PRIVACY STATEMENT OF MOUNTFIELD COLLECTIVE BV
Who are we?
Mountfield Collective BV (“we”, “us”) is responsible for the processing of personal data via this website and through our services.
Contact details
Mountfield Collective BV
Ten Briele 10.14, Belgium
Email:
annsofie@kasanaki.com
Phone: +32 475 62 69 55
Company number / VAT: BE0683 777 843
What personal data do we process?
We process personal data that you provide to us yourself and data that is automatically collected when you use our website. This may include:
- Identification and contact details: name, email address, phone number, address, company name, VAT number
- Quote and request data: rental/purchase request, period, location, requested products/configuration, remarks
- Administrative and invoicing data: invoice details, payment status, accounting data (where applicable)
- Communication data: emails, contact forms, support requests
- Website data: IP address, browser and device data, pages visited, cookies/analytics
For which purposes do we use personal data (and on what legal basis)?
We only process personal data when there is a valid legal basis to do so, as provided for under the GDPR.
A) Quote requests, rental and sales
- Purpose: preparing quotes, handling requests, fulfilling contractual arrangements and communicating about them.
- Legal basis: performance of a contract or taking pre-contractual steps at your request.
B) Customer service and after-sales support
- Purpose: providing support, answering questions, resolving issues, follow-up after rental/sale.
- Legal basis: performance of the contract and/or our legitimate interest (good customer service).
C) Administration, accounting and legal obligations
- Purpose: invoicing, administration, statutory retention obligations, tax/accounting obligations.
- Legal basis: legal obligation.
D) Improving our services and website
- Purpose: analyses, statistics, quality improvement, internal reporting and security.
- Legal basis: legitimate interest (improving services and security).
E) Marketing and newsletters (if applicable)
- Purpose: newsletters, targeted offers or updates.
- Legal basis: consent (you can withdraw your consent at any time).
With whom do we share your personal data?
We do not sell your personal data and we do not share it with third parties for their own commercial purposes.
For our operations, we may rely on service providers (“processors”) who process personal data on our behalf, such as hosting and IT partners and software tools for forms, CRM and communication (such as HubSpot). These processors may only process your data according to our instructions. Where required, we enter into data processing agreements and take appropriate measures to protect your data.
We may also share your data where this is legally required (for example for accounting or tax obligations) or where this is necessary to defend our rights.
- Use of HubSpot
We use HubSpot as a CRM and communication platform to process requests, follow up customer contact and organise our services. In this context, contact and request data that you provide to us may be processed in HubSpot. HubSpot processes personal data solely on our behalf and according to our instructions.
- Are data transferred outside the EEA?
Some service providers (such as HubSpot) may process personal data outside the European Economic Area (EEA). In that case, we ensure appropriate safeguards in accordance with the GDPR, such as Standard Contractual Clauses (SCCs) or equivalent protective measures.
How long do we retain your personal data?
We do not retain personal data longer than necessary for the purposes for which they were collected, unless a longer retention period is legally required.
Indicative retention periods:
- Quote and request data: generally up to a maximum of 12–24 months after last contact, unless a contract follows
- Rental/sales contracts and invoices: in accordance with statutory retention obligations (accounting/tax), generally several years
- Service and support communications: generally 24 months after completion
- Newsletter data: until you unsubscribe (withdraw consent)
Your rights
Depending on the situation, you have the following rights:
- access, rectification, erasure, restriction
- objection to processing based on legitimate interest
- data portability (where applicable)
- withdraw consent (for processing based on consent)
You can submit your request via annsofie@kasanaki.com. To prevent misuse, we may ask for proof of identity or additional verification.
Please note: in some cases we may or must retain certain data (e.g. statutory retention obligations or outstanding claims).
Right to lodge a complaint
If you are not satisfied with the way we handle your personal data, you can contact us via annsofie@kasanaki.com. You also have the right to lodge a complaint with the Belgian Data Protection Authority (GBA/APD).
Cookies and analytics
Our website may use cookies:
- Essential cookies: necessary for the website to function
- Functional cookies: remember preferences (if used)
- Analytics cookies: help us improve the website (depending on your cookie settings)
- Marketing cookies: only if you give consent (if applicable)
Where legally required, non-essential cookies are only placed after you give consent via the cookie settings. You can always adjust your preferences via the cookie settings on the website and/or your browser.
Security
We take appropriate technical and organisational measures to protect personal data, such as access management, restricting access to authorised persons and, where relevant, secure storage. We regularly review and improve these measures.
Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy policy or content of these websites. We recommend reviewing the privacy policy of those third parties.
Changes
We may update this privacy statement when our services, legislation or processing activities change. The most recent version is always available on this page.
Last updated: 28 April 2026
