Privacy policy

As soon as you visit our website or contact us, we receive information about you. In this privacy statement we explain what we do with that information. We handle it with care and store it securely. If you have a question, or want to know what information we hold about you, please contact us. We may amend this privacy statement; please check it from time to time. This privacy statement was last modified on 15 October 2026.

Contents

1. When does this privacy statement apply?
2. Who uses your data?
3. Whose data do we use?
4. How do we get your data?
5. What data do we use?
6. What do we use your data for?
7. How long do we keep your data?
8. Who do we share your data with?
9. Where do we store your data?
10. How safe is your data with us?
11. What are your rights?
12. Which rules apply to this privacy statement?
13. Which cookies do we use?
14. What do we do with data of minors?
15. Do you have a question about this privacy statement?

1. When does this privacy statement apply?

This privacy statement applies to all personal data that we process and to all our websites. It concerns the data of everyone who has had contact with us or visited our website: visitors, customers and business contacts. Personal data is any information that can be traced back to you as a person, such as your name, telephone number, e-mail address or IP address.

2. Who uses your data?

Optinovate Technologies is responsible for this website and for the use of your personal data as described here. Our details:

Optinovate Technologies
Turandotpad 7
3194 WL Hoogvliet Rotterdam
The Netherlands
Chamber of Commerce (KVK) 93248245
VAT number NL005010539B37
E-mail: info@optinovatetech.com

3. Whose data do we use?

Everyone who contacts us or uses our website: visitors, private customers, business customers and contact persons of suppliers and partners.

4. How do we get your data?

We receive your data directly from you as soon as you:

• visit our website;
• request a quote or place an order;
• create an account;
• fill in a form on our website;
• apply as a supplier or use our supplier portal;
• use the chat assistant on our website;
• contact us by e-mail, telephone or WhatsApp.

If you give us a VAT number, we check whether it is valid in the European VIES register. We do not buy address lists. To offer our equipment to opticians, optometrists, clinics and other professionals, and to invite makers of equipment to exhibit, we also collect business contact details that a business has made public itself, for example on its own website or in public business directories and maps: its name, its address and its general e-mail address (such as info@). We write only to general business addresses, never to an address that belongs to one person. If you write to us through WhatsApp, WhatsApp (Meta) handles your message under its own privacy policy; we only see the message you send us.

5. What data do we use?

We only use what we need to handle your quote or order:

• your name and, if you buy as a business, the name of your company or practice;
• invoice and delivery address;
• e-mail address and telephone number;
• VAT number (business customers in the EU only);
• details of your quote, order and invoice;
• the message you send us;
• technical data that every website receives, such as your IP address, in the log files of our server;
• if you say yes to our cookie question: statistics about how you use the website, collected by Google Analytics (see section 13);
• if you say yes to our cookie question: how you reached our website (for example through Google or Pinterest), stored with your quote request or order.
• if your company applies to supply us: company details, the name, position, e-mail address and phone number of a contact person, product information, photos and certificates;
• if you use the chat assistant: the messages you type and the page you are on. We do not store your IP address; to prevent misuse we keep a scrambled code of it for one day.

Your payment details do not reach us: you pay with our payment provider Mollie, who handles the payment. We only see whether the payment succeeded.

6. What do we use your data for?

• To carry out our agreement with you: making and sending a quote, processing your order, delivering, invoicing and answering questions.
• Because the law requires it: keeping invoices and the related data for the tax authorities.
• Out of legitimate interest: securing our website and systems, preventing misuse and keeping our administration.
• Out of legitimate interest: writing to a business to offer our equipment, or to invite an equipment maker to exhibit. Every message names Optinovate and tells you how to stop further messages; whoever says no goes on a block list, and we never write to that address again.
• With your consent: if you give us separate consent, for example for a message that is not part of your order.
• With your consent: measuring how our website is used, with Google Analytics, so that we can improve it (see section 13).
• To work with suppliers: reviewing applications, managing our suppliers and purchases, and meeting our legal duties as an importer and distributor of medical devices.
• To answer your questions in the chat assistant, and to contact you if you ask for it there.

We do not use your data for advertising, for profiling or for automated decisions. We do not sell your data.

7. How long do we keep your data?

No longer than necessary, and as long as the law requires. We keep invoices and the related data for seven years: that is the tax retention obligation. We keep quote requests and questions (through the contact form or the WhatsApp form) that do not lead to an order for two years at most. Chats with the chat assistant are deleted automatically after 90 days; if you ask us in the chat to contact you, we keep your details and your question for two years at most. Declined supplier applications are deleted after 12 months; records of suppliers we buy from, including their certificates, are kept as long as the law requires (for medical devices at least 10 years after the last device was supplied). Your account remains for as long as you use it; if you ask us to delete it, we will. Business contact details we collected ourselves are kept while we may still write to that business. If you ask us to delete them, we do; only the e-mail address stays on our block list, so that we never write to you again. The data that Google Analytics links to a browser (only if you said yes) is deleted automatically after 14 months at the latest; summarised totals that cannot be traced back to you may be kept longer. If you want to know how long we keep a specific piece of data, just ask us.

8. Who do we share your data with?

Only with parties that help us handle your order, and only with the data they need for it:

• the company that hosts our website and e-mail;
• our payment provider Mollie;
• the carrier that delivers your order;
• our supplier, if it delivers directly to you;
• Google, for the website statistics (Google Analytics), but only if you say yes to our cookie question;
• the platform we use to make shipping labels for the carrier;
• IT service providers that we use for our work, such as the service behind our chat assistant: only the data needed for the task at hand (never bank or payment details);
• our accountant and, where the law requires it, the tax authorities.

We have made agreements with these parties about the way they handle your data. We pass on nothing else, unless we are legally obliged to.

9. Where do we store your data?

We process and store your data within the European Economic Area (EEA). Three Google services are processed outside the EEA: reCAPTCHA on the log-in and sign-up forms, Google Translate if you choose another language yourself, and Google Analytics if you say yes to our cookie question. The standard clauses of the European Commission apply to these. Some IT service providers process data outside the EEA; the standard contractual clauses of the European Commission apply to this as well. If you have questions about this, please contact us.

10. How safe is your data with us?

Our website uses a secure connection (https). Only the people who need it for their work have access to orders and customer data, each with their own login. Our systems are kept up to date and checked. If you notice anything that does not seem right, please let us know — we will look into it.

11. What are your rights?

Because we use your personal data, you have a number of rights.

Right to information

We must explain to you in an understandable way what we do with your data. We do that in this privacy statement.

Right to access

You may always ask us which data we hold about you.

Right to correction

If your data is incorrect or incomplete, we will correct it at your request.

Right to object

You may object to the use of your data if you do not agree with the way we handle it.

Right to data portability

If you are a customer of ours or have given your consent, you may ask us to send you your digital data, so that you can take it to another organisation.

Right to restriction

You may ask us to limit the use of your data. We will then keep it, but not use it.

Right to be forgotten

You may ask us to delete all your data. Some data we may not delete yet: invoices must be kept for seven years for the tax authorities.

Right to submit a complaint

If you are not satisfied with the way we handle your data, let us know — we will gladly resolve it. You can also submit your complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), and if necessary go to court.

How do you submit a request or complaint?

Send an e-mail to info@optinovatetech.com. We handle every request or complaint within 30 days. If you submit several requests or a complex one, it may take longer; in that case you will hear from us within 60 days at the latest. We may ask you to identify yourself, so that we are sure it concerns your own data.

12. Which rules apply to this privacy statement?

This privacy statement must comply with the General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act. In addition, Dutch law applies.

13. Which cookies do we use?

We use the cookies that the website needs to work (functional cookies): to keep your shopping cart and quote list, and to keep you logged in if you have an account. We use statistics cookies (Google Analytics) only if you say yes to the question at the bottom of your screen; if you say no, nothing is loaded and nothing is recorded. We don’t use advertising or tracking cookies, and we don’t build a profile of your surfing behaviour. You can change your choice at any time: Change cookie choice. A cookie is a small text file that is placed on your device when you visit our website.

Some parts of the website use a service from another company: Google reCAPTCHA on the log-in and sign-up forms (spam protection), Google Translate only if you choose another language, Google Analytics (statistics) only if you say yes, and Mollie when you pay. The full list, with what each cookie does and how long it is kept, is in our cookie statement.

14. What do we do with data of minors?

Our website and our products are intended for opticians, optometrists, clinics and other business customers; we do not target minors. If you are under 16, you need permission from a parent or guardian to use our website.

15. Do you have a question about this privacy statement?

Feel free to ask: e-mail info@optinovatetech.com or send us a WhatsApp. You will get a personal answer within 24 hours.