Privacy Policy

This Privacy Policy explains how Herbarium Zuid ("we", "us") collects, uses and protects personal data when you visit our website or contact us about botanical consulting services in Antwerp, Belgium.

Data Controller

The data controller is Herbarium Zuid, Nationalestraat 58, 2000 Antwerpen, Belgium.

Email: [email protected]
Phone: +32 3 232 7714

Personal Data We Collect

We may collect:

• Identity and contact data: name, email address, phone number, billing address and property address for site visits
• Project data: room dimensions, window orientation, courtyard layouts, office floor plans, existing plant inventories, soil conditions and light assessment notes
• Communication data: messages sent via forms, email, phone or in-studio consultations on Nationalestraat
• Payment data: transaction references and invoice details processed by our payment provider (we do not store full card numbers)
• Technical data: IP address, browser type, device information, pages visited, referral source (via cookies where enabled)
• Marketing preferences: opt-in status for seasonal care tips or studio open-day invitations
• Access data: dates and times of studio visits when you sign our guest register

Purposes and Legal Basis (GDPR)

We process personal data under Regulation (EU) 2016/679 (GDPR) and the Belgian Law of 30 July 2018 on the protection of natural persons with regard to the processing of personal data on the following bases:

• Contract / pre-contract steps (Art. 6(1)(b)): scheduling consultations, conducting home plant assessments, preparing courtyard species plans, delivering office plant advising reports and managing care calendar packages
• Legitimate interests (Art. 6(1)(f)): responding to enquiries, improving our advisory services and website, preventing fraud and securing our systems—balanced against your rights
• Legal obligation (Art. 6(1)(c)): accounting, invoicing, tax and regulatory requirements under Belgian law
• Consent (Art. 6(1)(a)): non-essential cookies, optional marketing emails and photography consent for portfolio use

Cookies and Similar Technologies

Our website uses necessary cookies for basic operation. Analytics or preference cookies, if introduced, run only with your consent where required. See our Cookies page for categories, retention and how to withdraw consent.

Data Retention

Enquiry and quote data is kept for up to 24 months after the last meaningful contact unless an active client relationship continues. Consultation reports and care calendars are retained for 36 months after the last transaction. Invoices and related correspondence are retained for the period required by Belgian commercial and tax law (typically 7 years). Marketing consent records are kept until you withdraw consent plus a short audit period. Technical logs may be retained for up to 12 months for security purposes.

Who We Share Data With

We share personal data only as needed with:

• Hosting, email and form processing providers acting as processors under Article 28 GDPR agreements
• Payment service providers for bank transactions
• Professional advisors (accountant, legal counsel) where necessary
• Public authorities when legally obliged

We do not sell personal data. We do not use automated decision-making that produces legal or similarly significant effects. We do not provide medical or wellness advice and do not process special categories of health data.

International Transfers

Where tools or hosts process data outside the European Economic Area, we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission, supplementary measures where required, or rely on an adequacy decision. You may request details of transfers relevant to your data by contacting us.

Security

We apply technical and organisational measures proportionate to the risk, including access controls on studio systems, encrypted transmission where available, staff confidentiality training and limited access to property addresses collected for site visits. No method of transmission over the internet is completely secure; please avoid sending unnecessary sensitive data by unencrypted email.

Your Rights Under the GDPR

Depending on circumstances, you may have the right to:

• Access your personal data and obtain a copy (Art. 15)
• Rectify inaccurate or incomplete data (Art. 16)
• Erase data in certain cases, such as where it is no longer necessary (Art. 17)
• Restrict processing in defined situations (Art. 18)
• Data portability for data you provided, where processing is automated and based on contract or consent (Art. 20)
• Object to processing based on legitimate interests or for direct marketing (Art. 21)
• Withdraw consent at any time without affecting prior lawful processing (Art. 7(3))
• Not be subject to solely automated decisions with significant effects, where applicable (Art. 22)

To exercise these rights, contact [email protected]. We respond within one month, extendable where requests are complex. We may need to verify your identity.

Data Protection Officer

We are not required to appoint a Data Protection Officer under Art. 37 GDPR. Privacy enquiries are handled by the studio management at the contact details above.

Children

Our services are directed at adults. We do not knowingly collect data from children under 16 without parental consent. Contact us if you believe we have received such data.

Complaints

If you believe your data protection rights have been infringed, you may lodge a complaint with the Gegevensbeschermingsautoriteit / Autorité de protection des données (Belgian Data Protection Authority) at www.dataprotectionauthority.be or the supervisory authority in your EU country of residence. We encourage you to contact us first so we can address your concern.

Changes to This Policy

We may update this Privacy Policy to reflect legal or operational changes. The "Last updated" date at the top will change accordingly. Material changes may be communicated via email to active clients or a notice on this page.

Questions: [email protected]