KVSS Logistics is a trade name of KV SMART SOLUTIONS BV.
LEGAL
Privacy policy.
How we handle the personal data you entrust to us through the website, by telephone, WhatsApp or email, and during an assignment.
Last updated on 15 September 2026.
1. Who is responsible for your data
KV SMART SOLUTIONS BV, with registered office at Turnhoutsebaan 96 bus 1, 2390 Malle, Belgium, registered with the Crossroads Bank for Enterprises under number 1038.437.062, is the data controller for all personal data collected through the website kvss-logistics.be and in the context of the services of KVSS Logistics. KVSS Logistics is a trade name of KV SMART SOLUTIONS BV and not a separate legal entity.
Questions about your data can be sent to info@kvss-logistics.be or by post to the address of the registered office, for the attention of "Privacy".
2. Which data we process
Through the contact and quote form: name, company name, email address, telephone number, the chosen service, the stated volume and desired period, and the content of your message.
By telephone, WhatsApp and email: your name, telephone number or email address, and the content of the conversation or message, including documents you send us such as a packing list.
When performing an assignment: the details of your contact persons, drivers and consignees needed to perform and invoice the assignment (name, position, telephone number, email address, licence plate, signature on transport documents).
Automatically through the website: our hosting provider's server records the IP address, the time and the requested page in technical log files, solely to keep the website secure and available. We use no analytical or marketing cookies. See our cookie policy.
3. For what purpose and on which basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Responding to your request and preparing a quote | Art. 6(1)(b): steps prior to entering into a contract, at your request |
| Performing the assignment: planning, driving, storing, loading, follow-up | Art. 6(1)(b): performance of the contract |
| Invoicing, bookkeeping, keeping transport documents (CMR) | Art. 6(1)(c): legal obligation (VAT, accounting and transport legislation) |
| Securing the website and keeping it available | Art. 6(1)(f): legitimate interest |
| Informing existing customers about our services | Art. 6(1)(f): legitimate interest, with the right to object in every message |
| Handling disputes and defending our rights | Art. 6(1)(f): legitimate interest |
We never use your data for automated decision-making or profiling, and never sell it to third parties.
4. How long we keep your data
- Requests that do not lead to an assignment: at most 12 months after our last contact.
- Customer data and assignment files: for the duration of the customer relationship and thereafter for as long as statutory limitation periods run.
- Invoices, accounting records and transport documents: the statutory retention period of 10 years after the end of the financial year.
- Technical log files of the website: at most 12 months.
5. With whom we share data
Only where necessary to perform the assignment or to comply with a legal obligation:
- Terminal operators, shipping lines, freight forwarders and customs services in the port of Antwerp, for booking time slots and releasing or returning containers.
- Transport subcontractors, when we outsource a run. They are contractually bound to the same confidentiality.
- Our accountant, bank, insurer and legal advisers.
- Our IT service providers: website and email hosting. They act as processors and process your data only on our instructions.
- Public authorities, where the law requires us to.
We prefer to keep your data within the European Economic Area. Where a service provider uses servers outside it, this happens only under the standard contractual clauses approved by the European Commission or an adequacy decision.
6. How we protect your data
The website can only be reached over an encrypted connection (HTTPS). Access to customer data is limited to the staff who need it, with individual passwords and two-step verification where possible. Paper transport documents are kept locked away.
7. Your rights
You have the right to access your data, to have it corrected or erased, to have processing restricted, to object to processing based on legitimate interest, and to receive your data in a common file format. Send your request to info@kvss-logistics.be. To prevent misuse we may ask you to confirm your identity. We reply within one month.
If you are not satisfied with how we handle your data, you can lodge a complaint with the Belgian Data Protection Authority, Drukpersstraat 35, 1000 Brussels, www.dataprotectionauthority.be, contact@apd-gba.be.
8. Changes
We update this statement when our services or the legislation change. The date at the top indicates the latest version. In the event of a material change we notify our customers by email. In case of any discrepancy, the Dutch version of this policy prevails.