Privacy Policy

Last updated: 15 November 2025

This Privacy Policy explains how [Active Insulation] (“we”, “us”, “our”) collects, uses and protects your personal data when you visit our website [website URL], contact us, or use our services.

We process personal data in accordance with the General Data Protection Regulation (GDPR / AVG) and Dutch privacy laws. business.gov.nl+1

⚠️ This is a general template. For full legal certainty, have it checked by a legal professional.

1. Who we are

Controller:
[Active Insulation]
[Street + number]
[Postcode + City], The Netherlands
Chamber of Commerce (KvK): [number]

Contact for privacy matters:
Email: [your email]
Phone: [your phone]

2. Personal data we collect

We may collect the following categories of personal data:

Contact details – name, address, email address, phone number
Project details – property type, address of the property, photos you send us, technical info
Communication data – messages you send via forms, email, WhatsApp, or phone notes
Website usage data – IP address, browser type, pages visited, time and date of visit (via cookies/analytics)
Quote and invoice data – bank details, payment status, VAT details (if applicable)

We only collect the data that is reasonably necessary for our work. business.gov.nl

3. How we collect your data

We collect data in the following ways:

When you fill in a contact form on our website
When you request a quote or book an inspection
When you email or call us
When you sign a quote or contract
Automatically via our website, using cookies and similar technologies (see section 7)

4. Why we use your data (purposes & legal bases)

We process your personal data for the following purposes:

To respond to your questions and requests
- e.g. answering your email, calling you back, scheduling a visit
- Legal basis: legitimate interest (Article 6(1)(f) GDPR)
To prepare and carry out quotes and contracts
- making an offer, planning the job, installing insulation, after-care
- Legal basis: performance of a contract or steps before entering a contract (Article 6(1)(b) GDPR)
To manage our administration and legal obligations
- invoicing, accounting, tax records, warranty records
- Legal basis: compliance with legal obligations (Article 6(1)(c) GDPR)
To improve our website and services
- basic analytics, user behaviour, service optimisation
- Legal basis: consent (for non-essential cookies) and/or legitimate interest (for strictly necessary analytics) (Articles 6(1)(a) and 6(1)(f) GDPR)
Marketing (optional)
- sending you updates or offers only if you requested it or clearly agreed
- Legal basis: consent (Article 6(1)(a) GDPR)

You can withdraw your consent at any time by contacting us.

5. Who we share your data with

We do not sell your data.

We may share data only with:

IT and hosting providers – to host our website and email
Accountant / administration office – for invoices and bookkeeping
Tools and software providers – e.g. email, CRM, planning software, analytics
Subcontractors / partners – only when needed to carry out your project (for example, scaffolding, waste removal)

These parties are “processors” and process data only on our instructions and under a processing agreement where required by GDPR. GDPR.eu

We may also share data if we are legally required to do so (e.g. with tax authorities or in case of fraud).

6. How long we keep your data

We do not store your data longer than necessary for the purpose for which it was collected, unless a longer retention period is required by law. business.gov.nl

As a guideline:

Quotes & project files: up to 7 years after the end of the financial year of the project (for tax/administration rules)
Invoices & payment data: 7–10 years (legal retention under Dutch tax law)
Contact form / email enquiries without project: up to 2 years
Cookies / analytics data: see section 7 below

After the retention period, we delete or anonymise your data.

7. Cookies & analytics

Our website may use cookies and similar technologies to:

Make the website work properly (functional cookies)
Measure and improve performance (analytics)

If we use non-essential cookies (for example, Google Analytics):

We will inform you via a cookie banner
Where required, we will ask for your consent before placing such cookies

You can change your cookie settings in your browser at any time.

8. How we protect your data

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction, for example: business.gov.nl

Using secure connections (HTTPS) on our website
Keeping software up to date
Restricting access to data to authorised persons only
Using strong passwords and, where possible, two-factor authentication
Backups and secure storage

9. Your rights under GDPR

You have several rights regarding your personal data, including: RVO.nl+1

Right of access – to know what data we hold about you
Right to rectification – to correct inaccurate or incomplete data
Right to erasure (“right to be forgotten”) – to delete your data, in certain cases
Right to restriction of processing – to limit how your data is used
Right to data portability – to receive your data in a structured, commonly used format
Right to object – to certain processing, such as direct marketing
Right to withdraw consent – where processing is based on your consent

To exercise these rights, please contact us at [your email].
We may ask you to verify your identity.

10. Complaints

If you have questions or complaints about how we handle your personal data, please contact us first.

You also have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), which supervises compliance with privacy laws in the Netherlands. Onderzoeksraad voor Veiligheid+3RVO.nl+3Autoriteit Persoonsgegevens+3

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example if our services or the law change. The latest version is always available on this page, with the date of the last update at the top.