Privacy notice

Who is responsible

Vardiso B.V., based at Hoevenweg 75, 4124 AZ Hagestein, the Netherlands, and registered with the Dutch Chamber of Commerce under number 42165836, is responsible for processing personal data through this website. The website uses the name Vardiso Industrial Procurement & Supply. Please send privacy enquiries to privacy@vardiso.com.

Information collected

When a quote request (RFQ) is submitted, the following is stored: the selected request type (benchmark of 3–10 part numbers, or a full RFQ), business contact details (company, name, business email, country) and the technical content of the request — manufacturer or brand, part numbers or description, quantities, required-by date, certification requirements and free-text message. Any file you attach (BOM, Excel, CSV, Word, PDF datasheet or photo) is stored in a private file store and linked to the request. Attachments are checked on file extension and declared file type before they are accepted.

Technical metadata

Basic technical metadata is recorded with each submission: the submission timestamp, the page the request came from (referring page), the browser user-agent string, the time you acknowledged this privacy notice and the version of the notice acknowledged. For abuse prevention, the network address of the sending device is processed server-side to derive a keyed pseudonymous security identifier. The raw network address is not stored in the RFQ record or in the rate-limit table; only short-lived counters linked to that pseudonymous identifier are stored centrally. The limiter window is 10 minutes, and expired entries are purged as part of normal limiter operation, so an entry may persist slightly beyond its window until the next limiter call. None of this is used for advertising, analytics, profiling or cross-site tracking.

Required and optional information

Fields marked as required in the quote request form (RFQ) are needed to assess and respond to a sourcing request. Without them, Vardiso Industrial Procurement & Supply may not be able to process the request. All other fields, and any attachment, are optional and can be left out.

Why it is collected

The information is used to understand a sourcing requirement, approach relevant European supply channels, prepare a commercial quotation and follow up on the request by email. It is a business-to-business communication purpose. It is not used for advertising and is not sold.

Legal bases

Depending on the context, RFQ and other B2B enquiry data is processed because the processing is necessary to take steps at the requester's own request before entering into a contract, and/or because Vardiso Industrial Procurement & Supply has a legitimate interest in receiving, assessing and responding to B2B sourcing enquiries. Where records must be kept by law, processing may also be necessary to comply with a legal obligation.

The privacy checkbox in the quote request form is an acknowledgement that you have seen this notice. It is not consent to receive marketing, and no marketing consent is collected through this site.

Data minimisation

Only information needed to respond to a sourcing request should be submitted. Personal data beyond business contact details is not requested, and sensitive personal data should not be included in RFQ attachments.

Personal contact page (/connect)

On the personal contact page /connect you can share your own contact details: your name and, if you wish, your email address, mobile number and company name. Those details are stored in the same private database and are used only to follow up personally after an introduction. They are not used for advertising or mailing lists, and no marketing consent is requested or recorded.

Telephone and WhatsApp Business

If you follow the WhatsApp Business link on this website, the external WhatsApp service opens and its own privacy terms apply. For confidential parts requests and files, preferably use our existing secure request form or email rfq@vardiso.com.

Cookies and similar technologies

• · No advertising, marketing or cross-site tracking cookies are used.
• · No analytics, visitor measurement or profiling is used.
• · Fonts are self-hosted; the site does not load fonts, scripts or other resources from third-party domains.
• · The language you select (English or Dutch) is saved in first-party local storage on your own device, under the key "vardiso.language", so the site opens in the same language next time. Your browser also keeps a short-lived session-storage entry that remembers the scroll position of pages you visited during the same browsing session. Both stay on your device and are not used for tracking.
• · The hosting and content-delivery provider that serves this site sets one strictly necessary bot-management and security cookie (currently "__cf_bm", a short-lived cookie from Cloudflare). It protects the site and its forms against automated abuse.
• · The web framework may additionally use strictly necessary technical storage where it is needed for secure operation of the site and its forms.
• · Those strictly necessary items are not used for advertising, analytics, profiling or cross-site tracking.
• · No cookie consent banner is shown, because no non-essential cookies or tracking technologies are used.
• · If analytics or any other non-essential tracking is introduced later, it must not load before a compliant consent mechanism is in place.

Service providers and processors

Submitted information is processed on Vardiso's behalf by the providers that run this website and its backend: a website hosting and development platform, a managed database service with associated private file storage, and a business email provider for correspondence, and a transactional email provider (Resend) that delivers the internal notification of a submitted quote request to Vardiso. Requests are stored in a non-public database that is not readable from the browser. Data processing agreements and vendor terms are being reviewed; this notice will be updated when that review is complete.

International transfers

If a provider processes personal data outside the European Economic Area, Vardiso Industrial Procurement & Supply will only use that service where an applicable lawful transfer mechanism or safeguard is in place. The hosting and storage arrangements are being reviewed on this point, and the specific mechanism will be stated here once confirmed.

Retention

• · RFQs and enquiries that do not lead to a transaction are deleted or anonymised no later than 24 months after the last meaningful contact, unless there is a legitimate reason to keep them longer, such as a dispute or a legal claim.
• · Where an RFQ results in a transaction, the related commercial and accounting records may be kept longer where that is required for contractual, tax or other legal obligations. Dutch fiscal administration records are generally subject to a seven-year retention requirement.
• · Attachments follow the retention period of the RFQ they belong to, unless they become part of a transaction record.

Automated decision-making

No solely automated decision-making or profiling is used to decide whether or how a sourcing request is handled. Every RFQ is reviewed by a person.

Your rights and complaints

Subject to applicable law and to the conditions and exceptions that apply to each right, individuals may request access to their personal data, correction of inaccurate data, deletion, restriction of processing, data portability, and may object to processing based on legitimate interest. Not every right applies in every situation. Requests can be sent to privacy@vardiso.com. Individuals also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Contact route

Privacy questions, or requests relating to your data, can be sent to privacy@vardiso.com. Vardiso B.V., Hoevenweg 75, 4124 AZ Hagestein, the Netherlands. Dutch Chamber of Commerce registration: 42165836.