Privacy policy
Last updated: 8 October 2026
This policy explains how we process personal data when you use our website and trade portal. We work exclusively with businesses, but we process personal data of their contact persons, representatives and beneficial owners.
Controller
Medina Diamonds VOF, Philemon Haumanstraat 21, 9140 Temse, Belgium · VAT BE1037.080.943 · RPR Gent, division Dendermonde · info@medinadiamonds.com
Data we collect
- Contact person details: name, job title, email address, phone number
- Company details: company name, address, VAT number, website
- ID document of the legal representative
- Ultimate beneficial owner (UBO) information and the PEP declaration
- Order, payment and invoice data
- Login data (email address, encrypted password, login times)
Purposes and legal bases
- Account approval and customer identification under the Belgian anti-money laundering law of 18 September 2017 — legal obligation
- Order processing and invoicing — performance of the contract
- Accounting — legal obligation
- Service emails (order confirmations, payment reminders, invoices) — performance of the contract
- Optional analytics and advertising cookies — only with your consent
Retention
- Identification and KYC documents: 10 years after the end of the business relationship
- Invoices and accounting records: 10 years
- Rejected applications: deleted after 12 months
Processors
- Lovable (Lovable Labs Inc.) — website hosting, database, file storage and email delivery
- Billit — invoicing and e-invoicing (Peppol), once connected
- Google — analytics and advertising, only if you accept optional cookies
We never sell your data
Your data is never sold or rented to third parties.
Your rights
You have the right of access, rectification, erasure (where no legal retention obligation applies), restriction, objection and data portability. You can also lodge a complaint with the Belgian Data Protection Authority (gegevensbeschermingsautoriteit.be).
Contact
For any privacy question, email info@medinadiamonds.com.