Draft: these documents are being reviewed by our legal advisor. Questions? Email
sales@nativ.trading.
1. Who we are
Nativ Trading B.V. is responsible for the processing of personal data described in this policy.
- Company: Nativ Trading B.V.
- Address: Van Heenvlietlaan 140, 1083 CL Amsterdam, the Netherlands
- Chamber of Commerce (KvK): 42180202
- VAT number: NL870066109B01
- Email: sales@nativ.trading
2. Which personal data we process
- Website contact form: name, email address, phone number and your message.
- Buyers and prospects: contact details, company details and the content of requests you send us by email, WhatsApp, phone or through an agent, plus quotations, orders and invoices.
- Distributors and suppliers (distributor portal): company name, contact person, email address, phone number, VAT number, login details (your password is stored encrypted) and uploaded price lists.
- Sales agents (agent portal): name, email address, login details (password stored encrypted), language preference, the buyers and suppliers you introduce, deals, commission, and the invoice and payment details needed to pay you.
- Business contacts: details from business cards or contact lists of people we or our sales agents meet, such as name, company, job title, email address, phone number, website and business address, and a photo of the business card.
We do not collect special categories of personal data.
3. Why we process your data
- To answer requests and prepare quotations (steps prior to a contract).
- To perform orders, purchases and agent agreements, including delivery, invoicing and paying commission (performance of a contract).
- To send email notifications about the status of requests, supply and commission to agents and our team (performance of a contract).
- To check VAT numbers and prevent fraud and sanctions breaches (legal obligation and legitimate interest).
- To maintain our network of suppliers, traders and manufacturers, to request current price lists and to contact them about purchases and sales (legitimate interest).
- To keep our accounts and tax records (legal obligation).
4. Automated reading of incoming email and business cards
Emails sent to sales@nativ.trading and procurement@nativ.trading, including their attachments, are read automatically. An AI service (Claude, provided by Anthropic) extracts the relevant details: for sales@, the details of a purchase request, such as product, quantity, country and contact details; for procurement@, the products and prices in a supplier's price list or offer.
Photos of business cards that we or our sales agents take are read by the same service to fill in the contact details. We always check these details before they are saved.
A member of our team always reviews purchase requests and contact details. Prices from price lists that can be matched to a product with certainty are added to our price overview automatically; all other prices are reviewed first. No decisions with legal or similarly significant effects on individuals are made automatically.
5. Who receives your data
We only share personal data where needed for the purposes above, with:
- our hosting provider in the Netherlands (website, portals and database);
- Google (Google Workspace, our email);
- FormSubmit (forwarding of the website contact form);
- Anthropic (automated reading of incoming email and business cards, see section 4);
- suppliers, carriers and logistics partners, to the extent needed to deliver an order;
- our accountant and, where legally required, the authorities.
Some of these providers may process data outside the European Economic Area. In that case, we make sure appropriate safeguards required by the GDPR are in place, such as the European Commission's standard contractual clauses. We do not sell personal data.
6. How long we keep your data
- Requests that do not lead to a deal: up to 2 years after the last contact.
- Order, invoice and commission records: 7 years, as required by Dutch tax law.
- Portal accounts: as long as the account is active, and up to 2 years after it is closed, unless the records above must be kept longer.
- Business contacts: as long as the business relationship is relevant, and deleted on request. Photos of business cards that are not saved are deleted automatically within one day.
7. Cookies
Our website does not use analytics or tracking cookies. The agent and distributor portals use a functional session cookie that is needed to keep you logged in. The website loads fonts from Google Fonts, which may cause your browser to send your IP address to Google. See Google's privacy policy.
8. Security
We protect personal data with appropriate technical and organisational measures, including encrypted connections (HTTPS), encrypted storage of passwords, restricted access to our systems and login protection against repeated failed attempts.
9. Your rights
You have the right to access, correct or delete your personal data, to restrict or object to its processing, and to data portability. To exercise these rights, email sales@nativ.trading. You also have the right to lodge a complaint with the Dutch data protection authority, the Autoriteit Persoonsgegevens.
10. Changes and contact
We may update this policy; the latest version is always on this page. Questions? Email sales@nativ.trading.
