Privacy policy

## 1. Who is responsible for your data?

Space-heat is the trading name of Space-Grid, a Belgian sole proprietorship located at Lindestraat 19, 3404 Landen, with enterprise number BE0888.494.363.

This business is responsible for processing personal data through www.space-heat.com and when preparing and delivering our services.

For privacy questions or to exercise your rights, contact info@space-heat.com or write to the address above.

## 2. What data do we process?

Depending on your interactions with us, we process:

• Identification and contact details, such as your name, email address, telephone number and address.
• Business and billing details, including your business name and VAT number.
• Account details needed to sign in and manage your account.
• Information you provide about your property and installation, including floor area, insulation, energy consumption, heating system, heat loss, installation options and any photographs or documents.
• Enquiries, appointments, correspondence, quotations, orders, invoices and information about delivery of services and aftercare.
• Payment information, such as the amount, payment status and transaction reference.
• Technical information that may be processed when you use the website, such as your IP address, browser information and server logs.
• The version of legal documents applicable to an order and records of relevant confirmations.

You provide most information directly through the website, email or other contact. We also receive information from our payment and administrative service providers, such as payment confirmations.

## 3. Why do we process data, and on what legal basis?

We use your data to:

• Answer questions, assess your enquiry and prepare a proposal or quotation: taking steps at your request before entering into a contract.
• Manage your account and fulfil orders, appointments, deliveries, installations and agreed aftercare: performance of our contract.
• Issue invoices and meet tax and accounting requirements: compliance with legal obligations.
• Secure our website and services, prevent misuse and handle disputes: our legitimate interests in operating securely and protecting our rights, taking your interests into account.
• Provide communications or optional features that require consent: consent requested separately.

Reading or acknowledging this notice does not itself constitute consent to advertising or tracking.

We indicate which information is necessary to handle an enquiry or contract. Without it, we may be unable to prepare a suitable proposal or provide the requested service.

## 4. Postcode checker and advice tool

When you check a postcode, we record the postcode, language, source of the check, identified service area, availability of services and material deliveries, and the date and time. We use this information to assess regional demand and our service area.

This record contains no IP address, account ID, session ID, cookie ID or device fingerprint. The postcode checker itself does not set a tracking cookie. Any technical server logs are separate from this record.

If this information nevertheless qualifies as personal data, processing relies on our legitimate interest in planning and improving our service area.

The advice tool uses your answers to suggest an indicative solution. It is not a final technical assessment or a binding quotation. You can contact us for an individual assessment.

## 5. Who receives your data?

We share only the information needed for the relevant task with:

• Combell, for hosting and mailbox services.
• Neon, for database services.
• Resend, for sending website emails.
• Mollie, for payment processing.
• Moneybird, for quotations, invoicing and accounting.
• Our accountant and, where required for your project, relevant installers, delivery partners, suppliers or carriers.
• Competent authorities where disclosure is legally required.

Appropriate agreements govern processing by service providers. Some parties, including payment providers, may act as separate controllers for certain processing activities. Their own privacy notices also apply to those activities.

[International transfers: specify which providers process data outside the European Economic Area, the countries involved and the safeguards used, such as an adequacy decision or standard contractual clauses. Explain how a copy of those safeguards can be obtained.]

## 6. How long do we retain data?

We retain data only for as long as necessary:

• Enquiries and correspondence: for handling and following up your request.
• Account data: while the account is used and afterwards to the extent needed for existing projects, legal obligations or disputes.
• Customer and installation files: throughout delivery and the relevant warranty, liability and limitation periods.
• Invoices and accounting documents: for the legally required retention periods.
• Technical logs: for as long as needed for security and investigating errors.
• Postcode checks: for as long as needed to assess regional demand and trends; records are then deleted or converted into totals that do not identify individuals.

Relevant data may be retained longer where necessary for an ongoing dispute.

## 7. Cookies and security

Our cookie notice provides information about cookies and similar technologies. Where consent is required, it must be requested separately.

We apply appropriate technical and organisational safeguards, including secure connections and access restrictions. Access is limited to people who need the information for their work.

## 8. Your rights

Subject to the applicable conditions, you may request access, correction, deletion, restriction of processing or portability of your data. You may object to processing based on legitimate interests and may always object to direct marketing.

You may withdraw consent at any time. This does not affect the lawfulness of processing carried out before withdrawal.

Send requests to info@space-heat.com. We normally respond within one month. The law allows an extension for complex or multiple requests; we will inform you if this applies. Where necessary, we may request additional information to verify your identity.

You may also lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse/Drukpersstraat 35, 1000 Brussels, through www.dataprotectionauthority.be, or with the competent supervisory authority in the country where you live or work.

## 9. Changes

We may update this notice when our services or processing activities change. The current version is published on this page. Where necessary, we notify affected users of significant changes.