Privacy Policy

This Privacy Policy explains how Energy Partners Europe Holdings B.V. (“Energy Partners Europe”, “we”, “us”, “our”) collects, uses and protects personal data when you visit energy-partners.eu or contact us through this website.

Energy Partners Europe is the data controller responsible for the processing described here.

We only collect personal data that you actively give us. The only exception is anonymised website analytics, which run solely with your consent (see Sections 08 and 09). We do not use advertising or marketing cookies.

Contact form submissions

When you complete the “Request a proposal” form on our contact page, we collect:

• Your name
• Your company
• Your email address
• Your phone number (optional)
• Information about your cooling and/or heating requirement: industry, service required, peak load, refrigerant preference, decision timeline and any free‑text brief you provide
• Your consent to be contacted
• Your IP address at the time of submission, retained alongside the submission as a record of consent and for fraud / abuse prevention

Direct correspondence

If you email or call us, we will hold the contents of that correspondence together with your contact details.

Server logs

Our hosting provider keeps standard web server logs (IP address, timestamp, page requested, user agent) for security and diagnostic purposes; these are retained for a short period (typically 30 days) and are separate from your contact form data. When you submit the contact form, we also record the IP address you submitted from alongside your form data; that combined record is retained on the same schedule as the rest of your submission (see Section 05).

We use the data you provide to:

• Respond to your enquiry and prepare an indicative tariff or proposal
• Schedule and conduct follow‑up commercial conversations
• Maintain a record of our correspondence with you
• Meet our legal, accounting and regulatory obligations

We will not use your data for marketing campaigns, profiling, or automated decision‑making.

Under the General Data Protection Regulation (EU) 2016/679 (“GDPR”), our processing relies on:

• Your consent, given by ticking the consent box on the contact form before submission.
• Legitimate interests, responding to a business enquiry initiated by you, and maintaining records of that exchange.
• Legal obligation, where retention or disclosure is required by Dutch or EU law.

We retain contact form submissions and related correspondence for 24 months from the date of last contact, unless:

• An active commercial relationship is in place, in which case data is retained for the duration of that relationship plus the statutory retention period;
• A longer retention period is required by law (e.g. accounting records under Dutch tax law).

After the retention period, your data is securely deleted or anonymised.

Energy Partners Europe does not sell your personal data and does not share it with third parties for marketing.

Your data may be accessed by:

• Energy Partners Europe staff who need it to respond to your enquiry
• Our South African parent, Energy Partners Holdings (Pty) Ltd, where group technical input is needed to prepare a proposal
• Our hosting and email service providers, who act as data processors under contract and only process data on our instructions
• Regulators, auditors or law enforcement, where we are legally required to disclose

Where data is shared with our South African parent, Energy Partners Holdings (Pty) Ltd, or with service providers outside the European Economic Area (EEA), the transfer is protected by appropriate safeguards under GDPR, typically the European Commission’s Standard Contractual Clauses, or transfer to an adequacy‑decision country.

Two third‑party services may load on our pages. We have configured each to be as privacy‑respecting as possible.

Website analytics (Google Analytics)

With your consent, we use Google Analytics 4 (Google Ireland Ltd.) to understand how visitors use this website: pages viewed, approximate country or region, device type and referring source. IP addresses are truncated before storage and data is not used for advertising. Google Analytics only starts, and only sets cookies, after you click “Accept” in the cookie banner; until then, and if you decline, no analytics data is collected. You can withdraw consent at any time by clearing this site’s data in your browser, after which the banner will reappear. Google may transfer data to the United States under the EU‑U.S. Data Privacy Framework and the European Commission’s Standard Contractual Clauses.

YouTube case‑study videos

The Clover and Dr. Oetker case studies on our Case Studies page embed videos hosted on YouTube. The video player is loaded only after you click the play button. Once you click play, YouTube (Google Ireland Ltd.) may set its own cookies and process your data under its own privacy policy.

If you do not want YouTube to receive any data, simply do not press play on the embedded videos.

On first load, this site sets no non‑essential cookies. Your language preference and your cookie choice are stored locally in your browser (localStorage), not as tracking cookies.

If you accept analytics in the cookie banner, Google Analytics sets first‑party cookies (_ga, _ga_*) to distinguish visitors; these expire after a maximum of 2 years. If you choose to play an embedded YouTube case‑study video, YouTube may set cookies at that point. Both are described in the section above.

Under GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your data (“right to be forgotten”)
• Restrict or object to our processing
• Withdraw consent you have given, at any time
• Receive a copy of your data in a portable format
• Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl)

To exercise any of these rights, email europe@energy-partners.eu. We will respond within one month.

We take appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure or destruction. This includes encrypted transport (HTTPS), restricted access to systems holding personal data, and standard backup and recovery procedures with our hosting provider.

We may update this Privacy Policy from time to time to reflect changes in our practices, services or applicable law. The “last updated” date at the top of this page tells you when it was most recently revised.

Material changes will be highlighted in our next communication with you.