000 Ghent, Belgium
Company number: BE1025593173
VAT number: BE1025593173
Email: johan@originalcupkeeper.com
Phone: +32 472 98 56 37
Website: https://originalcupkeeper.com

If you have any questions about this Privacy Policy or how we process your personal data, you can contact us at johan@originalcupkeeper.com.

2. When this Privacy Policy applies

This Privacy Policy applies when you:

• visit our website;
• accept, refuse, or manage cookies;
• contact us through a form, email, phone, or other channel;
• request a quote;
• request a sample;
• place an order through our webshop;
• make a payment;
• receive a delivery;
• subscribe to newsletters or marketing communications;
• communicate with us about products, orders, quotes, support, complaints, or returns;
• interact with our ads or online marketing campaigns.

This Privacy Policy does not apply to third-party websites or services that have their own privacy policies.

3. Personal data we collect

Depending on how you interact with us, we may process the following categories of personal data.

3.1 Contact and identity data

This may include:

• first name and last name;
• company name;
• job title or role;
• email address;
• phone number;
• billing address;
• delivery address;
• VAT number or company number;
• country and language preference.

3.2 Order and webshop data

When you place an order, we may process:

• ordered products;
• quantities;
• selected variants;
• printing or customisation options;
• order amount;
• VAT and invoice details;
• shipping method;
• delivery details;
• order notes;
• order status;
• refund or return status;
• customer account details, if customer accounts are enabled.

3.3 Quote request and contact form data

When you request a quote, sample, or information, we may process:

• the information you enter into the form;
• your message;
• product interests;
• quantities;
• event or organisation details;
• requested delivery timing;
• preferred language;
• source page of the request;
• follow-up status.

3.4 Payment data

Payments through our webshop are processed by Mollie or another payment provider shown at checkout.

We may receive and store limited payment-related information, such as:

• payment method;
• payment status;
• transaction reference;
• amount paid;
• refund status;
• payment date;
• billing details.

We do not store full card details or online banking credentials on our own website systems.

Mollie processes certain payment data as an independent controller under its own privacy policy.

3.5 Delivery and logistics data

To deliver your order, we may process:

• name;
• delivery address;
• company name;
• phone number;
• email address;
• order contents;
• shipment reference;
• tracking information;
• delivery status.

This information may be shared with delivery companies, shipping platforms, fulfilment partners, or logistics providers where necessary to deliver your order.

3.6 Communication and support data

When you communicate with us, we may process:

• emails and email metadata;
• phone notes;
• support requests;
• complaint details;
• return or withdrawal requests;
• internal notes about your request;
• previous interactions relevant to your order, quote, or support question.

3.7 Marketing and newsletter data

If you subscribe to our newsletter or agree to receive marketing communications, we may process:

• name;
• email address;
• company name;
• language preference;
• subscription status;
• consent records;
• email engagement data, such as whether an email was opened or clicked, where this is enabled.

You can unsubscribe from marketing emails at any time by using the unsubscribe link or by contacting us.

3.8 Website, cookie, analytics, and attribution data

When you visit our website, we may process technical and usage data, depending on your cookie choices and applicable law.

This may include:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• time and date of visit;
• referring page;
• language;
• cookie identifiers;
• analytics identifiers;
• consent preferences;
• UTM parameters;
• advertising click identifiers, such as Google or Meta click IDs;
• campaign and attribution data.

More information is available in our Cookie Policy: https://originalcupkeeper.com/cookie-policy-eu/.

3.9 Security, spam prevention, and technical logs

We may process technical data to keep our website, forms, webshop, and systems secure.

This may include:

• IP address;
• browser and device information;
• server logs;
• failed login attempts;
• form submission metadata;
• spam prevention signals;
• security event logs.

We may use tools such as reCAPTCHA, firewall systems, security plugins, hosting logs, or similar services to protect the website.

3.10 CRM and business follow-up data

We may store customer, lead, quote, and interaction data in our internal CRM or business systems.

This may include:

• contact details;
• company details;
• quote requests;
• order history;
• interaction history;
• follow-up status;
• sales notes;
• customer segment;
• language preference;
• marketing attribution;
• relevant email or form communication.

This helps us respond to requests, prepare quotes, follow up professionally, and manage customer relationships.

4. Why we process personal data and legal bases

We process personal data only where we have a valid legal basis.

4.1 To handle orders and contracts

We process personal data to:

• process webshop orders;
• confirm orders;
• accept payments;
• deliver products;
• issue invoices;
• manage returns and refunds;
• handle complaints;
• provide customer support.

Legal basis: performance of a contract or steps taken before entering into a contract.

4.2 To respond to quote requests and enquiries

We process personal data to:

• answer questions;
• prepare quotes;
• send requested product information;
• assess product availability;
• follow up on requests;
• communicate about possible orders.

Legal basis: steps taken before entering into a contract and/or legitimate interest in responding to business enquiries.

4.3 To process payments

We process payment-related data to:

• receive payments;
• verify payment status;
• prevent payment fraud;
• process refunds;
• reconcile transactions;
• manage accounting.

Legal basis: performance of a contract, legal obligation, and legitimate interest in secure payment processing.

4.4 To deliver orders

We process delivery data to:

• prepare shipments;
• provide delivery details to carriers;
• track deliveries;
• resolve delivery issues;
• handle damaged, missing, or returned shipments.

Legal basis: performance of a contract and legitimate interest in managing delivery and logistics.

4.5 To comply with legal and accounting obligations

We process and retain certain data to:

• issue invoices;
• keep accounting records;
• comply with tax and VAT obligations;
• respond to lawful requests from authorities;
• handle legal claims or disputes.

Legal basis: legal obligation and legitimate interest.

4.6 To improve our website and webshop

Depending on your cookie choices, we may process website usage data to:

• understand how visitors use the website;
• improve navigation and content;
• measure webshop performance;
• detect technical issues;
• improve user experience.

Legal basis: consent where required, or legitimate interest where allowed for strictly necessary or low-impact technical processing.

4.7 To measure marketing and advertising performance

Depending on your cookie choices and consent, we may process attribution and advertising data to:

• understand which campaigns lead to visits, quote requests, or orders;
• measure advertising effectiveness;
• avoid duplicate or irrelevant reporting;
• improve our marketing strategy.

Legal basis: consent where required.

4.8 To send marketing communications

We may send marketing emails if you subscribed, requested them, or where legally allowed for existing customer relationships.

Legal basis: consent or legitimate interest, depending on the situation and applicable rules.

You can unsubscribe at any time.

4.9 To protect our website and business

We process security and technical data to:

• prevent spam;
• detect fraud;
• secure forms and checkout;
• prevent abuse;
• protect our website and systems;
• maintain backups and logs.

Legal basis: legitimate interest in security and fraud prevention, and legal obligation where applicable.

4.10 To manage CRM and customer relationships

We process CRM data to:

• keep track of quote requests and customer conversations;
• avoid duplicate follow-up;
• respond in the right language;
• understand customer needs;
• manage sales and support workflows;
• keep internal records of interactions.

Legal basis: legitimate interest in managing customer and business relationships, and performance of a contract or pre-contractual steps where relevant.

5. AI-assisted processing and automated decisions

We do not currently use AI service providers to process identifiable customer or lead personal data.

If we introduce AI-assisted workflows in the future, our intended approach is to use anonymised or pseudonymised business context wherever possible, so that internal tools can help with tasks such as drafting, summarising, translating, or classifying messages without directly exposing unnecessary personal data.

We do not use fully automated decision-making that produces legal effects or similarly significant effects for customers.

If our use of AI-assisted processing changes materially, we will update this Privacy Policy before or at the time such processing begins.

6. Who we share personal data with

We only share personal data where necessary for the purposes described in this Privacy Policy.

Depending on your interaction with us, personal data may be shared with:

• payment providers, such as Mollie;
• banks and financial service providers;
• delivery companies and shipping platforms;
• website hosting providers;
• email and communication providers;
• CRM and database providers;
• accounting and invoicing providers;
• analytics providers;
• advertising platforms, where consent is given;
• cookie consent and compliance tools;
• spam prevention and security providers;
• IT service providers and technical support providers;
• professional advisers, such as accountants, lawyers, or consultants;
• public authorities, courts, regulators, or law enforcement where required by law.

We do not sell your personal data.

7. International transfers

Some service providers may process personal data outside the European Economic Area.

Where personal data is transferred outside the European Economic Area, we take appropriate safeguards where required, such as:

• adequacy decisions;
• Standard Contractual Clauses;
• data processing agreements;
• additional technical or organisational safeguards.

8. How long we keep personal data

We do not keep personal data longer than necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

As a general indication:

• webshop orders and invoices: retained for the legally required accounting and tax retention period;
• accounting documents: retained for 10 years;
• quote requests and sales communication: retained for 3 years after last interaction, unless converted to an order or needed for an active customer relationship, dispute, or legal obligation, unless a longer period is needed for an order, dispute, or legal obligation;
• customer support communication: retained for 3 years after last interaction, unless needed for an active order, dispute, warranty issue, or legal obligation;
• newsletter data: retained until you unsubscribe or withdraw consent, plus a limited period to keep suppression records;
• cookie consent records: retained for 365 days;
• analytics data: retained for 3 years;
• security logs: retained for 30–180 days unless investigating abuse, fraud, security incidents, or technical issues, unless a longer period is needed to investigate abuse, fraud, or technical issues;
• CRM records: retained for 3 years after last meaningful interaction, unless there is an active customer relationship, open quote/order, dispute, warranty issue, or legal obligation, unless they are still relevant to an active customer relationship, order, quote, legal obligation, or legitimate business need.

When personal data is no longer needed, we delete it, anonymise it, or securely archive it where legally required.

9. Your rights

Depending on the situation and applicable law, you may have the right to:

• request access to your personal data;
• request correction of incorrect or incomplete personal data;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interest;
• withdraw consent where processing is based on consent;
• request data portability;
• object to direct marketing;
• lodge a complaint with a supervisory authority.

To exercise your rights, contact us at johan@originalcupkeeper.com.

We may ask you to verify your identity before responding to your request.

Some rights are not absolute. For example, we may need to keep certain order, invoice, payment, or accounting data to comply with legal obligations or to defend legal claims.

10. Marketing choices

If you receive marketing emails from us, you can unsubscribe at any time by clicking the unsubscribe link in the email or by contacting us at johan@originalcupkeeper.com.

Unsubscribing from marketing emails does not prevent us from sending necessary service messages, such as order confirmations, payment updates, delivery information, quote replies, or legal notices.

11. Cookies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website and webshop to function. Other cookies, such as analytics or marketing cookies, are used only where allowed and where consent is required.

You can manage your cookie preferences through our cookie banner or cookie settings.

More information is available in our Cookie Policy: https://originalcupkeeper.com/cookie-policy-eu/.

12. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include access controls, secure hosting, SSL encryption, backups, security monitoring, software updates, role-based access, and internal procedures.

No website, webshop, or online service can be guaranteed to be completely secure. If you believe your personal data or interaction with us has been affected by a security issue, contact us at johan@originalcupkeeper.com.

13. Children

Our website and webshop are not directed at children.

We do not knowingly collect personal data from children for marketing or webshop purposes. If you believe a child has provided us with personal data, contact us at johan@originalcupkeeper.com.

14. Third-party links and services

Our website may contain links to third-party websites, platforms, or services.

We are not responsible for the privacy practices, content, or security of third-party websites or services. Please review their privacy policies before providing personal data to them.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on https://originalcupkeeper.com. If changes are significant, we may take additional steps to inform you where appropriate.

16. Complaint to a supervisory authority

If you believe we have not handled your personal data properly, you can contact us at johan@originalcupkeeper.com so we can try to resolve the issue.

You also have the right to lodge a complaint with a data protection supervisory authority.

In Belgium, the supervisory authority is:

Belgian Data Protection Authority
Drukpersstraat 35, 1000 Brussels, Belgium
Website: https://www.dataprotectionauthority.be/