CargoDroom — Book a Service

NL · FR · DE · EN

🔒 Privacy Notice

Last updated: 14.10.2026

Velodroom bv
Rijkeklarenstraat 53, 1000 Brussels, Belgium
BE 0462 526 781
E-mail: [email protected]
Tel.: +32 2 680 80 80

a) Booking an appointment in the online form

• Data: name, email, phone number, address (optional), language, vehicle (brand/model), description of your request, requested appointment; if someone else brings or collects the bike: that person's name and contact details.
• Purpose: schedule the appointment, notify you, prepare the work.
• Legal basis: performance of a contract or pre-contractual steps (Art. 6(1)(b) GDPR).

b) Confirmation by email code

If you are already a customer, we send you a 6-digit confirmation code (valid for 8 minutes, single use, 3 attempts at most) that you enter on the booking page before we show your stored data. This prevents strangers from retrieving data. Your appointment confirmation also arrives by email.
Legal basis: contract (b) and our legitimate interest in keeping your data secure (f).

c) Customer records and workshop orders

We keep your contact details, vehicles and workshop orders in our workshop software and in our contact and calendar system to carry out repairs, reach you and handle warranty cases.
Legal basis: contract (b); for invoices, legal obligation (c).

d) Technical data and security

• Server logs: IP address, time, page requested. Kept for 30 days.
• Abuse protection: a counter per IP address against automated mass bookings. Kept for about 2 days.
• Cookie: one technically necessary session cookie (remembers your language and your email confirmation, 2 hours at most). It is not used for advertising or tracking, so there is no cookie banner. We use no tracking and no advertising services.
• Legal basis: legitimate interest in secure operation (f).

Data	Retention
Appointments (remarks, pick-up contact, vehicle link)	3 months after the order is completed (or cancelled), then emptied. Open orders are kept until then. Date and service remain without personal data.
Calendar entries	shortened after 3 months (only time and order number)
Unused confirmation codes	deleted after one day at the latest
Customer records (name, contact, vehicles)	5 years after the last invoice, checked once a year
Invoices to customers and from suppliers (accounting)	10 years (legal obligation)
Repair documents	3 years
Server logs	30 days

You can ask for earlier deletion at any time. Statutory retention duties (invoices) remain unaffected.

We do not sell your data and do not use it for advertising. We use service providers who process data on our behalf:

Provider	Task	Location
Hetzner Online GmbH	Booking system server	Helsinki, Finland (EU)
mailbox.org (Heinlein Support GmbH)	Email sending and mailbox	Germany (EU)
CycleSoftware Belgium B.V.	Workshop software (orders, invoices)	Netherlands
Portknox	Nextcloud: contacts and calendar	EU

You have the right of access (Art. 15), rectification (16), erasure (17), restriction (18), data portability (20) and to object to processing based on legitimate interests (21). Write to us at [email protected]; we reply within 30 days. You can withdraw any consent at any time.

You can lodge a complaint with the data protection authority:

Gegevensbeschermingsautoriteit (GBA)
Drukpersstraat 35, 1000 Brussel / Bruxelles
www.gegevensbeschermingsautoriteit.be
[email protected]

We update this notice when our processing changes. The date above applies.