Privacy policy
Privacy Policy
Last updated: 10 November 2026
Vic Groningen is the brand and webshop of Magna Forum B.V. ("we", "us", "our"). We operate this website and our store at Grote Markt 45 in Groningen to give you a curated shopping experience (the "Services"). Our webshop is powered by Shopify. This Privacy Policy explains which personal data we collect, why, on what legal basis, how long we keep it, with whom we share it and which rights you have. If this Privacy Policy conflicts with our Terms of Service about personal data, this Privacy Policy applies.
1. Who is responsible (data controller)
Magna Forum B.V. (trading as Vic Groningen), Grote Markt 45, 9711 LX Groningen, The Netherlands. Chamber of Commerce (KvK): 80476465. Email: service@vicfashionformen.nl. Phone: +31 50 312 67 65. We are the controller of your personal data for the purposes described below.
2. Personal data we collect
- Contact details: name, billing and shipping address, phone number, email address.
- Payment information: payment method, transaction details and payment confirmation. Card and account numbers are processed by our payment providers; we do not store full card numbers.
- Account information: email address, password (stored in protected form), preferences.
- Order information: items you view, add to your cart or wishlist, buy, return, exchange or cancel, and your past orders.
- Communication: messages you send us, for example to customer service.
- Device and usage information: IP address, browser and device type, pages visited, how and when you use the Services, and identifiers set by cookies and similar technologies.
We collect this data from you directly, automatically through your use of the Services (including cookies), and from our service providers.
3. Why we use your data and on what legal basis
| Purpose | Data | Legal basis (GDPR art. 6) |
|---|---|---|
| Process and deliver your order, handle payments, returns, exchanges and store collection | Contact, payment, order data | Performance of the contract |
| Manage your customer account | Account, contact, order data | Performance of the contract |
| Customer service and complaints | Contact, order, communication | Performance of the contract; legitimate interest in good service |
| Fiscal and accounting obligations | Invoice, order, payment data | Legal obligation |
| Fraud prevention and security of the Services | Device, usage, order, payment data | Legitimate interest in preventing fraud and protecting our business and customers |
| Newsletter and marketing emails (e.g. through Klaviyo) | Name, email, order and browsing information | Consent. For existing customers we may also send emails about similar products based on our legitimate interest; you can object at any time via the unsubscribe link |
| Analytics and personalised advertising (for example Meta Pixel, Google tag, Google Ads, Meta Ads) | Device, usage, cookie identifiers, order information | Consent, through our cookie banner |
| Legal claims and requests from authorities | Any relevant data | Legal obligation or legitimate interest in establishing, exercising or defending legal claims |
If we rely on your consent, you can withdraw it at any time, without affecting the processing before the withdrawal.
4. Marketing and advertising tools
We use or plan to use the following tools for marketing purposes: Klaviyo (email marketing), Meta (Meta Pixel and Meta Ads, for Facebook and Instagram), and Google (Google tag and Google Ads). With these tools we can store and use customer and visitor data (such as email address, purchase and browsing behaviour) to send you offers, to measure our advertising and to show you relevant advertisements on other platforms. Some of these tools may not yet be active. Advertising and analytics cookies and pixels are only placed after you give consent in our cookie banner. These providers may process data for their own purposes under their own privacy notices.
5. Cookies
We use cookies and similar technologies. Functional cookies, which are needed for the Services to work (such as your shopping cart and checkout), are placed without consent. Analytics and marketing cookies are only placed after you consent through our cookie banner. You can change or withdraw your choice at any time through the cookie settings on our website or in your browser settings. The cookie settings show which cookies are used, their purpose and how long they stay.
6. Who we share data with
- Shopify (hosting, store platform, checkout and payments) and our payment service providers;
- Carriers such as DHL and FedEx, to deliver your order;
- Innosend, which provides our return portal;
- Marketing and analytics providers listed in section 4 (Klaviyo, Meta, Google);
- IT, customer service, accounting and other service providers who work on our behalf and are bound by agreements to protect your data;
- Authorities and advisers, where the law requires it or to protect our rights;
- a buyer or successor in case of a merger, takeover or sale of (part of) our business.
We do not sell your personal data for money.
7. Relationship with Shopify
The Services are hosted by Shopify, which collects and processes personal data about your access to and use of the Services. Information you submit may be shared with Shopify and other third parties, also in countries outside your own. Where Shopify processes personal data for its own purposes (for example enhanced features that use data from your interactions with merchants on Shopify), Shopify is responsible for that processing, including for your requests about it. See the Shopify Privacy Policy and the Shopify privacy portal.
8. International transfers
Some of our service providers (such as Shopify, Klaviyo, Meta and Google) may process data outside the European Economic Area, including in the United States. When we or they transfer personal data outside the EEA or the UK, this is based on an adequacy decision (such as the EU-US Data Privacy Framework for certified companies) or on the European Commission's Standard Contractual Clauses, together with additional safeguards where needed.
9. How long we keep your data
| Data | Retention period |
|---|---|
| Order, invoice and payment records | 7 years after the end of the financial year (fiscal retention obligation) |
| Customer account | Until you delete your account or ask us to; accounts with no activity for 3 years may be deleted |
| Customer service messages and complaints | 2 years after the last contact |
| Newsletter and marketing emails | Until you unsubscribe or withdraw consent, or until 2 years after your last interaction with our emails or orders |
| Cookies and pixel data | For the lifetime of each cookie, as shown in the cookie settings |
| Fraud prevention data | Up to 12 months, longer only if needed for a specific investigation |
We may keep data longer if the law requires it or if we need it for a legal claim. After the retention period we delete or anonymise the data.
10. Security
We take appropriate technical and organisational measures to protect your data. No system is perfectly secure, and information you send over unsecured channels may not be protected in transit. Please do not send sensitive information by regular email.
11. Your rights
Under the GDPR you have the right to: access your data; correct it; have it deleted; restrict processing; object to processing based on legitimate interest or for direct marketing (at any time and free of charge); receive your data in a portable format; and withdraw consent. You can use these rights by emailing service@vicfashionformen.nl. We may need to verify your identity. We respond within one month. You can use the unsubscribe link in any marketing email to stop receiving it. We do not make decisions about you based solely on automated processing that have legal effects on you. You may let an authorised representative make requests for you, if they can show proof that you authorised them.
12. Complaints
If you have a complaint about how we handle your data, please contact us first so we can try to solve it. You also have the right to lodge a complaint with the Dutch data protection authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl), or with the supervisory authority in the EU country where you live or work.
13. Children
The Services are not intended for children under 16, and we do not knowingly collect their personal data. If you think a child has given us data, please contact us and we will delete it.
14. Third-party websites
The Services may contain links to third-party websites. We are not responsible for their privacy practices. Please read their privacy policies.
15. Changes
We may update this Privacy Policy. The date at the top shows when it was last changed. For significant changes, we will inform you as required by law.
16. Contact
Magna Forum B.V. (Vic Groningen), Grote Markt 45, 9711 LX Groningen, The Netherlands
Email: service@vicfashionformen.nl | Phone: +31 50 312 67 65