Privacy Policy | OCS Amsterdam

Who we are

OCS Amsterdam is responsible for the processing of personal data collected through our website and as part of our services. We handle personal data carefully, securely, and transparently.

Privacy contact

Voor vragen over dit privacybeleid of de verwerking van persoonsgegevens kunt u contact opnemen via:

Privacy contact: info@ocsams.nl‍‍

What Data We Process

We only process data that is necessary for our services and communication.

1. Identification and contact:
Name, company name, position, email, phone.

2. Shipment and logistics information:
Collection and delivery details, shipment contents, weight and dimensions, and shipment references.

3. Contract and invoicing information:
Customer number, quotation and order details, invoicing data, and payment status.

4. Communication records:
Messages sent to us and internal notes required for follow-up and customer support.

5. Technical website data:
Limited log data such as IP addresses and timestamps used for website security and error analysis.

Sources of Data

We receive personal data directly from you or your organization. Where necessary for the execution of our services, we may also receive information from logistics partners involved in handling shipments.

Purposes and Legal Bases

Each processing activity is linked to a specific purpose and legal basis in accordance with Article 6 of the GDPR. The table below outlines which data we process, for what purpose, under which legal basis, and how long the data is retained.

Goal

Legal basis

Minimal data

Retention period

Quotations and responding to inquiries

Performance of a contract or pre-contractual measures

Name, company name, contact details, shipment description

12 months

Shipment handling and customer management

Performance of a contract

Addresses, logistics data, contact persons

Until completion of the service + 12 months

Invoicing and administration

Legal obligation

Invoicing and payment information

7 years (tax retention obligation)

Website security and error analysis

Legitimate interest

Server logs, IP addresses, error reports

90 days

Retention Periods

We do not retain personal data longer than necessary. The applicable retention periods are listed above and are followed by deletion or anonymization of the data where applicable.

Recipients and Processors

Below is an overview of the parties involved in the processing of personal data, including processors and service providers, the purpose of processing, and where the processing takes place.

Purpose

Location / Provider

Minimum Data

Legal Basis

Hosting

Within the European Economic Area (EEA)

Hosting and storage data

Legitimate interest

Transfers Outside the EEA

At this time, we do not transfer personal data outside the European Economic Area (EEA). If this changes in the future, we will implement appropriate safeguards, such as Standard Contractual Clauses (SCCs), and inform you accordingly.

Security

We implement appropriate technical and organizational measures to protect personal data, including encryption during data transmission, access controls, and logging mechanisms.

Your Rights

You have the right to access, correct, delete, restrict, and transfer your personal data, as well as the right to object to certain processing activities.

Where processing is based on consent, you may withdraw your consent at any time.

Requests regarding your personal data can be submitted via: info@ocsams.nl

Complaints

If you have any concerns regarding the processing of your personal data, we are happy to assist you.

You also have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): https://autoriteitpersoonsgegevens.nl

Automated Decision-Making

Not applicable. We do not make decisions with legal or similarly significant effects based solely on automated processing.

Cookies and Similar Technologies

Our website only uses technically necessary cookies required for the proper functioning and security of the website. These cookies do not collect marketing or tracking data and do not require consent under applicable legislation.

Portal and External Systems

When using our Portal hosted on a separate domain, a different privacy policy may apply.

See: https://portal.ocsams.nl/login or consult the documentation of the relevant service provider.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The date of the latest revision is displayed at the top of this page.

In the event of material changes, we will inform users appropriately where required.