Privacy statement Phaff Export Marketing

We respect your privacy

At Phaff Export Marketing, we bring the world of AgriFood together. While doing so, we connect with many people, like you. Whether you're a client, a partner, or just browsing our website, we believe your privacy matters.

We treat your personal data with care. This privacy statement explains what we collect, why we collect it, and how we protect it.

If you have any questions, please do not hesitate to reach out.  

Who we are

We are Phaff Export Marketing BV, based in the Netherlands
Our address: Veluwezoom 5, 1327 AA Almere
Email: hello@phaff.com

When do we collect your personal data?

We collect your personal data when you use our services or when you choose to share it with us. This can happen in different ways, such as:

  • When you register for one of our events or projects – by phone, email, or through a form on our website;
  • When you become a client or partner, or when we work together based on an agreement;
  • When you sign up for our newsletter to stay informed about our activities;
  • When you contact us – in person, by phone, by email, or online;
  • When you take part in one of our surveys, promotions, or research projects.

The data we collect can include

  • Your name
  • Your company name
  • Your email address
  • Your phone number
  • Your job title
  • Your IP address (when visiting our website)
  • Event-related information, such as dietary preferences, arrival and departure details, or other logistics information related to your participation
  • Invoice details, such as billing address, VAT number, and payment information
  • Company profile information, such as sector, export focus, or areas of interest (when relevant for projects or events)

Passport information (special category data)

For some international projects or events, we may need to collect passport information from participants — for example, to arrange flights, hotel bookings, or visa support.

We only request this information when strictly necessary and always handle it with extra care. Passport data is stored securely, only accessible to authorized staff, and deleted immediately after the travel or event has ended — unless we are legally required to keep it longer.

We will always inform you in advance when passport information is needed and why.

Why do we collect your data?

We collect and use your personal data to provide our services in the best possible way. More specifically, we may process your data to:

  • Start, manage, and maintain our relationship with you as a client or partner;
  • Deliver our services or products and handle the related administration;
  • Contact you by email or phone to provide our services;
  • Inform you about possible changes to our services or offerings;
  • Send you relevant updates, offers, interesting projects/events, newsletters, or promotions;
  • Improve our communication and carry out direct marketing;
  • Do internal analysis, market research, and improve our services;
  • Handle your job application if you apply for a position;
  • Respond to questions, requests, or complaints;
  • Comply with legal obligations.

Retention period

We do not keep your personal data longer than necessary for the purposes described in this privacy statement, or to fulfil the goals for which your data was collected. When the data is no longer needed, we delete it or anonymize it. In some cases, anonymized data may be stored for a longer period, if permitted by law.

About our newsletter

If you no longer wish to receive our emails, you can unsubscribe at any time — simply email us at hello@phaff.com or click the unsubscribe link in the newsletter.

Cookies and website analytics

Our website uses technical and functional cookies. These are small text files stored on your computer, tablet, or smartphone when you first visit our website. They are necessary for the website to work properly and help make your visit easier by remembering your settings and preferences.

We also use Matomo, an open-source web analytics platform, to understand how visitors use our website. This helps us improve our content and user experience.

Matomo is privacy-friendly:

  • your IP address is anonymised;
  • no personal data is shared with third parties;
  • all data is stored securely on our own server;
  • we do not use tracking cookies.

The information we collect is only used for internal analysis and cannot be used to identify individual visitors.

If you prefer, you can turn off cookies and analytics tracking by changing the settings in your browser or by using a “Do Not Track” extension. You can also delete any cookies already stored via your browser settings.

Sharing your data with others

Sometimes we share your data with trusted partners who help us deliver our services — for example, our email provider, website host or CRM system. These partners only process your data on our behalf and under strict agreements.

We may also share your data with the client or organization we work for — for example, if you take part in a trade mission, event, export project or research activity. In those cases, sharing your data is part of the service we provide.

When you join one of our events or projects, we may also include your name and company in a participants' list. This list may be shared with other attendees to support networking.

If you do not wish to be included in the participants list, or if you object to us sharing your data with our partners or clients, please contact us at hello@phaff.com. 

We only share your data when:

  • it is necessary for the service you are using;
  • we are legally required to do so;
  • or when you have given us permission.

Photos and video

During events or projects, we may take photos or videos to capture the atmosphere and highlight our activities. These may be used for communication purposes, such as reports, social media, our website, or promotional materials.

We always aim to do this with respect for everyone involved. If you do not wish to appear in photos or videos, please let us know at the event or contact us via hello@phaff.com.

Your rights

You have the right to view, correct, or delete your personal data. If you would like to know what personal data we have about you, or if your details are incorrect, incomplete, or should be removed, please contact us at hello@phaff.com.

We will handle your request with care and respond as soon as possible.

Questions

If you have any questions or comments about this privacy statement, please contact Phaff Export Marketing BV. You can email us at hello@phaff.com or send a letter to: Veluwezoom 5, 1327 AA Almere, The Netherlands.

Changes

We may update this privacy statement from time to time. We therefore reserve the right to update this privacy statement. The most recent version is always available on our website: www.phaff.com. We recommend checking this page regularly to stay informed.

This version was last updated on March 28, 2025.