Privacy Statement

1. Who we are

Fides B.V. is the controller for the processing of personal data described in this statement.

Fides B.V. Abeelstraat 38, 3329 AD Dordrecht, the Netherlands KvK 42052643 · VAT NL869489446B01 info@fidesbv.com · +31 6 233 744 71

2. What data we process and why

Contact form and correspondence. When you contact us through the form on this website, by email, or by phone, we process your name, email address, phone number (if provided), company name, and the content of your message. We use this data to respond to your inquiry and to follow up on potential business. Legal basis: our legitimate interest in responding to business inquiries, or steps taken at your request prior to entering into a contract.

Client, supplier, and partner contacts. In the course of providing our coordination services, we process business contact details of representatives of clients, tank operators, carriers, customs brokers, depots, and other partners: name, business email address, phone number, job title, and company. Legal basis: performance of a contract, or our legitimate interest in managing business relationships.

Client portal (app.fidesbv.com). If you have been given access to our operations portal, we process your name, business email address, and login data, together with the shipment and document data associated with your organisation. Legal basis: performance of a contract.

Website technical data. Our website host processes technical data such as IP addresses and server logs for security and to keep the website functioning. Legal basis: our legitimate interest in operating a secure website.

Website statistics. We use Burst Statistics, an analytics tool hosted on our own website server, to see how many people visit our website and which pages they read. It works without cookies, does not recognise visitors across sessions or across other websites, and does not build profiles. IP addresses are stored in anonymised form and no data is shared with third parties. Legal basis: our legitimate interest in understanding how our website is used.

We do not process special categories of personal data and do not use personal data for automated decision-making or profiling.

3. Cookies

This website uses functional cookies only — cookies that are necessary for the website and the contact form to work. We do not use tracking or advertising cookies. If this changes, this statement and a cookie notice will be updated first. Our website statistics tool operates without cookies.

4. Who receives your data

We share personal data only where necessary:

• Service providers (processors): website hosting, the contact form provider, email services, and the hosting infrastructure of our operations platform. These parties process data on our behalf under data processing agreements.
• Logistics partners: where required to perform our services, business contact details may be shared with carriers, customs brokers, depots, hauliers, and tank operators involved in a shipment.
• Authorities: where we are legally required to do so, for example customs or tax authorities.

We never sell personal data.

Some of our service providers are based outside the European Economic Area or may process data there. Where that is the case, transfers take place on the basis of an adequacy decision of the European Commission or the European Commission’s Standard Contractual Clauses.

5. How long we keep your data

• Contact inquiries that do not lead to a business relationship: up to 12 months after our last contact.
• Business contact data of clients, suppliers, and partners: for the duration of the relationship and as long as needed afterwards for legal claims and defence.
• Data contained in financial and shipment records: 7 years, in line with Dutch statutory retention obligations.
• Portal accounts: deactivated when access ends; underlying shipment records follow the retention period above.

6. Your rights

You have the right to access your personal data, and to request rectification, erasure, restriction of processing, or a copy of your data (data portability). Where processing is based on legitimate interest, you may object to it.

To exercise these rights, contact us at info@fidesbv.com. We respond within one month. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

7. Security

We apply appropriate technical and organisational measures to protect personal data, including encrypted connections (TLS), access controls, and encrypted backups.

8. Changes

We may update this statement from time to time. The current version is always available on this page. Material changes will be indicated by an updated version number and effective date.