When you purchase something from our online store, we enter into an agreement with one another. We need your personal data to inform you about your order, to process your payment, to deliver your order, to process your returns, to uphold our warranty, and to address any questions or complaints. We save your personal data for seven years. You can also make a purchase through your Vanilia membership. In this case, we save your personal data for at least seven years and for the duration of your membership.
We collect the following data:
- E-mail address
- Phone number
- Bank account number
- Purchases and returns
- Questions and contact
When you purchase something from our boutiques, we enter into an agreement with one another. If you pay by credit card or debit card, we save your name and bank account details in our financial records. This allows us to refund the purchase price when you return an item. Our boutique employee will ask for your name and bank account number so that our financial administration department can refund the purchase price to the right account.
We are legally required to keep financial records for seven years. You can also register your purchases and returns as part of your Vanilia membership.
You can choose to become a Vanilia member. Your Vanilia membership is a digital account with your details and comes with many benefits. Click here for more information about our membership. Your membership includes the following details:
- Customer number
- E-mail address
- Password (not visible)
- Date of birth (not required)
- Member vouchers
- Order history (including returns, invoices, etc.)
We will cancel your membership and delete your data in the following cases:
- You ask us to cancel your membership, which we will do within 30 days. See the contact page for our contact details.
- You have not used your membership in ten years. We will notify you of your membership cancellation using the e-mail address you provided.
You can subscribe to our newsletter by entering your e-mail address. At the bottom of each newsletter is a link to edit your personal details or unsubscribe. We will save your data until you unsubscribe from our newsletter.
All of our boutiques are equipped with cameras to ensure the safety of our customers, our colleagues, and our products. The camera images are stored for less than three months. Vanilia will only use the images in the event of fraud, theft, or a security incident. Vanilia will also make the images available at the request of the police.
Customers can make use of free Wi-Fi in our boutiques and at our headquarters. The guest network is password protected. As soon as you log on to our Wi-Fi network, data such as your device's ID number is automatically collected by the wireless access point. This information is immediately deleted from the wireless access point when you leave the premises. Vanilia does not use Wi-Fi tracking. You do not have to register to use our Wi-Fi network.
Vanilia uses social media to update you on the latest trends and products. You can follow us on Facebook, Instagram, YouTube, and LinkedIn. The terms and conditions of the social media platform apply. Vanilia has no influence on these terms. If you message us on social media, we will save your message and your account name so we can respond on the same channel. The message will be deleted after three months.
When you contact us, we will ask you to provide us with information such as your name, e-mail address, phone number, and other details that may help us answer your question or process your complaint. Once your complaint has been handled, the data you provided will be saved for twelve months. This helps us to provide you with the best possible service, should you have additional questions or concerns.
We analyse contacts to better understand the nature of the questions and concerns we receive and how our employees handle them. This also helps us improve our service. These analyses are always anonymous.
A cookie is a small text file saved on your computer, tablet, or smartphone when you first visit our website. We use the following cookies:
- Functional cookies help us to optimize our website. An example of a functional cookie is remembering the products in your shopping cart and favourites.
- Analytical cookies help us to anonymously monitor how our website is used. This includes tracking the number of visitors and the most visited web pages. These cookies are placed by Google Analytics.
- Tracking cookies make your online visit and shopping experience easier and more personal. They keep track of the products you view and help us to make personal recommendations. Vanilia and third parties track your internet use on and outside our website. This makes it possible for us and third parties to tailor our content and ads to your preferences.
- Social media cookies are added when you share our products on your social media accounts. These cookies help the social media platforms to identify you.
Our functional and analytical cookies do not use personal data. Tracking cookies do, which is why we ask for your consent when you visit our website for the first time. You can change or withdraw your consent by sending an email to our customer service or clicking the button below:
You can opt out of cookies by disabling them in your browser settings. You can also delete all previously saved data in your settings.
We sometimes organize events, such as our sample sale. Due to the limited capacity, we ask you to register in advance by e-mail. We use your e-mail address to send you information about the event. We will delete your registration within three months after the event has ended.
We are always interested in receiving new applications. As part of our application procedure, we will ask you for the following information:
- E-mail address
- LinkedIn account (optional)
- Work experience
- Cover letter and CV
- Description of your ideal workplace
- Your availability in hours/days
- Your preferred boutique
We will delete your data within four weeks after the application procedure has ended. If we want to keep your data longer, we will ask for your consent. In this case, we are legally permitted to save it for a maximum of one year.
To provide you with our services, we need to share your personal data with third-party organizations. This includes:
- Our cloud systems, such as our financial system, website, online store, security cameras, newsletters, event registration, and e-mail.
- Support and advice on finances and administration.
- Delivery services for purchases and returns.
We have agreements with these organizations about how your data is used and secured. These organizations only receive personal data of relevance to the provision of services. They are not permitted to use your data for any other purposes.
Sometimes we are legally required to share your personal data with other parties, such as the police or the tax authorities.
We ensure the security of your personal data. The systems and facilities we use are extremely secure. All employees, temporary workers, and interns have signed a confidentiality agreement and can only access your data if it is necessary for carrying out their job.
You can ask to access, rectify, and erase your data and you can object to the use of your data. To do so, contact us. To verify that you are the person who submitted the request, we may ask you to identify yourself. We will respond to your request as soon as possible and no later than four weeks.
If you have any questions or if you are unhappy with how we process your data, please feel free to contact us. If a mutual agreement cannot be reached, you are entitled to submit a complaint to the Dutch Data Protection Authority.
Vanilia is not responsible for the handling of your personal data by third parties that list the Vanilia brand on their websites or sell Vanilia items in their stores.