Privacy Policy

1. Why this privacy policy?

1.1 This is the privacy policy of EasyPost (“we” or “our” or “us”). You can find our company details in article 3 below.

1.2 This policy applies to the processing of your data by EasyPost in the context of its services (such as EasyPost Classic and EasyPost Connect).

In this policy, we explain what Personal Data we process about you, how we do it, why we do it, on what basis we do it, what rights you have and with whom we can share your data. We aim to inform you about this as transparently as possible.

We recommend that you read this policy carefully. You can consult the privacy policy at any time under the “Privacy Policy” section on our website.    

1.3 Your privacy is extremely important. That is why we take all appropriate measures to protect your Personal Data in accordance with the applicable data protection laws, including the General Data Protection Regulation (GDPR).

In light of this, EasyPost also takes all appropriate technical and organisational security measures. In addition, EasyPost is ISO 27001 certified.    

1.4 This policy does not cover the privacy policies, statements, or terms & conditions of third parties.

1.5 EasyPost may make changes to this privacy policy. It is therefore important that you consult the policy from time to time. You will always find the most up-to-date version on the website. Any changes will be communicated via the website, by email or other electronic channels. 

1.6 This privacy policy is subject to Belgian law. Only the courts of Ghent (division(s) of Ghent) are competent in the event of a dispute.

1.7 For questions or requests, please email: privacy@easypost.eu

2. Who is responsible for processing your data?

2.1 We (EasyPost). We are the so-called “data controller”. This means that we determine the purpose and means of processing and are responsible for the lawful and correct processing of your data. 

2.2 With regard to the processing of the Personal Data of specific data subjects on behalf of our customers, such as addressees, contacts, senders, our customers' correspondents or other data subjects/natural persons, we act as processor on the instructions of and on behalf of the customer (who is the data controller). To this end, we conclude data processing agreements with our customers which establish guarantees, including appropriate technical and organisational measures to protect the Personal Data for which the customer is responsible.

3. How to contact us?

Legal formLimited company
Company namePostalia Belgium
Trademark/brand nameEasyPost
HeadquartersGustave Fachedreef (L)1
7700 Mouscron
Company number (CBE)0463.006.734
E-mailprivacy@easypost.eu
Hyperlink websitehttps://www.easypost.eu/en

 

You can contact our Data Protection Officer at privacy@easypost.eu.

4. What Personal Data do we process and how?

4.1 EasyPost processes the following data:

Identification detailsName, first name
User login
Address, residence
E-mail address
Telephone number
Occupation (if applicable)
Company detail
Elektronic dataDevice information, log file information such as IP address, browser, and operating system
External websites
Pages visited (and date and time of connection times)
Cookies
Financial detailsBank account number and any other payment details.

4.2 EasyPost can receive your data directly from you, e.g., because you provide it via our contact form (e.g., on the website) or when you request a quote, or indirectly via third parties (e.g., partners we work with). 

EasyPost can receive and process your Personal Data as part of the agreement with you or your company, when you request a quote, when you contact EasyPost for information (by phone, in writing or via the website) or via cookies on our website. 

EasyPost can also receive your data via third parties, e.g., partners or platforms for prospecting and/or marketing, or public databases with company data or companies affiliated with EasyPost. This is always in accordance with the applicable data protection legislation, including the GDPR.

4.3 EasyPost may also process other categories of Personal Data on behalf of its customers as a processor within the meaning of Article 2.2 above. 

As part of the EasyPost Classic services, EasyPost processes the name, address, place of residence and possibly the telephone number and email address of the customer's addressees, contacts, senders or correspondents, as stated on postal shipments and/or delivery receipts, as well as mail ID barcodes that can be linked to postal shipments and/or delivery receipts. The postal items themselves are enveloped (under a closed cover) processed by EasyPost so that it and/or its appointees do not have access to their content (e.g., financial data, special categories of data (such as health, judicial, criminal or sensitive data) or other Personal Data concerning data subjects that are not mentioned or linked to the postal items and/or the delivery receipts themselves.

In the context of the EasyPost Connect services, EasyPost may also process Personal Data other than the name and address details of certain data subjects, which, however, are not consulted by EasyPost and/or its appointees, but may be included in the digital documents or communication or processed as part of the above services. This may include other identification data, such as date of birth, details of personal characteristics (such as place of birth, gender, marital status, nationality, occupation), financial information (such as bank account number(s), number(s) of credit card(s)), educational and training data (e.g., studies /degrees), occupation and employment data (e.g., current occupation/position, evaluations), data concerning real estate, housing, memberships, footage (photos, videos), data concerning leisure activities and interests, lifestyle, agenda planning and activities, physical data, as well as special categories of Personal Data such as health data, sensitive data, national register number, judicial data and criminal records. This Personal Data is processed via Easypost.Connect only at the customer's instructions (the customer is and remains responsible for processing that Personal Data) and only if this is necessary for the performance of the services.

5. Why and on what basis do we process your data?

5.1 EasyPost processes your Personal Data for:

Contact, enquiries and informationWe process your Personal Data (identification data) in order to contact you, process any requests you may have and provide you with the necessary information and information about our company, services, website or other information related to our services or activities.
If you do not provide certain information, such as your identification details, we may not be able to respond to you, provide information or provide services to you or your company.
The processing of your data for these purposes is based on our legitimate (commercial) interests in the context of our cooperation/agreement, insofar as they outweigh your (privacy) rights or interests.
In the run-up to an agreement with you, this processing can also be based on the preparation of that agreement (insofar as you contract with EasyPost as a natural person).
Customer management - execution of agreements with customers - servicesWe process your Personal Data for managing our customer files, preparing quotes, executing and following up orders and our services, as well as for administration, billing and accounting purposes.
If you do not provide us with certain of your Personal Data, such as identification data or financial information that is necessary under the agreement or due to legal obligations, we will not be able to contact you and/or we will not be able to provide you with services.
We may also process your Personal Data in the context of organising events or other activities related to our company or services.
The aforementioned processing is necessary for preparing, concluding and executing the agreement(s) with you as described therein (if you are a natural person). In the context of the agreement with your company, we may also process the Personal Data of certain data subjects in that context (e.g., representatives, your employees or staff) based on our legitimate (commercial) interests in the context of the cooperation/agreement.
Supplier ManagementWe process the Personal Data of you as an EasyPost supplier, partner, subcontractor or service provider in the context of cooperation and management of our supplier files, processing quotes, execution of agreement(s), administration and accounting.
This processing is based on the (execution of the) agreement with you (as a natural person) or on the basis of our legitimate (commercial) interests in the context of the cooperation, insofar as they outweigh your (privacy) rights or interests.
Direct marketingYour Personal Data may be used for direct marketing. This relates to the sending of information about our company, our services, or information that could be interesting or useful to you or your company, through a newsletter or other means (e.g., social media).
If you (or your company) are a customer of EasyPost, this is done on the basis of our legitimate business interests. If you (or your company) are not a customer of EasyPost, your prior consent will be requested (e.g., by subscription to our newsletter via the website or any other channel). Such consent is free, where applicable, and may be revoked at any time.
(EasyPost may of course send you personal emails (without any advertising or direct marketing purposes), e.g., in the context of the cooperation/agreement.
If you wish that we no longer process your Personal Data for direct marketing purposes, you always have the right to object (unsubscribe or oppose such processing), free of charge and without giving any reason (see also Article 9.3 below). To do this, you can contact us at: privacy@easypost.eu
Any images or photos of you, e.g., from EasyPost events, may only be processed and used for marketing purposes, for example, on the basis of your prior consent.
Ensuring optimal operation of our websiteWhen you visit or consult the website, we may process certain electronic data, such as cookies and IP addresses (see Article 4.1 above). Cookies facilitate the interaction between you as a visitor and our website and are used to improve the user experience and collect statistics on visitors to our website. Cookies also ensure that your personal settings and preferences are stored and that video and sound material can be played. Certain cookies may be placed by a third party to measure the use of our website or for lead generation.
More information on the use of cookies can be found in our cookie policy.
The transfer of your Personal Data to our service providers, sub-processors or other third partiesSee article 6 below.
Our company organisationWe may process some of your Personal Data in the context of the organisation of our business, e.g., corporate housekeeping, physical safety, IT and network security, dispute management or enforcement of legal claims (e.g., debt collection). This is done on the basis of our legitimate interests, which, if applicable, outweigh your (privacy) rights or interests.
Complying with applicable laws and requests from authoritiesWe may process your Personal Data in the context of compliance with legal obligations, e.g., EasyPost's tax or social obligations under or by order of governments or authorities.

5.2 For the purposes for which EasyPost's legal basis for processing Personal Data is a legitimate interest, you may ask us for more information on the balance of interests we have carried out in that context at any time.

6. Who else receives or processes your data (besides EasyPost)?

6.1 Your data may also be processed by our partners, providers of postal services (e.g., Bpost (insofar as it concerns your name and address details associated with a customer's postal items or delivery receipts), service providers or suppliers in the context of performing our services. This includes, for example, hosting providers, IT partners, web administrators, network administrators, software providers, and companies that provide payment services, marketing services, communication services or media services to us and our logistics partners (in the context of our courier services). They receive your Personal Data only in the context of the services that EasyPost provides to you or your company.

6.2 EasyPost concludes (sub)processing agreements with its processors and sub-processors so that it can guarantee to its customers and prospects that it uses appropriate service providers who process the Personal Data securely on behalf of EasyPost. EasyPost ensures that, together with its (sub)processors and partners, it takes the necessary measures to integrate data protection principles into its services, tools and software.

6.3 Moreover, only persons within EasyPost, such as staff or appointees who are authorised to do so, have access to your Personal Data. They will only have access to the data that is relevant to the services in question. These persons are bound to confidentiality with regard to that Personal Data. 

6.4 EasyPost is not responsible for the processing of your data by third parties who do not do so on behalf of EasyPost; they are responsible for it themselves.

6.5 EasyPost may be required to provide or process your data pursuant to its legal obligation and/or in response to a request from supervisory authorities or government agencies. 

6.6 Finally, other companies may also process your data as part of our activities, such as our bookkeepers, accountants, auditors, insurance brokers, insurers, legal advisors, lawyers and other service providers.

7. Will your Personal Data be transferred outside the EU/EEA?

No. As a rule, EasyPost does not use service providers or processors located outside the European Economic Area (EEA). Should this be the case, EasyPost will in any case take the necessary appropriate measures and safeguards to ensure adequate protection of your Personal Data, including the conclusion of standard contractual clauses and additional (technical, organisational or contractual) measures with regard to the service provider or processor located in (or who processes data in) countries outside the EEA.

8. How long do we keep your data?

8.1 EasyPost only collects, generates and processes the data it provides for the purposes described in Article 5 above. We will not keep your data longer than necessary for those purposes, unless its storage or processing is subject to special legal provisions. 

8.2 Personal Data and commercial data that EasyPost has obtained from you as a customer or supplier will be stored for the term of the agreement and up to a maximum of ten (10) years after the end of the agreement (this corresponds to the contractual limitation period). 

8.3 Personal Data that EasyPost processes in the context of direct marketing is kept for a maximum of five (5) years after the last contact with the customer or prospect in question.

8.4 Certain data may be subject to specific statutory or conventional retention periods. In any case, the principle always applies that we do not keep your data longer than necessary. 

8.5 After the expiry of the aforementioned periods, the Personal Data will be deleted or anonymised, unless certain legislation requires a longer period.

8.6 When processing Personal Data on behalf of the customer whereby EasyPost qualifies as a “processor”, the duration of the processing as well as the return and/or erasure of Personal Data will be governed by the data processing agreement between EasyPost and the customer at the end of the cooperation.

8.7 Finally, for more information on the retention periods for data processed through cookies on our website.

9. What are your rights?

9.1 You have the right to information about the processing of your data. This is communicated to you via this privacy policy. You can also ask us to provide additional information at any time.

9.2 You have the right to ask us for:

access to your data: For this purpose, you may receive one copy of the requested information free of charge. If you request additional copies, we may charge you a reasonable fee based on administration costs.

rectification of your details (if necessary).

erasure of your Personal Data if:

  • the processing of that data is no longer necessary for the purpose or purposes for which it was processed by us;
  • you have withdrawn a previously given consent;
  • you object to our processing;
  • the Personal Data had been processed unlawfully by us;   
  • this is necessary to comply with a legal obligation; or
  • the Personal Data had been processed in connection with an offer of information society services to children.

restriction of processing that relates to you. You have the right to restrict processing if:

  • you contest the accuracy of the information we hold;
  • the processing is unlawful and you oppose the erasure of the Personal Data and request the restriction of its use instead;    
  • we no longer need this information while you still need it for the establishment, exercise or defence of a legal claim;
  • pending an answer to the question whether EasyPost's legitimate grounds outweigh yours or your (privacy) rights in the event you object to processing based on our legitimate interests.

9.3 You have the right to object to the processing of your data.

You can object to the processing of your data for direct marketing at any time and free of charge. 

This can easily be done by informing us at:  privacy@easypost.eu and/or by unsubscribing from our website.  This can also be done via the mailings themselves (the option to unsubscribe is always provided at the bottom). You will then no longer receive newsletters from us. 

9.4 You have the right to transmit your data (to another data controller). This is only possible if the processing by us is based on your consent or the processing is carried out by automated processes. 

9.5 If the processing of your Personal Data is based on your consent, you have the right to withdraw your consent at any time. 

9.6 You also have the right to file a complaint with the Data Protection Authority (Drukpersstraat 35, 1000 Brussels — T: +32(0)2 274 48 00 – E: contact@apd-gba.be). In case of a complaint, you can also contact EasyPost yourself at: privacy@easypost.eu.

9.7 The exercise of your rights, as set out above, is always subject to the requirements and conditions set out in applicable law (such as the General Data Protection Regulation (‘GDPR’)).

9.8 To exercise your rights, you can easily send a request to EasyPost at: privacy@easypost.eu. However, you must provide adequate proof of identify. If we have reason to doubt your identity, we may ask you for additional information that is necessary to confirm your identity. We will usually ask for a copy of your identity card to verify who is actually making a request. You should ensure that any information or data that is not necessary for the verification and confirmation of your identity is obscured or otherwise deleted or made illegible.

Questions?

Please don’t hesitate to contact us: privacy@easypost.eu