Privacy statement

Who processes your data?

Your data is processed by [to be completed], [to be completed], company number [to be completed].

A question about your data? Email me at hallo@dennisdepoorter.be and I'll help you.

What data do I keep, and why?

Your request

When you complete the quote or info form, I keep your name, your email address, optionally your company or organisation name, your message, your build plan, how you found me and the language you viewed the site in. I use this data to answer your request and, if you'd like, to prepare a quote. You get a confirmation by email, and I get a notification. Without this data I can't help you. I do this to carry out your request and in my legitimate interest to respond to enquiries. If you share your build plan via a link, I only keep the chosen blocks, without any personal data; the link works for 180 days.

Your emails

If you email hallo@dennisdepoorter.be or dennis@dennisdepoorter.be, your email lands in my own mail system, on my server. I keep your email address, the name your email program sends along, the addresses in To and Cc, the subject, the text, the date and time, and your attachments, plus a few technical details that keep the emails of one conversation together. If it's your first email to me, a record is created for you automatically. I get a notification with your name, your email address, the subject, the first lines and the names of any attachments, so I can reply quickly. The emails I send you are kept in the same conversation. That way I can look back at what we agreed, and you don't have to repeat yourself. If someone sends unwanted email, I can block that address or the whole domain: those emails then go straight to spam, without attachments and without a record. I do this to answer your question, and on the basis of my legitimate interest in keeping track of my contacts and agreements.

Your quote

If I send you a quote, you get a personal link to a page where you can view, accept or decline it. Anyone with the link can open and answer the quote, so only share it with the people involved in the decision. I can see when the quote was first and last opened, and how many times. For this I don't store any IP address or place any cookie. If you accept, I keep the name you type in, with the date and time, as proof of your agreement. From then on you're a client, and the retention period for clients applies. If you decline, I keep the date and time and, if you give one, your reason. Either way, I get a notification. I do this to finalise the quote with you and, if you accept, to record your agreement and carry out the contract.

Anonymous measurement

I measure how the site is used, to see what works and what could be better: which parts visitors look at, how they use the configurator, where they come from and how fast the pages load. This is done anonymously and without a cookie. Each visit gets a random number that only exists in your browser's memory and disappears as soon as you close or reload the page. For this measurement I don't store your IP address, and without your consent a visit can't be traced back to a person. I use my own measurement and Umami; both run on my server at Hetzner, in the European Union. None of this is passed on to third parties or used for advertising.

Remember your visits (only with your consent)

If you switch on "remember your visits", I place a single cookie (ddb_vid) holding a random number. Only the server can read it, and it stays valid for 12 months. This lets me recognise you on a return visit and see what you looked at, without knowing who you are. If you get in touch, I link your earlier and later visits to your request, so I understand your idea more quickly. If you click my email address, the site adds a short reference code to the subject line (for example [DD-A7K2]), so I can link your email to your visits. If you come back to the site after sending a request, I get a notification; I keep those notifications for 180 days. You don't have to: without this consent the site works exactly the same. You can withdraw your choice any time via "Cookie preferences" at the bottom of every page. I then delete the number, the reference code and the notifications, and unlink your visits from your request.

How long do I keep your data?

• Your record (requests, emails, quotes): 10 years after our last contact if you are or have been a client, with a view to my invoicing and accounts; otherwise 24 months after our last contact. Your record brings together everything that concerns you: your name and email address (and your phone number, if you gave it to me), your requests, our emails with their attachments, your quotes, my notes and follow-up tasks. What counts as contact: an email from you or from me, a request, a quote I send and that you open for the first time, accept or decline, and a note I make about our contact, such as a phone call. After that period I delete your record automatically, with everything in it. When I delete a record, after that period or because you asked me to, your visits only remain as anonymous measurement, no longer linked to your name.
• Spam and deleted email: email in spam moves to the bin 30 days after it arrived. Anything in the bin is permanently deleted 30 days later, along with its attachments. A blocked address or domain stays on the block list until I remove it.
• Raw measurement data: 13 months. After that I keep only anonymous daily totals. The "remember your visits" number disappears no later than 13 months after your last visit.
• Proof of your cookie choice: 24 months, i.e. as long as your consent is valid (12 months) plus another 12 months. This proof only contains your choice, the date and an unreadable version of your number, no name or IP address.

Who helps me with this? (processors)

To run the site, I rely on a few trusted partners. They process your data only on my behalf and on my instructions:

• Resend — sends the emails from the site and from me: your confirmation, the notifications and reminders to me, my replies and quotes, with their attachments. Resend also receives the emails you send to hallo@ or dennis@dennisdepoorter.be, with their attachments, and passes them on to my server.
• Cloudflare Turnstile — protects the form against spam. Only when you open the form does Cloudflare check your browser and IP address for this, without advertising cookies.
• Hetzner — hosts the site and the data, including your emails and attachments, in data centres within the European Union.

Your rights

You have the right to access your data, to have it corrected or deleted, and to object to the processing. If you'd like a copy of your record, I'll send it to you. Email me at hallo@dennisdepoorter.be and I'll sort it out as soon as possible.

If you disagree with how I handle your data, you can lodge a complaint with the Belgian Data Protection Authority (dataprotectionauthority.be), Rue de la Presse 35, 1000 Brussels.