PromoBuddy

Privacy policy

Version: 22 October 2026

This privacy policy explains which personal data PromoBuddy processes, for what purpose, with whom we share it and what rights you have.

In brief

  • We use your data to handle your order or quote request, to comply with the law and to keep the site secure.
  • We only share data with parties we need for this, such as the supplier that produces your order.
  • We do not sell data. We only use cookies for statistics and marketing with your consent.
  • You can access your data, have it corrected or have it deleted, insofar as the law allows.

Who is responsible

The controller for PromoBuddy is:

  • Het Portaal Media B.V.
  • Veerdijk 40-H, 1531 MS Wormer, Nederland
  • Chamber of Commerce (KvK) number 34128469

You can ask questions about your data via the contact page or by phone at +31 (0)75 647 57 47.

What data we process

When you place an order

  • name, email address and phone number
  • billing and delivery address
  • company name and VAT number, if you order as a business
  • the products you order and the designs you create, such as your logo or image

Your payment is handled by Stripe. PromoBuddy does not store card details.

When you request a quote

  • name, email address, company and phone number
  • your question

When you send a message via the contact form

  • name, email address, company and phone number
  • your message

When you have an account

  • name and email address
  • your language preference
  • your password, stored only in encrypted form (as a hash)

Technical data

  • IP address and browser details in the server logs
  • the same data for security purposes, for example to limit the number of login attempts
  • for every email the site sends: the recipient's address, the subject, the time and whether sending succeeded, without the content of the email

Purposes and legal bases

  • Performance of the contract: processing your order, having it produced and delivered, answering your quote request and handling your questions. We keep you informed by email: after payment with a confirmation and invoice, and on shipment with a tracking link.
  • Legal obligation: we keep order and invoice data for 7 years, as required by the tax retention obligation.
  • Legitimate interest: securing the site, preventing misuse and keeping the site running properly.
  • Consent: cookies for statistics and marketing, only if you choose this in the cookie notice. You can withdraw your consent at any time.

For an order we need your name, email address and address details. Without this data we cannot carry out your order. If you order as a business, the company name is also required. A VAT number is optional.

Who we share data with

We only share your data where this is necessary for the purposes above:

  • The supplier that produces and ships your order. It receives your name, address, phone number, email address and design.
  • The supplier's carrier, for delivery.
  • Stripe, for payments. If you choose bank transfer, Stripe creates a separate account number for your order. Suppliers who are paid through PromoBuddy have their details verified by Stripe for this purpose.
  • Microsoft, for sending email via Microsoft 365.
  • Hetzner, for hosting the site in Germany and the encrypted backups in Finland.
  • Cloudflare, for the security and speed of the site.
  • FastEditor, the online design tool, as a processor and only if you use it. While you design, FastEditor receives your design, including the logos and images you upload, and an anonymous code per buyer that contains no personal data. If you pay for an order with your own design, FastEditor also receives your name, email address, phone number, billing and delivery address, the payment method and the order lines with your design. FastEditor uses this data to create print files and a print proof, and also for production and shipping if FastEditor handles these; the tracking information then comes back to us via FastEditor. FastEditor stores the data with Amazon Web Services in Ireland. We also keep the print files and print proofs on our own server.
  • Google and Meta, only if you consent to statistics or marketing in the cookie notice (see Cookies).
  • The European Commission, when we check a VAT number via VIES.

Stripe, Microsoft, Cloudflare, Google and Meta may also process data outside the European Union. This is done on the basis of appropriate safeguards: the EU-US Data Privacy Framework and/or the European Commission's standard contractual clauses.

We do not sell your data. We only use statistics and marketing services with your consent.

Cookies

PromoBuddy uses necessary cookies. We only use cookies for statistics and marketing if you give your consent.

Necessary cookies

These cookies are needed for the site to work, which is why we do not ask for your consent.

  • schil_sessie: keeps you logged in, for up to eight hours.
  • schil_mandje and schil_mandje_nonce: remember your shopping basket.
  • schil_ontwerpen: remembers the designs from the design tool in your basket.
  • taal: remembers your language choice, for one year.
  • pb_toestemming: remembers your choice in the cookie notice, for six months.

Our own count of page views

We count how often product and supplier pages are viewed, so suppliers can see how their range is doing. We do this without cookies and without personal data: we only store a total per page per day, no IP address and no information about your browser. That is why we do not ask for consent for this.

Statistics and marketing

If we use services for statistics or marketing, you will see a cookie notice on your first visit. You choose: reject all, accept all, or choose per category. We only load the services of a category after you give your consent.

  • Statistics: Google Analytics, possibly via Google Tag Manager, to measure how the site is used. Google sets cookies for this such as _ga and _ga_…, which remain for up to two years.
  • Marketing: the Meta Pixel (Facebook and Instagram) and Google's advertising services, to tailor advertising and measure its results. This involves cookies such as _fbp and _gcl_au, which remain for up to three months.

As long as we do not use any of these services, no cookie notice appears and we only set necessary cookies.

You can change your choice at any time via Cookie settings at the bottom of every page. If you withdraw your consent, we remove the cookies of those services from our site.

How long we keep data

  • Order and invoice data: 7 years, as required by law.
  • Quote requests: as long as needed for the quote and its follow-up, then at most 2 years.
  • Contact messages: as long as needed to handle your question, then at most 2 years.
  • Accounts: until you have your account deleted.
  • Server logs: about four weeks.
  • Email delivery data: 90 days, to investigate delivery problems. We do not keep the content of the email.
  • Logs of the connections with Stripe and FastEditor: 90 days, to investigate errors in payments and designs.
  • Backups: encrypted, for at most 12 months. Data we delete also disappears from the backups after that.

Security

  • The site uses an encrypted connection (https).
  • We only store passwords in encrypted form (as a hash).
  • Only people who need the data for their work have access to it.

Your rights

You have the right to:

  • access your data
  • have incorrect data corrected
  • have your data deleted
  • have the processing restricted
  • object to the processing
  • receive your data in a form you can transfer to another party

You can make a request via the contact page or by phone at +31 (0)75 647 57 47. We respond within one month.

If you ask us to delete your data, we delete it as soon as we no longer need it. Data that we are required by law to keep, such as order and invoice data, is only deleted once the statutory retention period has ended.

If you disagree with how we handle your data, you can always lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, or with the supervisory authority in the country where you live.

Changes

If we change this privacy policy, you will see this from the date at the top of this page.