Last updated: 5 November 2025
Sylphium Molecular Ecology (“Sylphium”, “we”, “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard personal information in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and applicable Dutch law. This policy applies to visitors, customers, and partners using our website, webshop, and laboratory services.
1. Who we are
Sylphium Molecular Ecology is a business unit of Eelco Wallaart B.V., based in the Netherlands. For any questions about this policy or your data, please contact us at info@sylphium.com.
2. What personal data we collect
- Website & webshop: name, email address, phone number, billing/shipping address, company or institution, order details, and account details (if you create an account). Technical data such as IP address, device/browser information, and usage statistics may be collected via cookies or analytics.
- Sample registration & laboratory services: your contact details, company/institution, sample identifiers, shipment information (date and optional tracking), target species, project numbers, and any notes you provide.
- Direct contact: information contained in emails, calls, or meetings that we need to assist you.
We do not intentionally collect special categories of personal data (e.g., health data). If such data would be strictly necessary for a specific purpose, we will request explicit consent and limit processing accordingly.
3. Why and on what legal basis we use your data
- Contractual necessity: to register and analyse samples, fulfil webshop orders, provide support, and deliver reports.
- Legal obligation: tax and accounting records; regulatory compliance.
- Legitimate interests: quality control, traceability of laboratory workflows, service improvement, website security, and fraud prevention—balanced against your rights.
- Consent: only where required (e.g., marketing communications). You may withdraw consent at any time.
4. How long we keep your data
- Sample registration & analysis data: up to 5 years for traceability and quality assurance.
- Order & invoice data: 7 years (Dutch tax law).
- Website/analytics logs: typically up to 12 months.
- General correspondence: up to 2 years after last contact.
After these periods, data is securely deleted or anonymised unless a longer retention is legally required or necessary for the establishment, exercise, or defence of legal claims.
5. Sharing and disclosures
We do not sell or rent personal data. We may share data with trusted providers strictly as necessary to deliver our services, under confidentiality and data-processing agreements:
- Laboratory partners or subcontractors involved in analyses
- IT, hosting, and security providers supporting our website and systems
- Payment service providers processing webshop transactions
- Professional advisors and authorities where required by law
6. International transfers
We primarily store and process data within the EEA. If data is transferred outside the EEA, we ensure appropriate safeguards (e.g., EU Standard Contractual Clauses) and assess the level of protection.
7. Security
We apply technical and organisational measures to protect personal data, including encrypted transmission (HTTPS), access controls, need-to-know permissions, secure storage, and regular updates and backups.
8. Your rights
Under the GDPR, you have the right to access, rectify, erase, restrict, or object to processing, and the right to data portability. To exercise these rights, contact us at info@sylphium.com. We will respond within one month, subject to legal extensions where applicable.
9. Cookies and analytics
Our website uses cookies for essential functionality and to analyse traffic. You can manage cookies via your browser settings. For more details, see our Cookie Policy.
10. Children’s data
Our services are not directed at children under 16. If you believe a child has provided personal data, please contact info@sylphium.com so we can delete it where appropriate.
11. Changes to this policy
We may update this policy to reflect changes in law or our practices. The latest version will always be available on this page with the effective date shown at the top.
12. Contact and complaints
Questions or requests regarding this policy or your data can be sent to info@sylphium.com. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).