1. Who is responsible?
Qontrol Energy is responsible for the processing described here. This policy covers website visits, enquiries and their follow-up, including questions about Qontrol Care.
Qontrol Energy
Wethouder van der Vaartlaan 1
2641 KJ Pijnacker, Netherlands
Chamber of Commerce number: 99498650
Questions and privacy requests: sales@qontrol-energy.nl
2. Which data do we process?
- Name, company name, email address and enquiry content.
- If provided: phone number, subject, company type, connection capacity, company location and website.
- For email contact: sender details, correspondence and attachments.
- For form security: a derived, hashed identifier based on your IP address and submission-attempt timestamps. Hosting may also process technical access and error information.
- Your cookie choice and, depending on your choice and Google settings, technical visit information. See section 8.
Name, company name, email address and message are required to process the contact form. Phone number and additional company details are optional. Please do not include sensitive personal data that is unnecessary for your enquiry.
Contact form and Qontrol Care
Form submissions are emailed to sales@qontrol-energy.nl and received by Hugo and Jelco. They review the enquiry and may manually add relevant information to our own workspace for customer and relationship management. The form does not automatically create a CRM lead.
The Qontrol Care email buttons open your own email application with a suggested subject and message. You can edit these before sending the email yourself. The subject identifies the Qontrol Care page as the source of your enquiry.
3. Why do we use your data?
- Answering questions: the contact form asks for consent to use your details to respond. You may withdraw this consent by emailing us, without affecting the lawfulness of earlier processing.
- Preparing a quotation or contract: where you are personally a party to a potential contract, we process necessary information to take steps at your request before entering into it or to perform it.
- Business contact: necessary follow-up and relationship management involving company contacts are based on our legitimate interest in handling business enquiries.
- Preventing misuse: limited technical information is processed for our legitimate interest in maintaining a secure, functioning website.
- Website analysis: analytics cookies rely on your consent. Section 8 explains how Tag Manager works before consent.
An enquiry does not subscribe you to a newsletter. We assess enquiries ourselves; the website does not make solely automated decisions with legal or similarly significant effects on you.
4. How long do we retain data?
Enquiries that do not lead to an order are kept for no more than 12 months after the last substantive contact. If no further substantive contact takes place, we delete the personal data relating to that enquiry and its follow-up from email and CRM, unless a legal obligation or a specific legal claim requires longer retention. In that case we retain only the necessary information.
If you become a customer, we retain information needed to perform the agreement and meet applicable legal obligations. The 12-month enquiry period does not automatically apply to customer records.
The cookie preference is kept for 180 days. The website requests a maximum Analytics cookie duration of 365 days. Retention within the Google Analytics account is separate from cookie duration and depends on the account settings.
Technical logs and anti-spam data are used for security and investigating faults or misuse. Their necessary retention depends on the incident being investigated and the service settings. Backup copies follow the provider’s backup and deletion cycle; deletion from active email and CRM does not always remove backup copies immediately.
6. Your rights and contact
You may request access, correction or deletion. Subject to the GDPR conditions, you may also request restriction or portability. You may object to processing based on legitimate interests for reasons relating to your particular situation. Where processing relies on consent, you may withdraw it at any time.
Email sales@qontrol-energy.nl with the subject ‘Privacy request’. We respond within one month of receipt. For complex or multiple requests we may extend this by up to two months, explaining why within the first month.
We may ask for limited additional information to verify your identity. Do not send a copy of your identity document without being asked. You may also complain to the Dutch Data Protection Authority.
7. Security
The contact form validates input and includes anti-spam measures and limits on submission attempts. We limit the information requested to what is needed for your enquiry. No security measure can eliminate all risks.
9. Changes
We update this policy when the website or our practices change. The date above shows when this text was last revised.