Privacy policy

Last updated: 8 August 2026

At KOTSAF BV, we respect your privacy and are committed to protecting your personal data.

This Privacy Policy explains how KOTSAF BV (“KOTSAF”, “we”, “us” or “our”) collects, uses, stores and shares personal data when you visit kotsaf.com, create an account, contact us, subscribe to our communications, or purchase our products.

This Privacy Policy is intended to provide information in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and other applicable data protection laws.

1. WHO WE ARE

The controller responsible for the processing of your personal data is:

KOTSAF BV
Jutestraat
9160 Lokeren
Belgium

Email: info@kotsaf.com
Telephone: +32 467 00 00 30
Website: kotsaf.com

If you have questions about this Privacy Policy or the way we process your personal data, you can contact us using the details above.

2. PERSONAL DATA WE COLLECT

Depending on how you interact with KOTSAF, we may collect the following categories of personal data.

Account and contact information

This may include:

  • First and last name

  • Email address

  • Telephone number

  • Billing address

  • Shipping address

  • Account and login information

  • Company information where applicable

  • VAT information where applicable

Order and transaction information

When you place an order, we may process information such as:

  • Products purchased

  • Order number

  • Order value

  • Billing and shipping information

  • Payment status

  • Delivery information

  • Returns and refunds

  • Previous transactions with KOTSAF

Payment information is generally processed by our payment service providers. KOTSAF does not necessarily receive or store your complete payment card details.

Device and website information

When you visit our website, certain technical information may be collected automatically, including:

  • IP address

  • Browser type and version

  • Device type

  • Operating system

  • Time zone

  • Cookie identifiers

  • Pages and products viewed

  • Referring website

  • Search activity

  • Interaction with our website

  • Approximate location derived from technical information

This information may be collected through cookies and similar technologies.

Customer service information

When you contact us, we may process:

  • Your contact details

  • Your correspondence with us

  • Information about your order

  • Complaints

  • Returns or warranty-related communications

  • Any other information you voluntarily provide to us

Marketing information

Where applicable, we may process information concerning:

  • Newsletter subscriptions

  • Marketing preferences

  • Interaction with our marketing emails

  • Interaction with advertisements

  • Cookie and advertising preferences

3. HOW WE USE YOUR PERSONAL DATA

We may process your personal data for the following purposes:

  • To process and fulfil your orders

  • To process payments

  • To arrange delivery and shipment

  • To provide order confirmations and invoices

  • To manage customer accounts

  • To provide customer service

  • To process returns, refunds and complaints

  • To communicate with you regarding your orders

  • To prevent and detect fraud or misuse

  • To protect the security of our website

  • To comply with accounting, tax and other legal obligations

  • To analyse and improve our website and services

  • To understand how customers use our website

  • To measure the effectiveness of our marketing

  • To send marketing communications where permitted by law

  • To personalise advertising where you have provided the required consent

  • To establish, exercise or defend legal claims

We will not use your personal data for purposes incompatible with those described in this Privacy Policy unless permitted or required by law.

4. LEGAL BASIS FOR PROCESSING

Under the GDPR, we process personal data only when we have a valid legal basis.

Depending on the circumstances, we may rely on:

Performance of a contract

We process personal data when necessary to:

  • Process your order

  • Receive payment

  • Deliver your products

  • Manage your customer account

  • Handle returns or refunds

  • Provide customer support related to your purchase

Legal obligations

We may process and retain certain personal data where necessary to comply with legal obligations, including accounting, taxation, consumer protection and regulatory requirements.

Legitimate interests

We may process personal data where necessary for our legitimate business interests, provided those interests do not override your fundamental rights and freedoms.

These interests may include:

  • Preventing fraud

  • Protecting our business and website

  • Improving our services

  • Managing customer relationships

  • Establishing or defending legal claims

Consent

Where required by law, we rely on your consent for activities such as:

  • Non-essential cookies

  • Certain analytics technologies

  • Personalised advertising

  • Certain direct marketing communications

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

Withdrawal of consent does not affect the lawfulness of processing carried out before your consent was withdrawn.

5. SHOPIFY

Our online store is powered by Shopify.

Shopify may process personal data on our behalf in order to provide the ecommerce infrastructure required to operate our online store, including functions relating to checkout, customer accounts, security, analytics and order processing.

Shopify may process information in different countries in accordance with its applicable privacy and data-transfer arrangements.

For more information about how Shopify processes personal data, please refer to Shopify's own privacy documentation.

6. PAYMENTS

When you make a purchase, payment information may be processed by third-party payment service providers.

These providers may process information necessary to:

  • Authorise your payment

  • Prevent fraud

  • Complete your transaction

  • Process refunds

Payment providers process personal data in accordance with their own privacy policies and applicable data protection laws.

We do not use your payment information for purposes unrelated to processing your transaction.

7. SHIPPING AND DELIVERY

To deliver your order, we may provide necessary personal information to shipping, postal, courier, logistics and fulfilment providers.

This information may include:

  • Your name

  • Shipping address

  • Email address

  • Telephone number

  • Order or shipment reference

We provide only the information reasonably necessary to arrange and manage the delivery of your order.

8. SERVICE PROVIDERS

We may share personal data with trusted third parties that provide services necessary for the operation of KOTSAF.

These may include providers of:

  • Ecommerce infrastructure

  • Payment processing

  • Shipping and logistics

  • Website hosting

  • IT and security services

  • Email services

  • Customer support

  • Accounting

  • Analytics

  • Marketing and advertising

These providers may process personal data only to the extent necessary to provide their services or where they have another lawful basis to process the information.

We may also disclose personal data where required by law, regulation, court order or another legally valid request from a competent authority.

9. ANALYTICS AND ADVERTISING

Subject to your cookie choices and applicable law, we may use analytics and advertising technologies to understand how visitors interact with our website and to measure or improve our advertising campaigns.

These technologies may process information such as:

  • IP address

  • Device information

  • Browser information

  • Pages viewed

  • Products viewed

  • Purchases

  • Website interactions

  • Advertising interactions

Where consent is legally required, non-essential analytics or advertising technologies will only be activated after you have provided your consent.

You can change or withdraw your cookie preferences through the cookie settings available on our website.

10. MARKETING COMMUNICATIONS

Where permitted by law, we may send you information about KOTSAF products, promotions, launches and offers.

Where consent is required, we will only send such communications after obtaining your consent.

You can unsubscribe from marketing emails at any time by using the unsubscribe link contained in the email or by contacting us at:

info@kotsaf.com

Unsubscribing from marketing communications does not prevent us from sending transactional communications relating to your orders or customer account.

11. COOKIES

Our website uses cookies and similar technologies.

Cookies may be used to:

  • Operate the website

  • Remember your preferences

  • Maintain your shopping cart

  • Enable checkout

  • Maintain customer login sessions

  • Improve website security

  • Analyse website performance

  • Measure marketing campaigns

  • Provide personalised advertising where permitted

Cookies can generally be divided into the following categories:

Strictly necessary cookies

These cookies are necessary for the operation, security and essential functionality of the website and generally cannot be disabled through our consent mechanism.

Preference cookies

These cookies allow the website to remember certain choices and preferences.

Analytics cookies

These cookies help us understand how visitors interact with our website and allow us to improve its performance.

Advertising cookies

These cookies may be used to measure advertising performance and, where permitted, provide advertising based on interests or website activity.

Where required by applicable law, analytics and advertising cookies will not be placed until you have provided consent.

You can manage your preferences using the cookie consent tool available on our website.

You can also configure your browser to reject or delete cookies. Please note that blocking certain cookies may affect the functionality of the website.

Because cookies and technologies used by Shopify and other service providers may change over time, the cookie consent interface on our website provides additional information about the technologies currently in use.

12. INTERNATIONAL DATA TRANSFERS

Some of our service providers may process personal data outside Belgium or the European Economic Area (“EEA”).

Where personal data is transferred outside the EEA, we take appropriate steps to ensure that the transfer complies with applicable data protection law.

Depending on the destination and provider, these safeguards may include:

  • An adequacy decision adopted by the European Commission

  • Standard Contractual Clauses approved by the European Commission

  • Other legally recognised safeguards

13. DATA RETENTION

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to comply with applicable legal obligations.

The applicable retention period depends on factors such as:

  • The nature of the information

  • The purpose for which it was collected

  • Our contractual relationship with you

  • Accounting and tax obligations

  • Consumer protection requirements

  • Potential legal claims

  • Applicable statutory limitation periods

Where personal data is no longer required, we will delete or anonymise it in accordance with applicable law.

14. YOUR GDPR RIGHTS

If the GDPR applies to you, you may have the right to:

  • Access your personal data

  • Rectify inaccurate or incomplete personal data

  • Erase your personal data in certain circumstances

  • Restrict processing in certain circumstances

  • Object to certain processing based on legitimate interests

  • Object to direct marketing at any time

  • Data portability where applicable

  • Withdraw consent where processing is based on consent

  • Lodge a complaint with a competent data protection authority

These rights are subject to the conditions and limitations provided by applicable law.

To exercise your rights, contact:

info@kotsaf.com

We may need to request additional information to verify your identity before processing certain requests.

15. AUTOMATED DECISION-MAKING

KOTSAF does not intend to make decisions about customers based solely on automated processing where such decisions produce legal effects or similarly significantly affect the individual, unless permitted by applicable law.

Our ecommerce, payment or fraud-prevention service providers may use automated systems to identify potentially fraudulent or suspicious transactions.

16. CHILDREN'S PRIVACY

Our website and products are not directed at children.

We do not knowingly collect personal data from children where such collection would be prohibited by applicable law.

If you believe that a child has provided personal data to us improperly, please contact us at info@kotsaf.com so that we can investigate and, where appropriate, delete the information.

17. SALE OF PERSONAL DATA

KOTSAF does not sell personal data in the ordinary meaning of selling personal information to third parties for monetary consideration.

Certain advertising technologies may involve sharing information with advertising or technology providers. Where such processing requires consent under applicable European privacy law, it will be subject to your cookie preferences and consent choices.

18. SECURITY

We take reasonable technical and organisational measures designed to protect personal data against:

  • Unauthorised access

  • Accidental loss

  • Destruction

  • Alteration

  • Unauthorised disclosure

  • Misuse

However, no method of transmitting or storing information electronically can guarantee absolute security.

19. THIRD-PARTY LINKS

Our website may contain links to websites or services operated by third parties.

KOTSAF is not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy policies before providing personal information to them.

20. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to:

  • Our business practices

  • Our website

  • Service providers

  • Technologies

  • Legal or regulatory requirements

The latest version will be published on this page with an updated “Last updated” date.

21. COMPLAINTS

If you have concerns about how KOTSAF processes your personal data, please contact us first at:

info@kotsaf.com

You also have the right to lodge a complaint with the competent supervisory authority.

For KOTSAF in Belgium, the supervisory authority is:

Belgian Data Protection Authority
Gegevensbeschermingsautoriteit / Autorité de protection des données (GBA/APD)
Rue de la Presse 35 / Drukpersstraat 35
1000 Brussels
Belgium

22. CONTACT

For questions, requests or complaints concerning privacy or personal data, please contact:

KOTSAF BV
Jutestraat
9160 Lokeren
Belgium

Email: info@kotsaf.com
Telephone: +32 467 00 00 30
Website: kotsaf.com