Effective date: 5 October 2026
1. Who We Are
Vitaminfood BV is responsible for the personal data described in this policy when you use vitaminfood.com. This policy covers our website; it does not cover a separate mobile app.
Address: Rivierstraat 175, 3016 CH Rotterdam, The Netherlands.
Chamber of Commerce: 98380222.
Email: info@vitaminfood.com.
Telephone: 085 212 59 77.
2. Orders and Subscriptions
When you place an order or subscribe to deliveries, we use the information needed to provide that service: your name, contact details, billing and delivery addresses, products and flavour selections, order history, subscription choices and payment status. We use it to process orders, arrange delivery, manage recurring deliveries, handle returns and answer order-related questions.
The legal basis for these activities is performance of our contract with you, or taking steps at your request before entering into a contract. We also keep records needed to meet our legal accounting and tax obligations.
Payments are processed through Mollie. Depending on the payment method and integration, Mollie processes payment details, transaction information, IP address and device information, and may process contact and order details. Mollie uses personal data to process payments, prevent financial crime and meet its legal obligations. For information about Mollie’s processing and your rights, see Mollie’s Privacy Statement.
We arrange shipments through MyParcel.com and the carrier handling your parcel. To prepare and deliver your order, they receive the recipient and shipment information needed for that service, including your name and delivery address and, where needed, contact details for delivery updates. See MyParcel.com’s privacy and data-handling documents.
3. Your Account
If you create an account, we use your email address, account profile, authentication information and associated orders or subscriptions to provide and secure the account. We process this information to provide the account service you request and, where applicable, on the basis of our legitimate interest in securing that service.
Information required to fulfil an order is necessary for that transaction; without it we may be unable to process or deliver the order. Deleting an account does not necessarily remove records that must be retained for legal obligations or to resolve a dispute. Information needed to provide and settle an active subscription is retained for those purposes. The retention rules below explain the relevant periods and exceptions.
4. Contacting Us
If you contact us, we use your contact details and message to respond. Enquiries about a prospective or existing purchase are handled to take the requested contractual steps or support that contract. For other enquiries, the basis is our legitimate interest in answering correspondence. Please avoid sending sensitive personal information that is not needed for your enquiry.
The website sends service emails through TransIP. Sending these messages involves processing the recipient address and message content needed for the communication. See TransIP’s Privacy Policy.
5. Website Operation and Cookies
Essential technologies support the cart, checkout, login, language selection and storage of your cookie choices. Technical connection information, such as your IP address and browser or device information, is used where needed to deliver and protect the website. Our basis for security and necessary operational processing is our legitimate interest in providing a working, secure website.
Optional statistics and marketing technologies are subject to your consent settings. You can reject optional cookies and continue shopping. For details about cookies, services and their lifetimes, see our Cookie Policy. You can reopen the cookie settings to change your choices. Withdrawal does not affect the lawfulness of processing based on consent before it was withdrawn.
At the effective date of this policy, the planned Google Ads, Google Analytics 4 and Google Tag Manager tags have not been activated on the website. This policy does not constitute consent to future advertising or analytics tracking.
6. Recipients and International Processing
We use service providers to operate the website and support customer transactions. Necessary data is shared with payment services, the shipping platform and carrier, and providers supporting website operation, maintenance and service emails. The confirmed payment, shipping and outgoing-email providers are described above. We may also disclose information where required by law or necessary to establish, exercise or defend legal claims.
Providers can process information under their own legal responsibilities. For example, Mollie acts as an independent controller for its payment services. Their privacy notices explain their respective processing.
Some provider processing may take place outside the European Economic Area. Mollie’s privacy statement describes the use of appropriate transfer mechanisms, including EU Standard Contractual Clauses where required. MyParcel.com’s linked data-handling documents explain its arrangements for international processing. These provider notices do not mean that every transfer applies to every order. Contact info@vitaminfood.com for information about recipients and safeguards applicable to your information.
7. How Long We Keep Information
We retain personal data for the purposes described in this policy and apply the following retention rules:
- Account profiles: 24 months without a login or purchase, provided there is no active subscription, unfinished order, unresolved claim or other continuing need to retain the information. After that, the profile is deleted or anonymized. Financial records required by law are handled separately.
- Abandoned, failed or cancelled unpaid orders: 30 days in their final unpaid state. Orders connected to a payment, refund, subscription, required financial record or unresolved dispute are excluded and retained only under the applicable rule.
- General enquiries: no more than 12 months after final resolution, and less where no follow-up need remains. Information necessary for a financial record or an actual dispute is kept separately for that purpose.
- Subscriptions: information needed to provide and settle a subscription is retained while those activities continue. Afterwards, the relevant account, correspondence and financial-record rules apply.
- Financial records: records needed to meet Dutch tax and accounting obligations are generally retained for 7 years. Records subject to the One Stop Shop (OSS) rules are retained for 10 years where applicable. The legal starting point and the type of record determine the period; these periods do not apply indiscriminately to all account information.
Technical records are kept only as long as needed for their operational or security purpose, taking account of any incident that needs investigation. Where a legal obligation or an unresolved dispute requires longer retention, only the information needed for that purpose is retained. Requests for earlier erasure are assessed under the applicable data-protection rights and exceptions. Contact info@vitaminfood.com with a question or request about retention.
8. Your Rights
Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your personal data, and object to processing based on legitimate interests. You may withdraw consent where processing relies on it. Contact info@vitaminfood.com to make a request; proportionate identity checks may be needed to protect your information.
You may complain to the Dutch Autoriteit Persoonsgegevens or another competent supervisory authority. These rights are subject to the conditions and exceptions set by applicable law.
9. Changes to This Policy
We will keep this policy aligned with our processing and update its effective date when a revision is published. A policy change does not by itself constitute consent to new optional tracking.