Privacy policy

1. Who processes your data

This site is Westcool's buying desk: you offer a refrigerated truck, van or trailer for sale here and we make you an offer.

The controller is Westcool Service BV, Stoomtuigstraat 24, 8830 Hooglede, Belgium, company number 0827.535.506 (VAT BE 0827.535.506). Isocar BV, Stoomtuigstraat 28, 8830 Hooglede, company number 0754.460.951, is our bodywork sister company on the same site; this site is operated by Westcool Service BV.

This policy covers sell.westcool.com. For westcool.be, that site's own privacy policy applies.

2. Data you enter yourself

When you fill in the form, we keep what you provide:

• your name
• your email address
• your phone number, if you provide it
• whether you sell as a business or privately, and for a business the company name and the VAT number if you provide it
• the postal code where the vehicle is located
• per vehicle: the type, make, model, build year and, for a van the body type and, for a truck or chassis cab, the tonnage
• per vehicle: whether financing or a lease is still running on it and whether the VAT is deductible
• the language you filled the form in
• the time of submission

The form keeps your answers while you fill it in, so you can stop and continue later. As long as you do not submit it, that stays a draft: there is no request yet and nobody here contacts you.

We send a notification of your request to our sales desk. The request itself also stays in our system: the email is the notification, the stored file is the request.

3. Photos and documents from the walk-around

After your request you can do a walk-around: a series of screens that asks you to photograph your vehicle step by step. What you upload there, we keep:

• photos of the vehicle, the refrigeration unit and the load space
• photos of documents you choose to share, such as the registration certificate, the certificate of conformity, the service book or inspection reports
• anything you note yourself at a step, for example about damage or maintenance

A registration certificate names the vehicle's registered keeper. If that is someone other than you, we process their data too, solely to establish who is entitled to sell the vehicle.

You decide which documents you photograph. No document is required to get an offer; they do make the offer more accurate.

The link to your walk-around and the one to your own overview contain a secret code. Whoever has the link sees the file, so do not pass it on.

4. Data the site records itself

This site measures how the form is used, so we can see where sellers get stuck. That measurement is PostHog, which processes the data in the European Union. Until you accept statistics cookies, PostHog counts the visit without storing anything on your device or recognising you on a later visit. If you accept, it may recognise your browser on a later visit and sessions on the public pages may be recorded to trace problems; what you type into fields is not recorded. You can change that choice at any time through Cookie preferences at the bottom of the page.

If you reach this site through one of our Google ads, the page address carries a click code. We store it with your request so that we know which ad worked. That happens on our server and not in your browser: no Google script and no Google pixel is loaded on this site. The code is deleted as soon as we have used it, and in any case after ninety days.

We set a strictly necessary cookie that holds the code that ties your draft of the form to you. It is not readable by scripts in your browser, and expires after thirty days. No consent banner is owed for that cookie.

Your cookie choice itself is stored in a cookie named westcool_consent, for six months. After that we ask you again.

If you sign in as a member of staff, the sign-in sets a session cookie. That one is strictly necessary too.

Our servers keep ordinary technical logs of incoming requests. We keep those no longer than needed to run the site and find faults.

5. What we use that data for

Each processing activity below has its own purpose and its own legal basis under the GDPR.

• Valuing your vehicle, making you an offer and, if you accept it, handling the purchase and collection: steps you ask us to take prior to a contract, and on acceptance the performance of that contract (article 6.1.b GDPR).
• Reaching you about your request: the confirmation, the offer, and the correspondence that follows: steps you ask us to take prior to a contract (article 6.1.b GDPR).
• Checking that the form is submitted by a human, to stop spam and abuse: legitimate interest (article 6.1.f GDPR).
• Establishing who is entitled to sell the vehicle, from the documents you share: steps you ask us to take prior to a contract (article 6.1.b GDPR).
• Keeping the service technically sound and finding faults: legitimate interest (article 6.1.f GDPR).
• Measuring how the site is used, so we can see where the form is abandoned: your consent (article 6.1.a GDPR). You can withdraw that choice at any time through Cookie preferences.

We do not use your data to send you advertising, and we make no decisions about you that are based solely on automated processing. An offer is always drawn up by a member of staff.

6. How long we keep it

A draft you never submitted, we keep for as long as needed for the form to work. Such a draft holds no contact details: it is a series of answers about a vehicle, with no name attached.

Submitted requests, the photos and documents from the walk-around, and the correspondence that belongs with them, we keep for as long as needed to handle and follow up your request. If a purchase follows, we keep the data for as long as legal accounting and contractual retention duties require.

When a file is deleted at your request, the photos and documents belonging to it disappear from our storage with it.

7. Who we share it with

We do not sell your data and do not pass it to third parties for their own purposes. We do rely on service providers who process data on our instructions:

• Vercel, which hosts this site, in a data centre in Frankfurt
• Neon, which provides the database your file lives in, in a data centre in Frankfurt
• Vercel Blob, where the photos and documents from the walk-around are stored, in a data centre in Frankfurt
• Resend, which sends our emails and delivers your replies to the right file
• Cloudflare, which checks on submission that you are not an automated program
• PostHog, which measures how the site is used and processes those data within the European Union
• Inngest, which runs the background tasks that process a request

That check runs on Cloudflare Turnstile. To carry it out, Turnstile processes a limited set of technical signals: your IP address, the fingerprint of your TLS connection, your browser’s User-Agent, and the key that identifies this site to Cloudflare. Cloudflare uses those signals to recognise automated traffic and to improve its bot detection, and describes them in a separate privacy addendum for Turnstile: https://www.cloudflare.com/turnstile-privacy-policy/

If you sell us the vehicle, we engage a haulier to collect it. They receive the data needed for that: the address, a contact person and a phone number.

Your data is stored on servers in the European Union. Several of these providers are US companies; where data nevertheless ends up outside the European Economic Area, for example in Cloudflare’s spam check, that happens on the basis of the European Commission’s standard contractual clauses and, where the provider is certified under it, the EU-US Data Privacy Framework.

8. How we secure it

Traffic with this site is encrypted (HTTPS).

Your file is visible only to signed-in Westcool staff, and to you through the personal link you were given.

The links to your walk-around and your overview contain a code that cannot be guessed. We show those files to whoever holds the code, without making you create an account.

9. Your rights

You have the following rights over your personal data:

• access: to ask what data we hold about you
• rectification of inaccurate or incomplete data
• erasure, when we no longer need it
• restriction of processing
• objection to processing based on our legitimate interest
• portability: to receive your data in a readable format
• withdrawal of your consent, at any time and as easily as you gave it

You exercise these rights by contacting us at info@westcool.be. We answer within one month of your request.

10. Making a complaint

If you are unhappy with how we handle your data, you can lodge a complaint with the Belgian supervisory authority:

Data Protection Authority, Drukpersstraat 35, 1000 Brussels. contact@apd-gba.be, www.dataprotectionauthority.be

11. Changes to this policy

We update this privacy policy when the service or the way we work changes. The date at the top of this page shows when the last change was made.