Privacy Statement

Last updated: 21 July 2026

Agrolexica International Trading BV respects the privacy of its website visitors, business contacts, counterparties and other individuals whose personal data we process.

This Privacy Statement explains what personal data we collect, why we process it, how we protect it and what rights individuals have under applicable data protection law, including the General Data Protection Regulation, or GDPR.

1. Who we are

Agrolexica International Trading BV is an agricultural commodity trading company established in the Netherlands.

For the processing activities described in this Privacy Statement, Agrolexica International Trading BV acts as the data controller.

Agrolexica International Trading BV
Rotterdam Airportplein 22
3045 AP Rotterdam
The Netherlands

Email: info@agrolexica.com

Questions about privacy or the processing of personal data may be sent to the email address above.

2. Who this Privacy Statement applies to

This Privacy Statement may apply to:

  • visitors to our website;
  • people who contact us by email, telephone or through a website form;
  • customers, suppliers and prospective business partners;
  • directors, shareholders, Ultimate Beneficial Owners and authorised representatives of counterparties;
  • employees and contact persons of customers, suppliers and service providers;
  • logistics, storage, inspection, financing and professional service providers;
  • other individuals involved in a proposed or completed transaction.

3. Personal data we may process

The personal data we process depends on the nature of our relationship with you.

Website and technical information

When you visit our website, we may process:

  • IP address;
  • browser and device information;
  • date and time of access;
  • pages visited;
  • security and server-log information;
  • cookie preferences and consent records;
  • information submitted through website forms.

More information about cookies and similar technologies is available in our separate Cookie Policy.

Contact and business information

When you contact us or represent an organisation with which we do business, we may process:

  • name;
  • job title and position;
  • company or organisation;
  • business address;
  • telephone number;
  • email address;
  • correspondence and communication history;
  • meeting notes;
  • information about proposals, negotiations and business relationships.

Contractual and transaction information

In connection with commodity transactions and other commercial activities, we may process:

  • information about your role and authority to represent an organisation;
  • contracts and supporting documentation;
  • transaction, delivery and logistics information;
  • bank and payment information where it relates to an identifiable individual;
  • information necessary for invoicing, accounting and administration;
  • records concerning claims, disputes or contract performance.

KYC and compliance information

Before establishing or continuing certain business relationships, Agrolexica may perform Know Your Customer and counterparty due-diligence checks.

Depending on the circumstances, we may process:

  • date and place of birth;
  • nationality and country of residence;
  • identification documents;
  • proof of address;
  • company-registration information;
  • directorship and authorised-signatory information;
  • shareholder, ownership and control information;
  • Ultimate Beneficial Owner information;
  • tax, VAT or financial information;
  • information concerning the source of funds;
  • sanctions-screening results;
  • Politically Exposed Person status;
  • information obtained from public registers and reliable public sources;
  • adverse-media or other relevant risk information.

We aim to collect only the information reasonably necessary for the relevant compliance and risk-assessment purpose. Identification numbers and copies of identification documents are processed only where this is considered necessary and legally permitted.

4. How we obtain personal data

We may receive personal data:

  • directly from you;
  • from the organisation you represent;
  • from another party involved in a transaction;
  • from customers, suppliers, banks, insurers, advisers or logistics partners;
  • from company and UBO registers;
  • from sanctions and PEP screening providers;
  • from public authorities;
  • from publicly available and reliable sources.

When another organisation provides us with personal data about you, we expect that organisation to have a lawful basis for doing so.

5. Why we process personal data

Agrolexica may process personal data for the following purposes:

  • responding to enquiries and requests;
  • evaluating prospective customers, suppliers and business partners;
  • negotiating, entering into and performing contracts;
  • managing commercial relationships;
  • coordinating sourcing, transport, storage, delivery and transaction execution;
  • performing KYC, sanctions, fraud, credit and counterparty-risk checks;
  • verifying ownership, control and representative authority;
  • meeting accounting, tax, reporting and administrative obligations;
  • protecting our company, systems and commercial interests;
  • preventing misuse, fraud and security incidents;
  • establishing, exercising or defending legal claims;
  • complying with requests or obligations imposed by competent authorities;
  • sending relevant business communications where permitted;
  • maintaining and improving the operation and security of our website.

6. Legal bases for processing

Depending on the processing activity, we rely on one or more of the following legal bases.

Contract and pre-contractual measures

We may process personal data where this is necessary to enter into or perform an agreement with you.

Where you act on behalf of a company or another legal entity, the agreement will generally be with that organisation. In that situation, our processing of your business contact information will usually be based on our legitimate interests.

Legal obligations

We may process personal data where necessary to comply with applicable legal, tax, accounting, regulatory, sanctions or reporting obligations.

Legitimate interests

We may process personal data where this is necessary for our legitimate business interests, provided that those interests are not overridden by the rights and interests of the individual.

These interests may include:

  • operating an international commodity-trading business;
  • assessing prospective counterparties;
  • managing commercial and financial risks;
  • preventing fraud and sanctions exposure;
  • verifying ownership and authority;
  • maintaining accurate business records;
  • protecting systems, information and business assets;
  • handling disputes and legal claims;
  • communicating with existing and prospective business contacts.

Consent

Where required, we rely on consent, for example for optional cookies or certain electronic marketing communications.

Consent may be withdrawn at any time. Withdrawal does not affect the lawfulness of processing that took place before consent was withdrawn.

7. When information is required

In some circumstances, providing personal data is necessary to:

  • respond to an enquiry;
  • assess a proposed transaction;
  • establish a business relationship;
  • perform a contract;
  • complete a KYC or compliance review;
  • meet a legal or administrative requirement.

Where required information is not provided, Agrolexica may be unable to proceed with an enquiry, onboarding process, commercial relationship or transaction.

8. Sharing personal data

We may share personal data, where necessary, with:

  • authorised Agrolexica employees and contractors;
  • related companies and operational partners;
  • suppliers, customers and other transaction counterparties;
  • transport, freight, port, storage, inspection and logistics providers;
  • banks, payment providers, insurers and financing partners;
  • accountants, auditors, tax advisers, lawyers and other professional advisers;
  • IT, hosting, email, cloud-storage and security providers;
  • KYC, sanctions, PEP and counterparty-screening providers;
  • public authorities, regulators, courts or law-enforcement bodies;
  • parties involved in a restructuring, investment, acquisition or transfer of business activities.

Access is limited to parties that have a legitimate need to receive the information.

Agrolexica does not sell personal data.

9. International processing and transfers

Agrolexica operates in international markets. Personal data may therefore be accessed, shared or processed outside the European Economic Area, including in Ukraine and in other countries connected with a transaction or business relationship.

Some countries outside the European Economic Area may not provide the same statutory level of data protection as countries within the European Economic Area.

Where a transfer is subject to the GDPR, Agrolexica will use an applicable transfer mechanism or other lawful basis. Depending on the circumstances, this may include:

  • an adequacy decision adopted by the European Commission;
  • Standard Contractual Clauses;
  • contractual and organisational safeguards;
  • a legally permitted exception for a specific transfer.

Additional technical or organisational safeguards may be applied where appropriate.

10. How long we retain personal data

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected.

The following periods generally apply:

  • website and security logs are retained for the period necessary for website operation, security and incident investigation;
  • general enquiries are normally retained for up to two years after the last meaningful contact;
  • business contact information may be retained for the duration of the business relationship and for a reasonable period afterwards;
  • contracts, invoices, transaction records and financial administration may normally be retained for at least seven years where needed for accounting, tax or evidentiary purposes;
  • KYC and counterparty due-diligence records are normally retained for the duration of the relationship and for up to five years afterwards;
  • information relevant to a dispute, investigation or legal claim may be retained until the matter and any applicable limitation period have ended;
  • cookie-consent records are retained for the period described in our Cookie Policy.

Information may be retained longer where required by law, a competent authority, a legal claim or an ongoing investigation.

Information that is no longer required will be deleted, anonymised or securely archived with restricted access.

11. Security

Agrolexica takes appropriate technical and organisational measures to protect personal data against:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • unauthorised disclosure;
  • destruction.

Depending on the nature of the information, these measures may include access restrictions, authentication controls, secure storage, backups, confidentiality requirements and encryption.

No system or transmission method can be guaranteed to be completely secure. Agrolexica therefore regularly considers the risks associated with its processing activities and the measures needed to reduce those risks.

12. Automated decision-making

Agrolexica does not normally make decisions that produce legal or similarly significant effects for an individual solely through automated processing.

Automated screening tools may be used to identify possible sanctions, PEP, fraud or counterparty-risk indicators. The results of such screening may support a wider assessment but are not normally used as the sole basis for a significant decision.

13. Your privacy rights

Depending on the circumstances, you may have the right to:

  • request access to your personal data;
  • request correction of inaccurate or incomplete data;
  • request deletion of personal data;
  • request restriction of processing;
  • object to processing based on legitimate interests;
  • object to direct marketing;
  • receive certain personal data in a portable format;
  • withdraw consent at any time;
  • lodge a complaint with a supervisory authority.

These rights are not absolute. In some situations, Agrolexica may be required or permitted to continue retaining or processing information.

To exercise a privacy right, contact us at info@agrolexica.com. Please clearly describe your request and the information or business relationship to which it relates.

We may request information necessary to verify your identity before responding. We will normally respond within one month, subject to any legally permitted extension.

14. Complaints

We encourage you to contact Agrolexica first if you have questions or concerns about the use of your personal data.

You also have the right to submit a complaint to the Dutch supervisory authority:

Autoriteit Persoonsgegevens
The Dutch Data Protection Authority

You may also contact the data-protection authority in the European Union or European Economic Area country where you live, work or believe an infringement occurred.

15. Cookies

Our website may use necessary, functional, analytical or other cookies and similar technologies.

Optional cookies will be placed only where the required consent has been obtained. Detailed information about the cookies used on our website, their purposes and retention periods is available in our separate Cookie Policy.

Cookie preferences can be changed through the consent settings available on the website.

16. Changes to this Privacy Statement

Agrolexica may update this Privacy Statement when its services, processing activities, systems or legal obligations change.

The latest version will be published on this website. The date shown at the top indicates when the statement was last updated.