Ethics 4 Benefit

Privacy policy

1. Commitment to Data Protection

ETHICS 4 BENEFIT GmbH (hereinafter referred to as e4b) is fully committed to protecting its customers’ personal data in accordance with the EU General Data Protection Regulation (GDPR), in force since 25 May 2018. Our Privacy Policy is available on e4b's website at https://www.e4benefit.eu. Customers may also request a copy of the Privacy Policy at any time by contacting e4b’s our Customer Service.

2. Type and Scope of Personal Data Collected

The type and extent of personal data collected by e4b depend on the nature of the relationship established between the customer and e4b.
Personal data refers to any information relating to an identified or identifiable natural person, as defined under the EU General Data Protection Regulation (GDPR).

When a customer places a purchase order or registers for a service offered by e4b, certain personal data are required to process and fulfill the order or provide the requested service. This may include, but is not limited to:

- first and last name,
- telephone number,
- email address,
- billing and shipping address, and
- date of birth

In addition, e4b may collect supplementary data necessary to facilitate order processing, enhance the customer experience, and continuously improve its products and services.
Information gathered during identity verification or authentication checks may also be collected and processed exclusively for these lawful purposes and in full compliance with applicable data protection regulations.

Payment details, such as credit card information are directly entered and further processed by our payment gateway provider Mollie (see payments) according to the applicable regulations (eg. conform to PCI Data Security Standards).

a) Collection of Personal Data through Websites and Apps

When customers use e4b’s website or mobile applications, certain information, including metadata, is automatically collected through the use of cookies and similar technologies.
Cookies are small text files stored on a user’s computer or mobile device by websites or applications. They are commonly used to recognize returning visitors, remember preferences, and enhance user experience.
e4b uses cookies both anonymously and, where applicable, in connection with registered user accounts to analyze usage patterns and improve its services.
Cookies may collect information such as:

- the server address,
- date and time of the visit,
- pages viewed,
- downloaded files, and
- details of the browser, operating system, or device used.

This data helps e4b conduct statistical analyses, optimize website functionality, and enhance the usability of its digital services.
When customers use e4b mobile applications, technical data may also be retrieved periodically. For example, information about the device type, operating system, and application settings to enable software updates, technical support, and service improvements.
Most internet browsers are preconfigured to accept cookies automatically. However, users can change their browser settings at any time to block or delete cookies. Note that disabling cookies may limit access to certain features of the e4b website or applications, though essential functions (including the ability to purchase items) will generally remain available.

b) Cookie Consent and Management

When visiting e4b’s website for the first time, customers are presented with a cookie banner that explains the use of cookies and similar tracking technologies. This banner allows users to choose whether to accept or reject non-essential cookies.
Essential cookies are necessary for the website to function properly, for example to enable navigation, process orders, or ensure the security of the site. These cookies are activated automatically and do not require user consent.
Non-essential cookies, such as those used for analytics, personalization, or marketing, are set only after the customer has provided explicit consent through the cookie banner or settings panel. The user may withdraw or modify this consent at any time.
Customers can manage or delete cookies in the following ways:

- by adjusting cookie preferences directly through the cookie settings banner on the website, or

- by changing the cookie settings in their internet browser (e.g., to block cookies, delete existing ones, or receive a warning before a cookie is stored).

c) Cookie Policy

e4b uses cookies and similar technologies to improve the functionality and performance of its website, enhance user experience, and analyze traffic patterns. Cookies may also be used to personalize content and, with consent, deliver relevant offers or advertisements.
The types of cookies used include:

- Essential cookies: Required for core website functions such as navigation, order processing, and secure login. These cannot be disabled.
- Analytical cookies: Help e4b understand how visitors interact with the site, allowing improvements to usability and service quality.
- Functional cookies: Remember user preferences and choices to enhance convenience.
- Marketing cookies: Used, with consent, to tailor offers and measure the effectiveness of promotional campaigns.

Customers can adjust their cookie preferences at any time through the cookie settings panel on the website or by modifying browser settings.
Further details are available in e4b’s cookie management interface.

d) Handling of Sensitive Information

e4b only collects sensitive personal data (such as health-related information) when it is strictly necessary to carry out its legitimate business activities and only when:

- the customer has given explicit consent, or
- the collection, processing, or disclosure is required or permitted by law.

Sensitive data are handled with the highest level of confidentiality and security, and are never used for marketing or profiling purposes.

e) Collection and Sharing of Personal Information by Third Parties

e4b does not share personal information of its customers, members, or cooperators with third parties, including other e4b cooperators, unless an explicit written agreement exists with the data subject concerned or such sharing is required by law.
In exceptional cases where an e4b cooperator with a Vendor role is requested to directly fulfill an order placed by a cooperator with a Consumer role, e4b may share only the minimum personal data necessary (e.g., name, shipping address, and contact details) to complete the order.
e4b is not responsible for the data protection practices of Vendor cooperators or other third parties. These parties operate under their own privacy policies, and e4b strongly recommends that customers review those policies if additional personal information is requested beyond what has already been provided to e4b in connection with an online order.

3. Purpose of Collecting Personal Information

a) Primary Purposes

e4b collects, stores, and uses personal information primarily to:

- process transactions and deliver products or services, both in physical Concept Stores and online;
- manage and maintain customer and loyalty relationships;
- promote e4b’s products and services through marketing, events, and community engagement;
- perform research and statistical analyses to improve customer satisfaction, service quality, and sustainability outcomes;
- develop or tailor products, services, and promotional offers to customer preferences;
- protect the safety and security of e4b’s physical and digital environments, including fraud and theft prevention;
- manage customer service inquiries, feedback, and social media interactions;
- support general business administration, compliance, and planning;

e4b may also collect and process personal data for other specific purposes disclosed at the time of collection, where such processing is required or authorized by law or carried out with the customer’s explicit consent.

b) Direct marketing

By providing contact details (e.g., postal address, email address, or telephone number) and accepting this Privacy Policy, customers consent to receiving communications from e4b regarding its products, services, and community initiatives. These communications may be delivered by post, email, telephone, or digital channels such as social media.
Customers may withdraw consent or update their communication preferences at any time. Every newsletter includes an “Unsubscribe” link and access to a “Preferences Center.” Alternatively, customers can contact e4b via its Customer Service:

c) Electronic communication

By providing an email address or phone number, customers authorize e4b to use these channels for legitimate communication purposes such as order confirmations, delivery updates, service notices, or reminders.
Customers are encouraged to provide personal (non-work) contact details to maintain privacy and prevent unintended access by third parties, such as colleagues.

d) Disclosure of Personal Information to Third Parties

e4b does not sell or trade customers’ personal information. However, it may share limited data with trusted service providers and partners solely for the purposes described above, including:

- payment processing and credit verification,
- delivery logistics
- IT and platform support, or
- regulatory compliance (where required by law)

In certain cases, e4b may authorize such third parties to contact the customer directly to facilitate order fulfillment or collect feedback.
All third-party partners are bound by confidentiality and data protection obligations consistent with the EU General Data Protection Regulation (GDPR).

4. Data Quality and Security

e4b stores personal information in various formats, including printed documents, email contact lists, and secure electronic databases.
To protect the integrity and confidentiality of this data, e4b takes appropriate technical and organizational measures to ensure that:

- all collected personal information is accurate, up to date, complete, and relevant for the purposes described in this Privacy Policy;
- personal data is protected against unauthorized access, alteration, disclosure, or destruction, as well as accidental loss or misuse;
- personal data that is no longer required for the purposes outlined is securely deleted, anonymized, or otherwise rendered permanently unusable;

e4b encourages customers to help maintain data accuracy by promptly notifying the company of any changes to their personal information.

a) Security

e4b implements robust technical, organizational, and physical measures to safeguard personal information. These include secure website access via encrypted protocols, restricted access to e4b’s IT systems (including internal and external cloud environments), controlled entry to company premises, and strict policies governing document storage and asset security. Employees and cooperators also receive regular training on data protection and workplace procedures.
Although e4b takes all reasonable steps to protect personal data transmitted through its website, no online transmission can be guaranteed to be completely secure. Customers who prefer not to share information electronically may contact e4b through the alternative methods listed in paragraph 3(b).

b) Third-party websites

From time to time, e4b may provide links to external websites that are not operated or controlled by e4b. These links are offered solely for the purposes outlined in this Privacy Policy.
However, e4b assumes no responsibility for the content, accuracy, security, or privacy practices of third-party websites. Users are encouraged to review the privacy policies of those sites before providing any personal information.
The inclusion of a link to a third-party website does not imply endorsement, partnership, or association by e4b.
Where a third-party website or platform independently collects or processes personal data, such third party acts as a separate and independent data controller under the GDPR. e4b is not a joint controller and bears no responsibility for how those third parties collect, use, or protect personal data once a user has left e4b’s website.

5. Access and Correction of Personal Data

e4b’s Customer Service is available to assist customers in accessing or correcting the personal data retained by e4b.
To protect the confidentiality and integrity of customer information, e4b may verify the requester’s identity before processing any access or correction request.

a) Access

Customers have the right to obtain confirmation as to whether e4b holds personal data concerning them and, where applicable, to access such data. e4b will respond to access requests within a reasonable period, and in any case within 45 days, unless an extension is permitted under applicable law. e4b may charge a reasonable administrative fee to cover the cost of locating and providing the requested information.
In certain cases, as allowed by law, access may be restricted (for example, to protect the privacy of others or where disclosure would breach confidentiality obligations).

b) Corrections

e4b endeavours to ensure that all personal information it holds is accurate, complete, and up to date. If a customer believes their personal data is incorrect, incomplete, or outdated, they may request its correction.
Upon receiving such a request or upon e4b’s own discovery of an inaccuracy, e4b will take all reasonable steps to correct the data without undue delay, ensuring it remains relevant and not misleading for the purposes for which it is used.

c) Deletion (Right to Erasure)

Customers have the right to request the deletion of their personal data held by e4b when:

- the data is no longer necessary for the purposes for which it was collected or processed;
- the customer withdraws consent on which the processing is based and there is no other legal ground for the processing;
- the customer objects to the processing and no overriding legitimate grounds exist; or
- the data has been unlawfully processed or must be deleted to comply with a legal obligation.

e4b will review each request and, unless a legal or contractual retention requirement applies (for example, tax or accounting obligations), will erase the relevant personal data without undue delay.
Where deletion is not possible, e4b will inform the customer of the reason and, if applicable, of alternative options such as restricting or anonymizing the data.

6. Questions or complaints

For further information about how e4b manages personal information, for any queries regarding this Privacy Policy, or to submit a complaint concerning an alleged breach of the EU General Data Protection Regulation (GDPR), customers may contact our Customer ServiceCustomer Service.

All complaints are handled promptly, fairly, and in accordance with their context. e4b generally aims to provide a response within 7 days. For more complex cases requiring further investigation, a response may take longer; in such instances, the customer will be informed of the expected timeline.
e4b may update this Privacy Policy from time to time. The most current version is always available on our website. Customers may also request a copy by contacting Customer Service via the channels listed above.