Privacy Policy

Who We Are
Data We Collect
Legal Basis for Processing
How We Use Your Data
Data Sharing & Recipients
International Data Transfers
Data Retention
Your Rights Under GDPR
Cookies & Tracking
Data Security
Children's Privacy
Changes to This Policy
Contact & Complaints

1. Who We Are

greenenergyspace ("we", "us", "our") is the data controller responsible for your personal data under the General Data Protection Regulation (EU) 2016/679 ("GDPR") and the Belgian Data Protection Act.

Data Controller Details

Company: greenenergyspace
Address: Avenue Firmin Lecharlier 152, 1090 Jette, Brussels, Belgium
Email: energy@greenenergyspace.be
Website: https://greenenergyspace.be

If you have questions about this policy or your data, contact us at energy@greenenergyspace.be.

2. Data We Collect

We collect only the personal data necessary for the purposes described below. We do not collect more data than needed.

2.1 Data You Provide Directly

Contact & enquiry data: Your name, email address, phone number, company name, and job title — when you contact us, fill in a form, or respond to our outreach.
Project data: Information about your construction or renovation project (building type, location, scope) — when you request a quote or consultation.
Communication data: The content of emails, messages, and correspondence you send us.

2.2 Data Collected Automatically

Technical data: IP address, browser type and version, device information, operating system, time zone settings.
Usage data: Pages visited, time spent on pages, click-through data from email campaigns, referring website, and navigation patterns.
Cookies: See Section 9 (Cookies) for details.

2.3 Data From Third Parties

Professional contact data: We may obtain publicly available professional contact information (name, work email, job title, company) from professional directories and business databases for legitimate business outreach.

3. Legal Basis for Processing

We process your personal data only where we have a legal basis under Article 6 of the GDPR:

Legal Basis	When We Use It
Consent (Art. 6(1)(a))	When you subscribe to our newsletter, accept cookies, or otherwise agree to specific processing.
Contract (Art. 6(1)(b))	When you request a quote, proposal, or engineering services — to prepare and fulfil our engagement.
Legal obligation (Art. 6(1)(c))	To comply with tax, accounting, and regulatory requirements under Belgian and EU law.
Legitimate interests (Art. 6(1)(f))	For business-to-business outreach to professionals whose roles relate to our services, and for website analytics, security, and service improvement. We balance our interests against your rights and freedoms at all times.

For special categories of personal data (Art. 9 GDPR), we only process them where you have given explicit consent or where processing is necessary for legal reasons. We do not knowingly process such data.

4. How We Use Your Data

We use your personal data for the following purposes:

Responding to enquiries: To answer your questions about our engineering services.
Providing services: To prepare proposals, quotes, technical specifications, PEB calculations, HVAC sizing, and engineering deliverables for your construction or renovation project.
Business outreach: To send awareness emails about our services to relevant professionals. You can opt out at any time.
Website analytics: To understand how visitors use our website and improve its content and performance.
Click tracking: To measure engagement with our email campaigns via unique tracked links. This allows us to see which recipients visited our website.
Legal compliance: To meet accounting, tax, and regulatory obligations under Belgian and EU law.
Security: To protect our website and services against fraud, abuse, and unauthorised access.

5. Data Sharing & Recipients

We do not sell your personal data. We share it only with the following categories of recipients:

Service providers (processors): Email delivery providers (Microsoft 365 / MS Graph), cloud hosting, and analytics tools. These providers process data on our behalf under written agreements with GDPR-appropriate safeguards (Art. 28).
Professional contact databases: We may use business intelligence platforms (e.g., Apollo) to source publicly available professional contact data for outreach purposes.
Legal authorities: Where required by law, court order, or legitimate request from public authorities.
Business transfer: In the event of a merger, acquisition, or asset sale, data may be transferred to the acquiring entity. We will notify you before this happens.

We never share your data for marketing purposes with third parties.

6. International Data Transfers

Some of our service providers (e.g., Microsoft, cloud hosting) may process data outside the European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place:

Adequacy decisions: We prefer providers in countries deemed adequate by the European Commission.
Standard Contractual Clauses (SCCs): Where the provider is in a non-adequate country, we rely on the European Commission's Standard Contractual Clauses (Art. 46).
Supplementary measures: Where necessary, we implement additional technical and organisational measures (e.g., encryption) to protect your data.

You may request a copy of the safeguards by contacting us at energy@greenenergyspace.be.

7. Data Retention

We retain your personal data only for as long as necessary for the purposes set out in this policy:

Data Type	Retention Period
Enquiry & contact data	Up to 3 years after last contact
Project / client data	Duration of the contract + 10 years (legal/archival)
Email campaign & click data	Up to 2 years
Website analytics data	Up to 26 months
Accounting & tax records	7 years (Belgian legal requirement)

After the retention period expires, we securely delete or anonymise the data. You can request early deletion at any time (see Section 8).

8. Your Rights Under GDPR

Under the GDPR and Belgian Data Protection Act, you have the following rights regarding your personal data:

Right of access (Art. 15): Request a copy of the personal data we hold about you.
Right to rectification (Art. 16): Correct inaccurate or incomplete data.
Right to erasure / "right to be forgotten" (Art. 17): Request deletion of your personal data, subject to legal exceptions.
Right to restriction (Art. 18): Limit our processing of your data in certain circumstances.
Right to data portability (Art. 20): Receive your data in a structured, machine-readable format and transfer it to another provider.
Right to object (Art. 21): Object to processing based on legitimate interests or for direct marketing — including our email outreach campaigns.
Right to withdraw consent (Art. 7(3)): If we process data based on your consent, you can withdraw it at any time without affecting the lawfulness of prior processing.
Right to lodge a complaint (Art. 77): Complain to the supervisory authority in your jurisdiction.

To exercise any of these rights, email us at energy@greenenergyspace.be with the subject line "Data Subject Request". We will respond within one month (Art. 12(3) GDPR).

Opting out of marketing: You can unsubscribe from our emails at any time by replying to any email we send with "unsubscribe", or by emailing energy@greenenergyspace.be. We will remove you from our mailing list immediately and add you to our suppression list to ensure you are never contacted again.

9. Cookies & Tracking Technologies

Our website uses cookies and similar technologies. Cookies are small text files stored on your device.

9.1 Types of Cookies We Use

Category	Purpose	Consent Required?
Essential	Core website functionality (navigation, security). Cannot be disabled.	No
Analytics	Understanding how visitors use the site (page views, sessions, traffic source).	Yes
Marketing	Tracking engagement from email campaigns via unique redirect links.	Yes (for non-essential tracking)

9.2 Email Click Tracking

When you click a link in one of our emails, you are redirected through our server (greenenergyspace.be/r/<token>) to our website. During this redirect, we log:

Your email address (linked to the unique token)
Timestamp of the click
IP address
Browser/device user agent

This processing is based on our legitimate interest in measuring the effectiveness of our outreach. You can object to this at any time by emailing us.

9.3 Managing Cookies

You can control and delete cookies through your browser settings. Note that disabling cookies may affect website functionality.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data (Art. 32 GDPR):

Encryption: All website traffic uses HTTPS/TLS encryption. Data in transit is encrypted.
Access control: Access to personal data is restricted to authorised personnel on a need-to-know basis.
Secure storage: Credentials and sensitive data are stored using industry-standard encryption and access controls.
Regular review: We periodically review and update our security measures.
Staff awareness: Our team is trained on data protection obligations.

Despite our efforts, no system is 100% secure. If a data breach occurs that poses a risk to your rights and freedoms, we will notify the Belgian Data Protection Authority within 72 hours and inform you without undue delay (Art. 33-34 GDPR).

11. Children's Privacy

Our website and services are directed at professionals and businesses. We do not knowingly collect personal data from children under 16 years of age (Art. 8 GDPR, Belgian threshold). If you believe we have collected data from a child, please contact us and we will delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.

For significant changes that affect your rights, we will provide a prominent notice on our website or contact you directly.

13. Contact & Complaints

Questions about this policy or your data?

Email: energy@greenenergyspace.be
Address: Avenue Firmin Lecharlier 152, 1090 Jette, Brussels, Belgium

Supervisory Authority (Belgium)

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Belgian Data Protection Authority:

Gegevensbeschermingsautoriteit / Autorité de protection des données
Drukpersstraat 35, 1000 Brussels, Belgium
Website: www.gegevensbeschermingsautoriteit.be
Email: contact@apd-gba.be
Complaints: Online complaint form

This privacy policy is provided in English. A French or Dutch translation can be provided upon request.

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