Privacy policy

This policy explains what personal data we collect when you visit a HeatAdapt website or use our products and services, why we collect it, how we use it, and the rights you have under the EU General Data Protection Regulation (GDPR).

Who is responsible for your data

HeatAdapt is a brand of Eleflex.AI, operated by SoftProject OÜ, registered at Tulika 19, 10613 Tallinn, Estonia. Eleflex.AI is the data controller for the personal data described in this policy. In the rest of this policy, "Eleflex.AI", "we", "us", and "our" refer to this company.

For any privacy-related question or request, you can reach us at hello@heatadapt.nl.

What data we collect

We only collect the personal data we need to deliver the service you have asked for, run our website, and meet our legal obligations.

Quote-request data

When you submit the quote form, we collect your name, email address, phone number, address, heat-pump brand, heat-pump type, optional model, your installation choice, and any extra information you add. We also record the moment of submission so we have a record of when the request was made.

Correspondence

If you email us or otherwise contact our team, we keep a record of that conversation so we can answer your question and follow up if needed.

Website usage

We use cookies and similar technologies to keep the site working, measure how it's used, and — if you've given consent — to deliver advertising. The full list of cookies and what each one does is in our cookie policy.

Why we use your data

We process your personal data for the following purposes, on the lawful bases set out below:

• To prepare and send you a quote and arrange installation, where applicable. Lawful basis: pre-contractual measures and performance of a contract.
• To answer your questions, provide customer support, and follow up on enquiries. Lawful basis: our legitimate interest in serving customers and prospective customers.
• To measure how our website is used and improve it. Lawful basis: your consent for non-essential cookies.
• To run advertising and measure how effective it is, only if you have consented. Lawful basis: your consent.
• To comply with our legal and accounting obligations, and to defend our legal rights if disputes arise. Lawful basis: legal obligation and legitimate interest.

Who we share your data with

We do not sell your personal data. We share it only with carefully selected service providers acting on our instructions:

• Hosting and infrastructure providers that run our website and store our database.
• Email and messaging providers that deliver transactional and support messages.
• Analytics and advertising providers, only when you have consented to the relevant cookie categories.
• If you ask us to arrange installation, we share the minimum information needed with the certified installer in your area.

International data transfers

We try to keep personal data within the European Economic Area (EEA). Some of our service providers (notably analytics and advertising) may transfer data to countries outside the EEA, including the United States. When that happens, the transfer is covered by the EU–US Data Privacy Framework or by the European Commission's Standard Contractual Clauses, providing an adequate level of protection.

How long we keep your data

We keep personal data only as long as we need it for the purpose we collected it for, plus any period required by law:

• Quote requests that don't lead to a sale: up to 24 months from submission, then deleted.
• Customer records (orders, invoices, installation files): kept for 7 years to meet accounting and tax-law obligations.
• Analytics data: see retention periods in the cookie policy. Most are 90 days to 26 months.
• Support correspondence: up to 24 months after the last interaction, unless we need to keep it longer for legal reasons.

Your rights

Under the GDPR you have the following rights regarding your personal data:

• Access — ask for a copy of the data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — ask us to delete your data when we no longer have a lawful reason to keep it.
• Restriction — ask us to pause processing while a request is being resolved.
• Portability — ask us to provide your data in a portable format, or transfer it to another provider.
• Object — object to processing based on our legitimate interest, including direct marketing.
• Withdraw consent — withdraw consent at any time for processing that depends on consent (e.g. analytics or advertising cookies).

To exercise any of these rights, email hello@heatadapt.nl. We respond within one month. We may ask you to verify your identity before acting on a request.

Cookies and tracking

We use a small number of cookies to make the site work, measure usage, and (with consent) deliver advertising. You can review and change your choices at any time in our cookie policy.

How we protect your data

We use industry-standard technical and organisational measures to protect your data, including TLS encryption in transit, encrypted database backups, role-based access control, audit logging, and regular security reviews. No system is perfectly secure, but we work to reduce risk and respond quickly if something goes wrong.

Children

HeatAdapt's services are aimed at adult homeowners and professional installers. We do not knowingly collect data from children under 16. If you believe a child has provided us with personal data, please contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised. If we make material changes, we will highlight them on the website and, where appropriate, contact you directly.

Contact

Questions or requests about this policy can be sent to hello@heatadapt.nl