PRIVACY STATEMENT

Last updated: June 2026

1. Introduction and Contact Details

Sphere-system V.O.F. ("Sphere", "we", "our", or "us") respects your privacy and processes personal data in accordance with the General Data Protection Regulation (GDPR) and the Dutch General Data Protection Regulation Implementation Act (Uitvoeringswet AVG).

Sphere-system V.O.F.
KVK Number: 85364274
VAT Number (BTW): NL863599199B01
Address: Jacob Mosselstraat 35, 2595RE Den Haag, Netherlands
Email: support@sphere-systems.com

If you have any questions regarding this Privacy Statement or the processing of your personal data, please contact us using the details above.

2. What Personal Data We Collect

Depending on how you interact with our website and services, we may collect the following personal data:

Information you provide directly

  • First and last name
  • Billing address
  • Shipping address
  • Email address
  • Telephone number
  • Order details
  • Payment information (processed securely through payment providers)
  • Customer service communications

Information collected automatically

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Language settings
  • Website usage data
  • Click behavior
  • Referring website
  • Shopping cart information
  • Cookie identifiers

3. Purposes of Processing and Legal Basis

We process personal data only when we have a lawful basis under Article 6 GDPR.

 

Purpose and Legal Basis:

We process and deliver orders based on the performance of a contract. Payment processing is also carried out on the basis of the performance of a contract. Customer support is provided based on the performance of a contract and our legitimate interest in assisting customers effectively. Sending order updates is necessary for the performance of a contract.

We process personal data to prevent fraud and abuse based on our legitimate interest. Compliance with tax and accounting obligations is carried out based on a legal obligation. Website analytics are conducted based on your consent or, where permitted, our legitimate interest. Marketing emails and newsletters are sent only with your consent. Improving website performance and user experience is based on our legitimate interest.

You may withdraw your consent at any time where processing is based on consent.

4. Data Retention

We do not retain personal data longer than necessary for the purposes for which it was collected.

The following retention periods generally apply:

  • Financial and tax records: 7 years
  • Order information: 7 years
  • Customer service correspondence: 2 years
  • Marketing consent records: until consent is withdrawn and up to 2 years thereafter
  • Website analytics data: 14 months
  • Cookie consent records: 12 months

Where legal obligations require longer retention periods, we will comply with those obligations.

5. Sharing Personal Data with Third Parties

We may share personal data with trusted service providers that support our business operations, including:

  • Website hosting providers
  • Shopify and related e-commerce services
  • Payment service providers
  • Delivery and logistics companies
  • Email and customer support providers
  • Analytics providers
  • IT and security service providers
  • Accountants and legal advisors where required

We enter into Data Processing Agreements (DPAs) where legally required.

We do not sell your personal data.

If personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission or equivalent protection mechanisms.

6. Cookies

Our website uses cookies and similar technologies.

Functional Cookies

These cookies are necessary for the website to function properly and do not require consent.

Analytical Cookies

These cookies help us understand how visitors use our website and improve performance.

Marketing and Tracking Cookies

These cookies may be used to personalize advertisements and measure marketing effectiveness.

We only place marketing and tracking cookies after obtaining your explicit prior consent through our cookie banner.

You can change or withdraw your cookie preferences at any time.

7. Your Rights

Under the GDPR, you have the following rights:

  • Right of access
  • Right to rectification
  • Right to erasure ("right to be forgotten")
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent at any time
  • Right not to be subject solely to automated decision-making where applicable

To exercise any of these rights, please contact us at:

support@sphere-systems.com

We may ask for proof of identity before processing your request.

8. Security

We take appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.

While we strive to protect your information, no method of internet transmission or electronic storage can be guaranteed to be completely secure.

9. Complaints

If you believe that we have not handled your personal data correctly, we would appreciate the opportunity to address your concerns first.

You also have the right to lodge a complaint with the Dutch Data Protection Authority:

Autoriteit Persoonsgegevens
Website: https://autoriteitpersoonsgegevens.nl

10. Changes to this Privacy Statement

We may update this Privacy Statement from time to time. The latest version will always be available on our website. We encourage you to review this page periodically.