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Privacy Policy

Last update: 2025-11-27

EnergyLabs.ai attaches great importance to the protection of personal data and treats it with the utmost care. This privacy policy has been drawn up in accordance with the General Data Protection Regulation (GDPR) and applicable Belgian legislation.

This document describes how we collect, use, store, secure, and share personal data, as well as the rights of data subjects.

1. Data Controller

EnergyLabs.ai
Email: info@energylabs.ai

EnergyLabs.ai acts as the data controller for all personal data we collect in the context of our activities.

2. Scope

This policy applies to:

  • all departments and employees of EnergyLabs.ai

  • all service providers and subcontractors who process personal data on our behalf

  • any processing of personal data by or on behalf of EnergyLabs.ai

3. What personal data do we collect?

We only collect data that is necessary for our services or legal obligations. This may include:

3.1. Customers and suppliers

  • Name, address, email, phone number

  • Billing and payment details

  • Contract data

  • Communication preferences

3.2. Employees and candidates

  • Identification data

  • Contact details

  • Payroll and HR administration

  • Evaluations, planning, and safety documentation

3.3. Website visitors

  • Technical information (IP address, device data, browser settings)

  • Website usage (via cookies, Google Analytics, and Google Tag Manager)

4. Purposes of processing

Personal data is processed for one or more of the following reasons:

  1. Execution of contracts (quotes, installation, service, invoicing).

  2. Legal obligations (accounting, safety standards, labor law).

  3. Communication and customer management.

  4. Marketing (newsletters, campaign analysis, anonymized statistics).

  5. Personnel management (planning, administration, safety).

  6. Optimization of our website and services.

We never process more data than strictly necessary (data minimization).

5. Use of cookies and tracking technologies

Our website uses cookies to improve functionality and collect statistics.

We use, among others:

• Google Analytics
For anonymized analysis of visitor behavior (page views, session duration, traffic sources).
IP addresses are anonymized as much as possible.

• Google Tag Manager
For managing and activating scripts such as Analytics.

Upon your first visit, you will see a cookie notice where you can choose which cookies to allow. Non-essential cookies are only placed after consent.

You can change or delete your cookie preferences at any time via your browser settings.

6. Legal basis for processing

We process personal data based on:

  • Performance of a contract

  • Legal obligations

  • Legitimate interest
    (e.g., fraud prevention, business security, or basic website analysis)

  • Consent
    (for marketing cookies, newsletters, etc.)

7. Sharing personal data

We only share personal data with third parties if necessary for:

  • execution of our services

  • legal obligations

  • technical support (IT, hosting, security)

Every third party is contractually obliged to respect privacy (data processing agreement).

We never sell personal data.

8. Security

We take appropriate technical and organizational measures, including:

  • secure servers

  • access management and password policy

  • data encryption where possible

  • firewalls and monitoring

  • limited access to personal data (need-to-know)

9. Retention periods

We do not store data longer than necessary:

  • customer files: max. 10 years after the last contract

  • personnel files: legal retention periods

  • billing data: 7 years (fiscal obligation)

  • website cookies: according to cookie settings

10. Rights of data subjects

Under the GDPR, you have the right to:

  • obtain access to your data

  • request correction

  • request deletion (right to be forgotten)

  • request restriction of processing

  • object to processing

  • request data portability

  • withdraw your consent

You can exercise these rights by contacting us via info@energylabs.ai.
We respond to every request within a maximum of 30 days.

11. Data breaches

In the event of a data breach:

  • we immediately take measures to prevent further damage

  • we register the incident internally

  • we report serious data breaches to the Data Protection Authority within 72 hours

  • we inform data subjects if necessary

12. Changes

EnergyLabs.ai reserves the right to periodically revise this privacy policy. The most recent version is always available on our website.

13. Approval and compliance

All employees, partners, and subcontractors commit to strictly complying with this policy in line with the GDPR.