Privacy Policy
PRIVACY POLICY CELTIC COOLING (CELTIC PROJECTS B.V.)
Version: 5 February 2026
1. WHO WE ARE (DATA CONTROLLER)
1.1 Trade name: Celtic Cooling
1.2 Legal entity: Celtic Projects B.V.
1.3 Address: Bethlehemlaan 4, 2181 HN Hillegom, The Netherlands
1.4 E-mail (general): info@celtic.nl (attn. “Privacy”)
1.5 E-mail (sales): sales@celtic.nl
1.6 Chamber of Commerce (KvK): 94556229
2. WHO THIS PRIVACY POLICY APPLIES TO
2.1 This privacy policy applies to:
2.1.1 visitors of our website,
2.1.2 (potential) customers who request information, advice, a quotation or service,
2.1.3 customers for whom we design, supply, install, maintain or repair systems,
2.1.4 contact persons at suppliers, partners and (sub)contractors.
3. WHAT PERSONAL DATA WE PROCESS
3.1 Website and contact data:
3.1.1 name, company name, job title, e-mail address, phone number,
3.1.2 the content of messages and requests you send us.
3.2 Project and quotation data (for cooling/freezing projects and service):
3.2.1 project location and address details,
3.2.2 project information such as room dimensions, sketches/drawings, photos, volumes, produce or application,
3.2.3 specific facility requirements, power availability, project timeline and budget indications (if shared),
3.2.4 details of existing equipment (if applicable),
3.2.5 on-site contact person and contact details.
3.3 Execution, service and maintenance:
3.3.1 work orders, maintenance and intervention history,
3.3.2 fault reports and diagnostic information,
3.3.3 serial numbers and installation details (for warranty, service and spare parts).
3.4 Administration and invoicing:
3.4.1 invoice details and payment status,
3.4.2 bank or payment details to the extent necessary to process payments (as a rule, we do not store full card details if a payment provider processes the payment).
3.5 Technical data (website usage):
3.5.1 IP address, device and browser details, visited pages and similar technical data, usually via cookies and similar technologies (depending on your cookie choices).
4. HOW WE OBTAIN PERSONAL DATA
4.1 Directly from you, for example via contact forms, e-mail, phone or during project coordination.
4.2 During execution of assignments, for example during site visits, commissioning, maintenance and service interventions.
4.3 Via business contact persons at customers/partners who provide project information or contact details.
5. WHY WE PROCESS YOUR DATA AND ON WHAT LEGAL BASIS
5.1 Contact and quotations (answering questions, providing advice, preparing quotations).
Legal basis: legitimate interest and, when this leads to an assignment, performance of a contract.
5.2 Performance of the contract (design, installation, maintenance, repairs, service, planning and aftercare).
Legal basis: performance of a contract.
5.3 Deliveries and spare parts (orders, logistics, spare parts management, warranty handling).
Legal basis: performance of a contract and legitimate interest.
5.4 Invoicing and statutory administration (accounting, VAT, legal retention obligations).
Legal basis: legal obligation and performance of a contract.
5.5 Security and business continuity (IT security, fraud prevention, misuse prevention, quality management).
Legal basis: legitimate interest.
5.6 Marketing and relationship management (for example following up requests, customer satisfaction, references).
Legal basis: legitimate interest and, where legally required, consent. You can always object to direct marketing.
5.7 Legal claims and disputes (establishing, exercising or defending legal claims).
Legal basis: legitimate interest.
6. WITH WHOM WE SHARE YOUR DATA
6.1 We only share personal data when necessary, for example with:
6.1.1 IT and hosting providers (website, e-mail, CRM),
6.1.2 accountants, administrative service providers and banks/payment providers,
6.1.3 suppliers and logistics partners (deliveries, spare parts),
6.1.4 (sub)contractors and service partners involved in execution or maintenance,
6.1.5 our teams or operational locations outside the Netherlands when needed for execution and local service (see section 7).
6.2 Where parties process personal data on our behalf, we put appropriate arrangements in place (such as data processing agreements) where required.
7. TRANSFERS OUTSIDE THE EEA (EU/EEA)
7.1 Celtic Cooling operates internationally. For projects and services outside the EEA (for example in Africa), it may be necessary for personal data to be processed by local teams, partners or suppliers.
7.2 Where personal data is transferred outside the EEA, we ensure appropriate safeguards under the GDPR, such as EU Standard Contractual Clauses or other legally recognised mechanisms, where applicable.
8. COOKIES AND SIMILAR TECHNOLOGIES
8.1 We use cookies and similar technologies to make the website function, to secure it and (depending on your choice) to analyse and improve it.
8.2 We only place non-essential cookies where legally required and after you have given consent.
8.3 You can manage cookies via your browser settings. Disabling cookies may affect website functionality.
9. RETENTION PERIODS
9.1 We do not keep personal data longer than necessary for the purposes for which it was collected, unless we are legally required to keep it longer.
9.2 Guideline retention periods:
9.2.1 quotation and enquiry data without an assignment: up to 24 months after the last contact,
9.2.2 project and service files: as long as necessary for execution, aftercare, warranty and reasonable evidence purposes,
9.2.3 invoices and accounting records: according to legal retention obligations (often 7 years),
9.2.4 communications: as long as relevant for file follow-up and evidence.
10. YOUR RIGHTS (GDPR)
10.1 Subject to legal conditions, you have the following rights:
10.1.1 right of access,
10.1.2 right to rectification,
10.1.3 right to erasure (where applicable),
10.1.4 right to restriction of processing,
10.1.5 right to data portability,
10.1.6 right to object (especially against direct marketing),
10.1.7 right to withdraw consent (where processing is based on consent).
10.2 You can submit your request via info@celtic.nl (attn. “Privacy”).
10.3 To prevent misuse, we may request reasonable identity verification.
11. SECURITY
11.1 We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access and unlawful processing.
11.2 No system is 100% secure. We continuously evaluate and improve our measures.
12. COMPLAINTS
12.1 If you have a complaint about how we process your personal data, please contact us first via info@celtic.nl (attn. “Privacy”).
12.2 You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):
Autoriteit Persoonsgegevens
Bezuidenhoutseweg 30, 2594 AV The Hague, The Netherlands
P.O. Box 93374, 2509 AJ The Hague, The Netherlands
Phone: +31 (0)70 8888 500
13. CHANGES TO THIS PRIVACY POLICY
13.1 We may amend this privacy policy. The most recent version applies from the date stated at the top of this document.