LEGAL

    Privacy Policy

    How Aicotek B.V. collects, uses and protects personal data submitted through this website, which cookies and browser storage we use, and the rights you have under the GDPR.

    Last updated:

    This Privacy Policy explains how Aicotek B.V. ("Aicotek", "we", "us") handles personal data when you visit this website, contact us, request a quote or subscribe to our newsletter. We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and the Dutch GDPR Implementation Act (UAVG).

    1. Who we are

    The controller responsible for the processing described in this policy is:

    Aicotek B.V. Baltesakker 17, 5625 TC Eindhoven, the Netherlands Chamber of Commerce (KvK) number 66823803 E-mail: [email protected] Telephone: +31 (0) 40 7851 360

    For any question about this policy or about your personal data, please contact us using the details above.

    2. Personal data we collect

    We only collect personal data that you give us yourself or that is technically necessary to deliver the website:

    • Contact requests: name, company, e-mail address, telephone number, subject and the content of your message.
    • Quote and inquiry requests: name, company, e-mail address, telephone number, country, your message and the list of products you are interested in.
    • Warranty and RMA requests: name, company, e-mail address, telephone number and details of the products concerned, such as model, serial number, fault description and any photos you send us.
    • Newsletter: your e-mail address and your subscription status.
    • E-mail correspondence: the content of e-mails you send us and the contact details they contain.
    • Technical data: when you visit the website, our servers and our network provider process your IP address, the date and time of the request, the pages requested and browser information (user agent). We use this data to deliver the website, to protect it against abuse (for example rate limiting of form submissions) and to diagnose faults.

    We do not ask for, and ask you not to send us, special categories of personal data (such as data about health, religion or political opinions). This website is aimed at business customers and is not directed at children under 16.

    3. Why we use your data and on what legal basis

    • Answering your questions, preparing quotes and handling orders, warranty and RMA cases: this is necessary to take steps at your request before entering into a contract, or to perform a contract with you or your company (Article 6(1)(b) GDPR), and it is in our legitimate interest to respond to business enquiries (Article 6(1)(f) GDPR).
    • Sending our newsletter: based on your consent (Article 6(1)(a) GDPR). You can withdraw your consent at any time by replying to any newsletter or by e-mailing [email protected]; this does not affect processing that took place before the withdrawal.
    • Operating, securing and improving the website: based on our legitimate interest in a secure and properly functioning website (Article 6(1)(f) GDPR).
    • Complying with legal obligations, such as tax and bookkeeping rules (Article 6(1)(c) GDPR).

    We do not use your personal data for automated decision-making or profiling, and we do not sell personal data.

    4. Cookies and browser storage

    This website does not use advertising or tracking cookies and does not run third-party analytics. We use only the following storage in your browser:

    • Inquiry list (local storage, key "aicotek_inquiry_items_v1"): remembers the products you add to your inquiry list so that they are still there when you continue browsing. It stays on your device until you clear the list or your browser data, and it is only sent to us when you submit a quote request.
    • Privacy preference (local storage, key "aicotek_consent_v1"): remembers the choice you made in the privacy notice so that we do not have to ask you on every visit. We ask again after 12 months.

    Both are strictly necessary for functions you request and therefore do not require consent under the Dutch Telecommunications Act.

    Optional third-party content: some pages may offer embedded content from third parties, such as videos hosted by YouTube (Google Ireland Limited). This content is only loaded after you choose "Accept all" in the privacy notice or click to load the individual item. When it loads, the third party receives your IP address and may place its own cookies; its own privacy policy then applies. If you choose "Essential only", no such content is loaded.

    You can change your choice at any time via the "Cookie settings" link at the bottom of every page, and you can delete stored data through your browser settings.

    5. Who receives your data

    Your data is handled by Aicotek employees who need it to do their work. In addition, we share personal data only where necessary with:

    • Aicotek group companies, offices and factories, when this is needed to answer your request, prepare a quote or handle a warranty or RMA case.
    • Service providers that process data on our behalf (processors), such as our e-mail provider and Cloudflare, Inc., which delivers and secures this website as our content delivery and security network. We have concluded data processing agreements with our processors.
    • Carriers and logistics partners, when we ship or collect products.
    • Public authorities, where we are legally obliged to do so.

    We do not pass your e-mail address or other personal data to third parties for their own marketing purposes.

    6. Transfers outside the European Economic Area

    Some of the recipients mentioned above, including Aicotek group sites in the United States and Asia and some service providers, are located outside the European Economic Area (EEA). Where personal data is transferred to a country for which the European Commission has not issued an adequacy decision, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses. You can contact us for more information about these safeguards.

    7. How long we keep your data

    We do not keep personal data longer than necessary for the purposes described in this policy:

    • Contact, quote and inquiry requests: up to 2 years after our last contact with you, unless the request leads to a customer relationship.
    • Customer, order, warranty and RMA records: for the duration of the customer relationship and, where they form part of our business records, for the 7-year statutory retention period under Dutch tax law.
    • Newsletter: until you unsubscribe. After that we keep only your e-mail address and unsubscribed status, so that we can respect your choice.
    • Technical data in server logs: for a short period, in principle no longer than 30 days, unless needed longer to investigate a security incident.

    8. How we protect your data

    We take appropriate technical and organisational measures to protect personal data against loss and unlawful processing. These include encrypted connections (HTTPS/TLS) for the website and its forms, access to submitted data restricted to authorised staff behind additional authentication, and regular software updates.

    9. Your rights

    Under the GDPR you have the right to:

    • access the personal data we hold about you;
    • have inaccurate or incomplete data corrected;
    • have your data erased;
    • have the processing of your data restricted;
    • object to processing that is based on our legitimate interests;
    • receive your data in a portable format (data portability);
    • withdraw consent you have given, at any time.

    To exercise your rights, e-mail [email protected]. We may ask you to confirm your identity, and we will respond within one month. Exercising your rights is free of charge.

    10. Complaints

    If you have a complaint about how we handle your personal data, please contact us first so that we can try to resolve it. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl) or with the supervisory authority in your own EU member state.

    11. Links to other websites

    This website may contain links to other websites, such as map services or partner websites. We are not responsible for the privacy practices of those websites; please read their privacy policies.

    12. Changes to this policy

    We may update this Privacy Policy from time to time, for example when our services or the law change. The current version is always available on this page, and the date of the last revision is shown at the top.