1. Scope and Privacy Contact
This Privacy Policy applies to personal data processed through shipsupplyantwerp.com, including information submitted through the vessel RFQ form and information sent to our supply desk by email.
For privacy matters relating to this website and RFQ processing, the contact point is: supply@shipsupplyantwerp.com .
Ship Supply Antwerp is the public-facing website and supply desk name used on this site. Where a specific contracting or invoicing entity is identified in a quotation, purchase order or commercial agreement, that entity's legal details may also apply to the relevant transaction and related record-keeping.
2. Personal Data We Collect
Depending on how you contact us and what is included in your requisition, we may process:
- contact name, company name, business email address and telephone number;
- vessel name, IMO number, vessel type, port of call, ETA and requested delivery timing;
- supply categories, quantities, specifications, maker/model information, part numbers, drawings, photographs and other technical requisition details;
- files uploaded with an RFQ, such as spreadsheets, PDFs, documents and product images;
- correspondence and quotation history relating to the request;
- limited technical and security information generated when the website or form is used, such as session, server-log or request information.
Please avoid including unnecessary personal data, sensitive personal information or documents that are not relevant to the vessel supply requirement.
3. How We Use Personal Data
We use personal data only where it is reasonably needed for vessel supply and related website operations. This may include:
- receiving, reviewing and responding to RFQs;
- preparing quotations and clarifying technical or commercial requirements;
- identifying, sourcing and coordinating requested marine supplies, provisions, equipment or spare parts;
- communicating with vessel representatives, purchasing departments, suppliers, agents and service providers;
- arranging the agreed supply scope around the vessel's port call;
- maintaining transaction, accounting, dispute, security and operational records where required;
- protecting the website and RFQ form against misuse, spam, fraud or unauthorised access.
We do not use RFQ data for automated decisions that produce legal or similarly significant effects.
4. Legal Bases for Processing
Depending on the circumstances, processing may be based on one or more of the following grounds:
- steps requested before entering into a contract or performance of a contract, for example when you ask us to review an RFQ or prepare a quotation;
- legitimate interests, including responding to business enquiries, coordinating marine procurement, maintaining business records and protecting the website and systems;
- legal obligations, where records must be retained or disclosed under applicable law;
- consent, where a specific processing activity legally requires consent.
The RFQ form acknowledgement confirms that you have been informed about the processing connected with your request; it is not intended to make consent the sole legal basis for ordinary quotation and procurement processing.
6. How Long We Keep Data
Personal data is kept only for as long as reasonably necessary for the purpose for which it was collected. Retention is assessed according to factors such as:
- whether the RFQ remains active or results in a commercial transaction;
- whether the information is needed for follow-up, warranty, dispute or audit purposes;
- applicable accounting, tax, sanctions, anti-fraud or other legal record-keeping obligations;
- the need to protect systems, demonstrate transactions or resolve claims.
Records that are no longer reasonably required should be deleted, anonymised or otherwise removed from active use, subject to applicable legal retention requirements.
7. Security
We use reasonable technical and organisational safeguards intended to protect RFQ information against unauthorised access, loss, alteration or disclosure.
The website's RFQ workflow uses measures such as form validation, CSRF protection, anti-spam controls, restricted attachment handling and protected storage for uploaded files. No internet transmission or storage system can, however, be guaranteed to be completely secure.
9. Your Data Protection Rights
Depending on the law that applies to your personal data, you may have rights including:
- access to personal data held about you;
- correction of inaccurate or incomplete data;
- deletion of personal data in circumstances where continued processing is not required;
- restriction of processing in certain circumstances;
- objection to processing based on legitimate interests in circumstances provided by law;
- data portability where the legal requirements for portability are met;
- withdrawal of consent where processing is based on consent, without affecting processing already carried out lawfully before withdrawal;
- the right to lodge a complaint with a competent data protection supervisory authority.
To make a privacy request, contact supply@shipsupplyantwerp.com . We may need to verify your identity before acting on a request.
10. Third-Party Links
This website may contain links to third-party websites or services. Their privacy practices are governed by their own notices and are not controlled by this Privacy Policy.
11. Changes to This Policy
This notice may be updated when website features, operational practices, service providers or applicable legal requirements change. The current version and its update date will be published on this page.
12. Privacy Contact
Questions about this Privacy Policy or requests relating to personal data processed through this website can be sent to: