FORAX Privacy Policy

Effective Date: 15-04-2025

1. Introduction and scope

This Privacy Policy explains how the Forax group, under the legal entity of TRAXBEL BV (“FORAX,” “we,” “us,” or “our”) collects, uses, shares, and protects your personal data when you:
  • Visit or interact with our public websites (e.g. forax.com, forax.eu).
  • Complete any online or paper contact form (including “Apply Now” or other inquiry forms).
  • Sign on to become a customer or prospective customer of FORAX (including in the online application form).
This Policy applies to all FORAX-owned websites and online services. It also covers personal data processed by or on behalf of FORAX in the context of offering our products or services. Please note that this Policy does not cover the privacy practices of third-party websites, services, or applications that may link to or be accessible from our sites.

2. Identity of the Data Controller

For purposes of the EU General Data Protection Regulation (“GDPR”) and other applicable data protection laws, TRAXBEL BV, headquartered at:
Excelsiorlaan 19 1930 Zaventem Belgium Email: privacy@forax.eu
is the “data controller” responsible for the processing of your personal data.

3. Personal data we collect

3.1 Information you provide directly

We collect personal data when you choose to provide it to us, for example:
  • Contact details such as name, address, passport information, email address, telephone number, and mailing address.
  • Account or application details such as your organization name, account registration information, vehicle details, vehicle/fuel card usage, purchase history of vat exempted goods (e.g. invoices, receipts, proof of payment, etc.).
  • Financial details such as bank information required for SEPA Direct Debit or similar payment arrangements.
  • Any other data you voluntarily provide (e.g., through e-mail, the “contact”-form, inquiries, or application forms).

3.2 Information collected automatically (cookies and analytics)

When you visit our websites or open our marketing emails, we may collect certain information automatically through cookies, pixels, or other tracking technologies. This may include:
  • IP address and browser type
  • Device type and unique identifiers
  • Pages you view and links you click (clickstream data)
  • Date/time of visits
  • Language preferences
You will have the option to opt in to non-functional cookies. Functional cookies are required for our websites to function properly and are therefore mandatory. If no opt-in option is presented, it means only functional cookies are in use on that particular website.

4. Legal bases and purposes of processing

We collect and process your personal data for the following purposes:
  • Performance of a contract or to take steps at your request prior to entering into a contract:
  • Legitimate interests:
  • Compliance with legal obligations:
  • Consent:

5. How we use your information

We primarily use the personal data we collect to:
  • Provide and improve our services and websites.
  • Assist you in completing applications, forms, or other transactions.
  • Communicate with you about products, services, and support.
  • Tailor our website and communications to reflect your preferences.
  • Conduct website analytics and measure performance of marketing initiatives.
  • Detect or prevent security threats, fraud, or other malicious activity.

5.1 Use of data for machine learning

We may use certain anonymized data, to help develop, train, and improve our machine learning models, as indicated in section 4. These models support various functions, such as:
  • Enhancing user experience
  • Detecting fraudulent or malicious behavior
  • Improving efficiency of services or internal processes
We will ensure that any personal data used for machine learning is processed lawfully, fairly, and securely, in accordance with GDPR and other applicable data protection laws. Where possible, we apply data minimization, pseudonymization, or anonymization. You have the right to object to such processing if it impacts your rights and freedoms (see Section 8 for more information on your rights).

5.2 Automated decision making

We may use automated systems to make certain decisions regarding your account or services (e.g.automatically blocking a fuel card) if specific risk or usage criteria are triggered. Where these decisions produce legal or similarly significant effects, you have the right to request an explanation of the decision, express your viewpoint, and/or request a review by a human. To exercise these rights or learn more, please contact us at privacy@forax.com.

6. Disclosure of your information to third parties

We do not sell, rent, or lease your personal data. We may share personal data only as follows:

6.1. Service providers and subcontractors

We may engage service providers (e.g., fuel card issuing companies, payment processors, hosting companies, email service providers) to perform functions on our behalf.
To the extent that Forax needs to disclose personal data to one or more (sub)contractors, it shall adopt appropriate contractual safeguards with these (sub)contractors in order to provide an adequate protection for the personal data which they process pursuant this agreement. In any event, Forax shall take appropriate technical and organizational measures to avoid unauthorized use or disclosure of personal data.

6.2. Within the FORAX group

We may disclose personal data to other FORAX-owned entities or business units if needed to carry out the purposes outlined in this Policy.

6.3. Legal compliance and protection

We may share personal data when necessary to comply with lawful requests by public authorities, including to meet national security or law enforcement requirements; to satisfy any law, regulation, subpoena, or court order; or to protect the rights, property, or safety of FORAX, our employees, or others.

6.4. Business transfers

If FORAX undertakes or is involved in any merger, acquisition, restructuring, or sale of assets, your personal data may be transferred to one or more third parties as part of that transaction. We will seek appropriate protections for your data in such transfers.

7. Data retention and security

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal, regulatory, or contractual requirements. Because our services span multiple jurisdictions, the specific retention periods may vary. When determining how long to keep personal data, we consider legal obligations (e.g., tax, accounting, or anti-fraud regulations) and the nature of our contractual relationships with you.
We use reasonable physical, technical, and organizational security measures to protect against unauthorized access, disclosure, alteration, or destruction of personal data. In the event of a data breach affecting your personal data, we will notify you and the relevant authorities as required by GDPR.

8. Your rights and choices

Under GDPR and other data protection laws, you have the right to:
  • Access your personal data and receive information about its processing.
  • Rectify inaccurate or incomplete personal data.
  • Erase your personal data when it is no longer needed for the purposes for which it was collected or when processing is unlawful.
  • Restrict the processing of your personal data in certain circumstances (though doing so may mean we can no longer provide our services).
  • Object to certain processing (for example, direct marketing).
  • Data portability in certain circumstances (to receive your data in a structured, commonly used format and have it transferred to another controller).
You may withdraw your consent at any time, where processing is based on consent. This does not affect the lawfulness of processing carried out before your withdrawal.
To exercise any of your rights, please contact us at privacy@forax.eu. Please note that doing so may impact your access to Forax services and must comply with applicable legal requirements, including obligations to retain certain data as mandated by local authorities.
Opting Out of Marketing
If you no longer wish to receive marketing emails or newsletters, you can unsubscribe by contacting us directly at privacy@forax.eu. However, we may still send you service-related or transactional messages (e.g., account notifications) where necessary.

9. Children's privacy

Our websites, products, and services are not intended for children under the age of 18. We do not knowingly collect personal data from anyone under 13 without parental consent. If you believe we have inadvertently collected such data, please contact us so we can promptly delete it.

10. International transfers

FORAX is an EU-based organization. Where it becomes necessary to transfer personal data outside the European Economic Area to countries that do not provide an equivalent level of data protection, we will take appropriate measures (for example, by signing EU Standard Contractual Clauses with recipients) to ensure your information remains protected.

11. Changes to this privacy policy

We may update this Policy from time to time to reflect changes in our practices or in applicable law. Any changes will be posted on our website with an updated “Effective Date.” If we make substantial changes, we may notify you more prominently (e.g., by email or a notice on our homepage).

12. Contact Us

If you have any questions or concerns regarding this Privacy Policy, our data practices, or if you wish to exercise your rights, please contact us at:
TRAXBEL BV Excelsiorlaan 19 1930 Zaventem Belgium Email: privacy@forax.eu
You also have the right to lodge a complaint with your local supervisory authority if you believe we have processed your data unlawfully.