Privacy policy

This privacy and cookie policy describes how Romac Fuels NV, with registered office at Welvaartstraat 5, 8630 Veurne, Belgium (“Romac Fuels”, “we”, “our”), collects, uses, stores, shares, and protects personal data. This policy applies to all personal data we obtain through our websites (www.romacfuels.com and https://myfuels.romacfuels.com), through interaction with customers, suppliers, visitors, and other stakeholders, and in the context of our business activities. By visiting our website and/or using our services, you acknowledge, without limitation or reservation, that you have read, understood, and accepted this policy. Protecting the security and privacy of your personal data is important to Romac Fuels. We handle your data with the utmost care and act in accordance with applicable regulations on privacy, data protection, and information security. Please read this policy carefully to learn more about how we collect and process personal data.

1. Data Controller

Depending on your contractual relationship, the responsible entity may vary. Romac Fuels acts in most cases as the data controller as defined in the General Data Protection Regulation (GDPR). In certain cases, such as access to the customer portal myFuels or use of vehicle management services, Romac Fuels may act as a joint controller with you as the customer, in accordance with Article 26 GDPR.

2. What personal data do we collect and why?

We only collect personal data relevant for:

the performance of our services;
compliance with legal obligations;
processing to protect our legitimate interests, such as economic, commercial, and financial interests;
business continuity;
security and confidentiality of customer data and products;
the safety of our digital and physical infrastructure.

The data may be obtained directly from you based on your consent or automatically collected during your interaction with our website.
Examples of data collected:

Identification data: name, first name, address, date of birth
Contact data: phone number, email address
Login data: username, password (encrypted)
Vehicle data: licence plate
Geolocation data: location of vehicles, location of fuel purchases
Visual data: CCTV footage from surveillance systems at our locations
IP address and browser type
Statistical data on website usage

Your personal data is processed for the following purposes:

We do not process your personal data for purposes incompatible with the above.

3. CCTV Surveillance

At certain locations accessible to the public (such as fuel stations), CCTV is used for the following purposes:

Preventing, detecting, and establishing crimes such as fraud and theft (by customers or suppliers)
Gathering evidence in case of damage or accidents
Verifying transactions and incidents
Protecting staff, customers, and infrastructure
Technical and operational verifications

Footage may be passed on to:

Police and judicial authorities
Alarm centres and authorised security firms
Insurers in case of damage (e.g. defective pump, injured customer, vehicle collisions, etc.)
Other entities within the group (if within the EEA)

Footage will not be retained longer than legally permitted, unless necessary as evidence in case of damage or crime. Surveillance activities are carried out by authorised security companies and, where possible, limited by our own supervision.

4. Automatically collected non-personal data

When you visit our website, we may automatically collect certain data not directly relating to you:

Type of browser and operating system
Domain name of the referring website
Pages visited, duration of the visit
Average time on the site
Number of visits

This data is used to optimise our websites and may be shared within the Romac Fuels group.

5. Links to other websites

Our websites may contain links to third-party websites not operated, controlled, or maintained by Romac Fuels. We are not responsible for the privacy policies of those websites, even if:

you reached an external site via a link on our website; or
you arrived at our website via a link on an external site.

We recommend that you read the privacy policy of every website you visit carefully and contact the administrator of that website if you have any questions or concerns.

6. Cookies

When you visit one of our websites, we may use cookies and other automated data collection means. A cookie is a small text file placed on your hard drive browser (or similar device) by the websites you visit. Cookies automatically recognise you on your next visit. Our website uses cookies and similar technologies for the following purposes:

Optimising the operation of the website
Saving your preferences (such as language)
Analysing visits (statistics via, for example, Google Analytics)

Types of cookies:

Functional cookies (necessary, e.g. language choice, login status)
Statistical cookies (with your consent): measuring usage, page views, user activity
Security cookies

You can refuse or manage cookies via your browser settings. Statistical cookies are only placed with your consent and are retained for a maximum of 14 months. Your IP address is anonymised for statistical purposes. See also our separate cookie statement at: Cookie policy

7. Data Recipients

Your personal data may be shared with:

Internal departments of Romac Fuels or affiliated companies
IT and hosting partners
Insurance companies, legal authorities, regulators
Providers of logistics, analytical or marketing services

Data is never sold to third parties.

8. International Data Transfers

In principle, your data is processed within the EEA. If data is transferred to countries outside the EEA, we provide appropriate
safeguards, such as:

Binding Corporate Rules (BCR)
Standard contractual clauses approved by the European Commission

A copy of the safeguards used can be requested via info@romacfuels.com.

9. Security and Confidentiality

We take technical and organisational measures to protect your data against unauthorised access, loss, alteration, disclosure,
or destruction. Only authorised employees have access to personal data and are bound by a duty of confidentiality.

10. Your Rights

In accordance with the GDPR, you have the following rights:

Access your data
Rectify or supplement inaccurate data
Erase your data (right to be forgotten)
Restrict processing
Object to processing (including direct marketing)
Data portability
Withdraw previously given consent
Provide guidelines for the use of your data after your death
Lodge a complaint with the Data Protection Authority

You can exercise your rights by contacting info@romacfuels.com. Please clearly state which data or processing your request
relates to. We will respond within a maximum of one month.

11. Changes to This Policy

This policy may be updated from time to time. The most current version is always available on our website. In the event of substantial changes, we will notify you via our website or by email.