With this privacy statement, we would like to let you know what data CoolProfs Holding B.V. and its subsidiaries (in short: CoolProfs) collect from you and for what purpose we do so. This privacy statement applies to all services offered by CoolProfs. We will treat any data you provide to us confidentially and in accordance with the General Data Protection Regulation (GDPR).
This is version 2.0 of August 24, 2026.
Why do we collect data?
When you leave your data in the context of our services, we keep you informed through various channels such as email and regular mail (nice and old-fashioned). We would like to keep you informed, but only about things that may be of interest to you. That is why our communication is personalised as much as possible.
If you no longer wish to receive information from us, you can easily unsubscribe via our website or by using the unsubscribe link in our emails.
What data do we keep?
Because we want to communicate with you, we store your first name, surname, gender (makes it a bit more personal), email address, postal address and telephone number. Sometimes we keep additional information. If you join our company, for example, it is useful to know a bank account number so we can pay your salary.
What do we do with that data?
We only send you information, such as newsletters and invitations to events, if you have given us permission to do so. We may ask for that permission during a conversation, or you can give it yourself when signing up for something.
If we perform work for you, we use your name and contact details. For example, to send you a quotation, stay in touch, make appointments and send invoices.
Newsletter (Mailchimp)
When you subscribe to our newsletter, we process your name, email address and any other information you choose to provide through Mailchimp, an email marketing platform.
Mailchimp is based in the United States. As a result, your personal data may be transferred to and processed outside the European Economic Area (EEA). Mailchimp participates in the EU-U.S. Data Privacy Framework and applies additional contractual safeguards, including Standard Contractual Clauses (SCCs), to help protect personal data.
As Mailchimp is a U.S.-based organisation, it may also be subject to U.S. legislation, including the U.S. CLOUD Act. Under certain circumstances, this legislation may allow U.S. authorities to request access to data. Despite the security and privacy measures put in place by Mailchimp, this risk cannot be completely ruled out.
If you no longer wish to receive newsletters from us, you can unsubscribe at any time by using the unsubscribe link included in every newsletter.
More information can be found in Mailchimp’s privacy documentation.
How long do we keep your data?
We do not keep your personal data any longer than necessary for the purpose for which it was collected, or as long as we are legally required to do so.
Customer and contact data is kept for as long as our business relationship exists and as long as the data is required for our services. Data that forms part of our financial administration is retained for the statutory retention period of seven years. Data used for newsletters and other marketing communications is retained until you unsubscribe or ask us to remove your information.
When personal data is no longer required, we delete it or anonymise it, unless we are legally required to keep it for a longer period.
Who owns that data?
Your data remains yours. Would you like to know exactly what personal data we hold about you? Just ask us for an overview. You may also ask us to correct or delete the personal data we have about you.
Questions about privacy?
If you have any questions about this privacy statement or would like to exercise your rights under the GDPR, such as the right to access, correct or delete your personal data, please feel free to contact us using the contact details on our website.
If you are not satisfied with the way we handle your personal data, you also have the right to lodge a complaint with your local supervisory authority.
