Privacy policy

1. Who processes your data

This privacy policy explains which personal data Westcool processes when you visit this website or fill in one of our forms.

The controller is Westcool Service BV, Stoomtuigstraat 24, 8830 Hooglede, Belgium, company number 0827.535.506 (VAT BE 0827.535.506). Isocar BV, Stoomtuigstraat 28, 8830 Hooglede, company number 0754.460.951, is our bodywork sister company on the same site; this website and its forms are operated by Westcool Service BV.

2. Data you enter yourself

When you submit a contact, quotation or job application form on this site, we store the content of that submission:

• your first name and last name
• your e-mail address
• your telephone number, if you enter it
• your company name, if you enter it
• the message you write
• the page on which you filled in the form
• if you reached the site via an advertisement or campaign link: the campaign data from that link (the utm parameters) and the click identifier the advertisement passed on (such as Google Ads’ gclid). Your cookie choice determines whether those data remain remembered in your browser between pages — not whether they form part of your submission
• for a quotation request about a single vehicle: the code of that vehicle
• for a job application: the title of the vacancy and the CV you attach
• the time of submission
• if you accepted the statistics category: the identifier under which PostHog knows your visit (the visitor and session code), so that we can trace a request back to the visit it came from
• your cookie choice for marketing at the time of submission, because it determines whether we may report an advertising click to Google Ads

We also send a notification of your submission to info@westcool.be or, for a quotation request, to sales@westcool.be. The submission itself also remains stored in our system: the e-mail is the notification, the stored submission is the record.

3. Data the website itself records

When an address requested on this site does not exist, or when you follow a shortened Westcool link, we write away a line about it: the requested address, the time, the referring page, the identification your browser sends along (the user agent) and what is derived from it (browser, operating system, device type and whether it is a search robot), and the country, region and city our network derives from your IP address.

Your IP address is not stored in doing so. Together with a secret key and today’s date it is converted into a code that we cannot reverse and that changes every day. This lets us count how many different visitors encountered a dead link, without knowing who they are.

No cookies are placed for this recording and nothing is read from or written to your device.

Which cookies this site does place, you can read in our cookie policy.

4. What we use those data for

Each processing operation below has its own purpose and its own legal basis under the GDPR.

• Answering your request and drawing up a quotation — steps taken at your request prior to entering into a contract (Article 6(1)(b) GDPR).
• Handling your job application — steps taken at your request prior to entering into an employment contract (Article 6(1)(b) GDPR).
• Checking whether a form is submitted by a human, in order to stop spam — legitimate interest (Article 6(1)(f) GDPR).
• Keeping the website technically sound: detecting which old addresses are still being requested and which links are dead — legitimate interest (Article 6(1)(f) GDPR).
• Understanding how the site is used: counting visits anonymously, without storing anything on your device or recognising you between visits — legitimate interest (Article 6(1)(f) GDPR).
• Statistics that recognise you between visits, session recordings, campaign attribution and advertising measurement — your consent (Article 6(1)(a) GDPR). Without that consent, nothing is placed on your device for this purpose.

5. How long we keep them

We keep your cookie choice for six months. After that we ask you again, so that a consent remains a current choice and not a historical one.

We keep form submissions for as long as needed to handle and follow up your request. If a contract follows, we keep the data for as long as the statutory accounting and contractual retention obligations require. A job application, including the CV you attach, is kept until the vacancy is filled and deleted afterwards, unless you ask us to keep it for future vacancies.

The technical records referred to in point 3 are kept no longer than needed to find and fix dead links and old addresses.

6. Who we share them with

We do not sell your data and do not pass them on to third parties for their own purposes. We do, however, call on service providers who process data on our behalf:

• Vercel Inc. (United States), which hosts this website and runs it in its European data centre in Frankfurt, and Neon Inc., which hosts the database on servers in the European Union
• Resend Inc., the e-mail service that delivers the notification of your submission and uses servers in the European Union to do so
• Cloudflare, which checks when a form is submitted that you are not an automated program and receives your IP address for that purpose
• PostHog, which measures use of the site and processes those data within the European Union — without your consent for statistics, only as an anonymous count, without storing anything on your device
• Google, for Tag Manager, advertising measurement and the embedded map — solely after you have given your consent for this

Your data are stored on servers in the European Union. Some of these service providers are US companies; where data nevertheless end up outside the European Economic Area, for example during Cloudflare's spam check, this happens on the basis of the European Commission's standard contractual clauses and, where the provider is certified under it, the EU-US Data Privacy Framework.

7. How we secure them

Traffic with this website is encrypted (HTTPS).

Form submissions come in solely via the form on this site: there is no public endpoint where someone could write data directly. Once stored, the content of a submission can no longer be changed — only the internal status and notes can — so that a record remains what was actually submitted.

The submissions are only visible to logged-in Westcool staff members.

8. Your rights

You have the following rights in respect of your personal data:

• right of access: to request which data we hold about you
• rectification of inaccurate or incomplete data
• erasure, when we no longer need them
• restriction of processing
• objection to processing based on our legitimate interest
• portability: to receive your data in a readable format
• withdrawal of your consent, at any time and just as easily as you gave it

You exercise these rights by contacting us at info@westcool.be. We answer within one month of your request.

9. Lodging a complaint

If you are not satisfied with how we handle your data, you can lodge a complaint with the Belgian supervisory authority:

Data Protection Authority, Rue de la Presse 35, 1000 Brussels — contact@apd-gba.be — www.dataprotectionauthority.be

10. Changes to this policy

We adapt this privacy policy when the website or our way of working changes. The date at the top of this page indicates when the last change was made.