Privacy Policy
This Privacy Policy explains how Vea
Music collects, uses, stores and protects personal information and business
information when you visit www.veamusic.com,
register for a wholesale account, place an order, contact us, request a
quotation, or otherwise use our website and services.
For the purposes of this Policy, “Vea
Music”, “we”, “us” and “our” refer to:
Nikolaos Voukoutis – Vea Music
Strofyliou 73
14671 Nea Erythraia
Greece
GEMI: 000712901000
Email: info@veamusic.com
Telephone: 00302106207896
1. Scope of this Policy
Vea Music is a wholesale music distributor
and importer. Our website is intended mainly for trade customers, retailers,
distributors, labels and other professional buyers.
This Policy applies to information
collected through our website, email communications, account registration,
order processing, invoicing, delivery arrangements, payment handling, customer
support and other business communications.
2. Information we collect
We collect information that is necessary to
operate a wholesale webshop, process orders, issue invoices, arrange shipping,
verify trade status, comply with tax rules and communicate with customers.
The information we may collect includes:
Business account information
Company name, trading name, registered address, delivery address, billing
address, VAT number, tax registration number, business registration number,
reseller information, website, business activity and account login details.
Contact-person information
Name, job title, email address, telephone number, mobile number and other
contact details of business owners, buyers, employees, agents or
representatives.
Order and invoice information
Products ordered, quantities, prices, discounts, order history, quotations, pro
forma invoices, invoices, credit notes, payment status, shipping instructions,
delivery method, backorders and customer notes.
VAT and tax information
VAT number, country of establishment, VIES validation information where
applicable, tax status, export details, import-related information,
VOEC-related information where applicable, and documentation needed for correct
invoicing.
Shipping and customs information
Recipient name, company name, address, telephone number, email address, parcel
contents, value, country of origin, tariff/customs description, tracking
number, carrier details and other information needed to prepare shipping and
customs documentation.
Payment information
Bank transfer details, payment references, payment confirmations,
payment-provider information and accounting records. We do not intend to store
full card details on our website unless a secure payment provider requires and
processes them directly.
Communication records
Emails, contact-form messages, order notes, support requests, delivery
instructions, complaints, return requests, customs enquiries and other
correspondence.
Technical information
IP address, browser type, device information, pages visited, date and time of
visit, referral source, cookies, login activity and similar technical data
needed for website operation, security and analytics.
3. How we use the information
We use personal and business information
for the following purposes:
To create and manage wholesale accounts
This includes account registration, trade-customer verification, login
management, customer categorisation, price-list access and account
administration.
To process orders
We use your information to confirm availability, prepare orders, calculate
product totals, issue pro forma invoices, agree shipping costs, issue invoices,
process payments and dispatch goods.
To apply VAT and tax rules correctly
We use customer country, VAT number, VIES validation, delivery destination and
customer status to determine whether VAT should be charged, zero-rated,
reverse-charged, or handled under another applicable scheme.
To arrange shipping and customs
paperwork
We use delivery and parcel information to prepare shipments, labels, export
documents, customs declarations, VOEC documentation where applicable and other
paperwork required by carriers or authorities.
To communicate with you
We contact customers about order status, availability, backorders, shipping
costs, payment, VAT/tax matters, delivery issues, customs questions, returns
and general business enquiries.
To maintain accounting and legal records
We keep invoices, payment records, order records, tax documentation and
correspondence where required by law or necessary for business records.
To improve and protect the website
We use technical information to maintain the website, identify errors, prevent
fraud, detect misuse, improve performance and keep our systems secure.
To send trade communications
Where permitted, we may send professional customers information about new
releases, availability lists, wholesale offers, label updates, catalogues and
business-related announcements. You may ask us to stop sending marketing or
promotional emails at any time.
4. Legal bases for processing
Where EU or Greek data protection law
applies, we rely on one or more of the following legal bases:
Contract
Processing is necessary to create and manage your account, process orders,
agree shipping, issue invoices and provide our wholesale services.
Legal obligation
Processing is necessary to comply with tax, accounting, VAT, customs, invoicing
and business-record obligations.
Legitimate interests
We process information to operate our wholesale business, communicate with
trade customers, prevent fraud, maintain records, protect the website, manage
credit/payment risk and improve our services.
Consent
Where legally required, for example for certain cookies, analytics or optional
marketing communications, we rely on consent. You may withdraw consent at any
time.
5. VAT numbers and trade verification
Because veamusic.com is a wholesale
webshop, we may ask customers to provide business and VAT information before
approving or processing an account.
For EU customers, we may check VAT numbers
through official validation systems and may keep a record of the validation
result for accounting and tax purposes.
If a customer does not provide a valid VAT
number where required, or if the VAT number cannot be validated, we may charge
VAT according to the applicable rules or refuse to process the order as a
VAT-exempt or zero-rated transaction.
6. Cookies and similar technologies
Our website may use cookies and similar
technologies to make the site work properly, remember login sessions, manage
shopping baskets, support account access, improve website performance, analyse
traffic and help protect the website from misuse.
Some cookies are necessary for the website
to function. Other cookies, such as analytics or marketing cookies, may require
consent depending on applicable law.
You can usually control cookies through
your browser settings. Disabling necessary cookies may affect login, shopping
basket, checkout or account functions.
7. Who we share information with
We share information only where necessary
for the purposes described in this Policy.
This may include:
Payment providers and banks
To receive, verify or reconcile payments.
Postal services, couriers and freight
providers
To deliver parcels and handle tracking, claims, customs declarations and
delivery issues.
Customs authorities and tax authorities
To comply with export, import, VAT, VOEC, customs and tax requirements.
Website, hosting and IT providers
To host, maintain, secure and support the website and related systems.
Accountants, tax advisers, lawyers and
professional advisers
To comply with legal obligations, maintain proper records and protect our
rights.
Public authorities or regulators
Where required by law or necessary to protect our business, customers, rights
or legal position.
We do not sell personal information.
8. International transfers
Because we ship internationally and use
service providers, some information may be transferred outside the European
Economic Area.
Where required, we aim to use appropriate
safeguards, such as adequacy decisions, contractual protections, or other
lawful transfer mechanisms.
For international orders, delivery and
customs information may necessarily be sent to carriers, postal operators,
customs authorities and delivery partners in the destination country.
9. How long we keep information
We keep information for as long as
necessary for the purposes for which it was collected.
Account information is normally kept while
the account remains active and for a reasonable period afterwards.
Order, invoice, tax, VAT, customs, payment
and accounting records may be kept for the period required by applicable law.
Correspondence may be kept for as long as
needed to manage the business relationship, resolve disputes, answer questions,
handle claims or protect our legal position.
Where information is no longer needed, we
delete it, anonymise it or keep it only where legally required.
10. Your rights
Subject to applicable law, you may have the
right to:
- request access to your personal information;
- request correction of inaccurate information;
- request deletion of information;
- request restriction of processing;
- object to certain processing;
- request data portability where applicable;
- withdraw consent where processing is based on consent;
- lodge a complaint with a competent data protection authority.
To exercise your rights, please contact:
We may need to verify your identity or
authority to act on behalf of a business before responding.
11. Security
We take reasonable technical and
organisational measures to protect information against unauthorised access,
loss, misuse, alteration or disclosure.
No website, email system or online service
can be completely secure. Customers are responsible for keeping account login
details confidential and for informing us promptly if they believe their
account has been misused.
12. Business contacts and employees
If you provide information about employees,
buyers, agents or other representatives of your business, you are responsible
for ensuring that you are allowed to provide that information and, where
necessary, that the relevant individuals are informed about this Policy.
13. Links to third-party websites
Our website may contain links to
third-party websites, including labels, distributors, payment services,
couriers, social media platforms or music-related sources. We are not
responsible for the privacy practices, content or security of third-party websites.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time
to time. The updated version will be published on this page with a revised
“Last updated” date.
15. Contact
For questions about this Privacy Policy or
the way we handle information, please contact:
Vea Music
Email: info@veamusic.com
Address: Strofyliou 73, 14671 Nea Erythraia, Greece