Opsin Optics and your privacy

Who is responsible for processing your personal data?

Opsin Optics is the data controller for the processing of your personal data. Opsin Optics is located at Xavier De Buestraat 29, 1190 Ukkel, and is registered under number 1001.854.305.

When do we collect and process your personal data?

Shopping at Opsin Optics

When you provide information in-store or on the webshop during a purchase, customer registration, eye test, examination, or promotional activity, Opsin Optics processes this information in its system. Below is the personal data Opsin Optics processes in cases of purchase, customer registration, eye or hearing test, or a promotional activity:

• Name, address, postal code, and city;

• Telephone number;

• Email address;

• Country of residence;

• Gender;

• Title;

• Date of birth;

• Type of bank account;

• Bank account number;

• Payments (legal obligation related to accounting);

• Purchase history;

• Granted discounts;

• Notes on complaints and/or conversations;

• Customer numbers;

• When claiming with the health insurer: insurance details, we process your insurance information (policy type, duration, and insurer) to be able to claim and to inform you if you are eligible for a new (insurable) product;

• When claiming with the health insurer: BSN (citizen service number), processing your BSN is required to claim with your insurer;

• When conducting an eye or hearing test: health data, such as specifics of prescriptions prescribed to you by your health professional or doctor necessary to perform an eye or hearing test and/or data resulting from eye or hearing tests.

Sometimes, we install security cameras in the store to prevent shoplifting. Wherever Opsin Optics has implemented camera surveillance, stickers are placed on the store door to indicate this. We use the footage only in response to incidents to determine the nature of the violation or to identify perpetrators, involved parties, or witnesses. An employee of our internal security service and/or an authorized law enforcement officer of the police reviews the footage in case of an incident. For the retention period of the video, we refer you to the section on retention periods.

Visiting the website

When you visit our website, we collect personal data about the website visit. This data includes the name of your internet service provider, IP number, the website from which you visit us, the websites (pages) you actually visit, and the duration of your visit. For more information about cookies, we refer you to our cookie statement.

Asking a question or filing a complaint

When you contact our customer service, we process your data to handle your question or complaint. This data includes the content of your question or complaint, your name, address, city, telephone number, and/or email address. Opsin Optics may also request a customer number, from which we can derive the aforementioned information. We register your question or complaint in a customer service database.

Communicating via Social Media

If you are active on social media platforms such as X, YouTube, Facebook, and WhatsApp, and you communicate with us via these platforms (e.g., by posting comments, uploading media, sending personal messages, or becoming a fan by clicking the "Like" button), we receive personal information about you (such as your (user) name, profile picture, city, email address, and gender). We use the received data to respond to you as effectively as possible and store this data along with other information we have about you. This allows us to interact with you more personally in the future.

When you visit social media pages (or particularly if you comment on them), we or third-party service providers engaged by us may collect data about your social media usage. Opsin Optics processes this data to better understand your behavior and possible preferences. For more information, Opsin Optics refers to the cookie statement.

In addition to this Privacy Statement, the privacy policies, terms of use, and other statements of the respective social media platforms apply. We recommend that you read those terms and statements carefully, as they may differ from Opsin Optics' Privacy Statement. Moreover, Opsin Optics has no control over what those social media platforms do with your data, so Opsin Optics is not responsible for this.

Why do we process your personal data?

We aim to serve you well. To ensure you can use our products and services, we need your personal data. We use this data to deliver and invoice our services and products, process orders, and inform you about their progress.

In addition to entering into and executing our services, we also process data for the following purposes:

• Improving our services – we use your personal data to research how we can serve you better and to develop new products and services;

• Improving our website and applications – to continuously improve our website, we track (personal) data about website usage;

• Customer service – we process personal data to provide the service you expect from us, resolve and handle complaints, and answer questions;

• Relationship management and marketing – as part of our marketing activities and relationship management, we use profiling. Profiling involves automated data processing to analyze certain personal aspects of you to predict, among other things, your personal preferences, interests, behavior, and economic situation. We use, among other things, cookie data, account data, and data from other parties, provided you have given those parties permission. We will use this profiling for direct marketing activities. You always have the right to object to personal direct marketing or commercial activities based on the profiling that is part of these activities;

• Product recall – if something is wrong with a product we have sold and we want to recall it, we may contact you directly in the interest of your well-being, in addition to issuing press releases;

• Customer satisfaction survey – we are curious about what customers think of our products and services. Therefore, we sometimes invite you to participate in a customer satisfaction survey. Participation is voluntary;

• Fraud prevention – sometimes it is necessary to process personal data to investigate, prevent, and combat fraud;

• Claiming from insurers – if you have taken out insurance for, for example, purchasing glasses, reimbursement of lenses, or acquiring a hearing aid, Opsin Optics can claim on your behalf from the insurer;

• Refunding purchase amount – you have the right to return a product under certain conditions and receive a refund. To process the refund, we process your bank account number;

• Complying with legal obligations – we may be required to provide personal data to authorities, for example, if necessary due to a legal obligation or for the execution of a public task.

What legal basis do we have for this?

We only process your personal data based on one of the following legal grounds:

• Execution of a contract or taking measures at your request in preparation for a contract. When you purchase a product or service from us, we process your personal data as necessary to deliver the product or service. Opsin Optics also processes personal data in preparation for delivering the product or service, such as registering your name to schedule an eye test appointment or sending a reminder;

• Legal obligation – we process personal data when legally required;

• Consent – for some processing activities, we ask for your consent. If you have given this consent, you can withdraw it at any time (in the same way or by sending a message to privacy@opsinoptics.nl);

• Legitimate interest – in certain cases, we process your personal data because we have a legitimate interest. We only do this if it does not disproportionately infringe on your privacy. Opsin Optics uses the legitimate interest basis for processing personal data in direct marketing, including creating a customer profile to offer you targeted and specific offers. Opsin Optics uses data about your (recent) purchase history, (limited) insurance information (when you are eligible for a new reimbursement and how much you need to pay extra if you want to buy new glasses), website visit behavior, and click behavior in our emails to create a customer profile.

Additionally, Opsin Optics uses the legitimate interest basis for camera surveillance as explained earlier. The safety of our employees and customers outweighs the interest of those filmed by the camera in this case.

How do we handle personal data of minors?

Visitors to the website who are under 16 years of age may only provide personal data to Opsin Optics through the website if they have obtained permission from their legal representative, who has taken note of this Privacy Statement.

Which third parties do we engage to process personal data on our behalf?

Sometimes we share your personal data with third parties. For example, with your insurance company that reimburses (part of) the purchase price of your product.

We also use third parties who support us in delivering the product or service you have purchased, and for that reason, your personal data is shared with these third parties. Of course, we make good agreements with these parties about the careful handling of your personal data. For example, we work with IT service providers who maintain our systems or provide hosting services. We also use services from third parties for the manufacturing and delivery of products. Finally, you can think of parties we engage for sending commercial messages and delivering packages.

We make agreements about the security of your personal data that we have processed by a third party. If we engage an external party for our services that processes personal data on our behalf, we ensure that this party also meets our security requirements. We do this by concluding a so-called 'processor agreement' in which we lay down agreements about the security measures to be taken and about the use of personal data. If you want to know exactly which third parties we engage, you can send us a request.

Since Opsin Optics collaborates with various third parties, Opsin Optics has chosen not to specifically name all these companies in this Privacy Statement. Opsin Optics does not keep secret the companies it engages. A list of third parties engaged by us can be requested from Opsin Optics via privacy@opsinoptics.be.

Do we process personal data outside the EU/EEA?

Sometimes we transfer your data to parties outside the EEA. For example, because we collaborate with partners and manufacturers located outside the EEA. We only transfer personal data to parties outside the EEA if an appropriate level of security is guaranteed.

How long do we retain your personal data?

We do not retain your personal data longer than necessary, unless we are legally obliged to retain personal data longer. Specific retention periods we apply are:

• For (medical) data (such as results of eye measurements and hearing tests) processed based on the Code of Medical Deontology, a legal period of 30 years applies;

• For tax documents, including invoices, a legal period of 7 years applies;

• For camera images: a maximum of 4 weeks, unless an incident has occurred. In that case, Opsin Optics retains the camera images until the incident is resolved.

• For marketing purposes: up to 3 years after the last contact with Opsin Optics, unless previously indicated that you no longer wish to receive marketing communications. In that case, data is immediately deleted or anonymized, unless another legal obligation applies.

How do we safeguard your privacy?

We do everything we can to secure your personal data as best as possible against unauthorized access, loss, or theft. We have established internal procedures and rules to ensure that an appropriate level of security is applied. Our employees only have access to your personal data if this is strictly necessary.

What rights do you have?

As a result of the processing of your personal data by Opsin Optics, you have a number of rights. You can request Opsin Optics at reasonable intervals free of charge to provide insight into all personal data we process. Furthermore, you can request Opsin Optics to correct, supplement, modify, shield, or delete this personal data. Additionally, you can request Opsin Optics to compile the personal data you have provided to us in a file and send it to you or – at your request – to another party. You also have the right to request Opsin Optics to temporarily not process your personal data, for example, because your data appears to be incorrect or if you have made a request for deletion. You can object to the processing of personal data. We will then immediately terminate that processing, unless Opsin Optics has compelling legitimate grounds not to immediately terminate the processing. In that case, we will contact you as soon as possible. After this objection, we will cease direct marketing activities concerning you.

To exercise any of the above rights, you can send an email to privacy@opsinoptics.be or send a letter to Opsin Optics at the following address: Opsin Optics, Attn: Opsin Optics, Xavier De Buestraat 29, 1180 Uccle. Opsin Optics will respond to your request within 4 weeks at the latest, unless it is a very extensive request.

Where can you go with questions or complaints about your privacy?

If you have a complaint about the processing of your personal data, we ask you to contact us via the above contact details. We will do our utmost to resolve the complaint as best as possible.

If we cannot resolve it together, you have the right to file a complaint with the Data Protection Authority. This is the supervisory authority in the field of privacy. The contact details are: Drukpersstraat 35, 1000 Brussels.

We last changed our privacy statement on June 2, 2025.

Opsin Optics reserves the right to amend this Privacy Statement. We therefore advise you to regularly check this page to see if any changes have been made.