Privacy Policy

(From BRL 9500-W) 7.2.3 Project-specific follow-up inspection, scope: If the occupant of a dwelling to be inspected on-site does not grant permission to enter the dwelling, the certification body ensures that the energy performance report is removed from the national database.

Energielabel-Oké is a Dutch certified energy label specialist, registered with the Dutch Chamber of Commerce (KvK: 82472130). We are the data controller responsible for your personal data as described in this policy. For any questions, you can reach us via the contact details listed at the end of this document.

Depending on how you interact with us, we may collect the following categories of personal data:

• Contact information: full name, email address, and phone number
• Property information: address, postal code, and building type
• Company information (optional): Chamber of Commerce (KvK) number when a business books an appointment
• Communication data: messages and enquiries submitted through our contact form
• Technical data: IP address, browser type, and pages visited (for example via Google Analytics 4, Google Tag Manager, Microsoft Clarity, and HighLevel/StepUp external tracking)
• Marketing attribution data (only with consent): campaign parameters such as UTM tags and advertising click IDs, included with appointment requests when you choose Accept all in the cookie banner

We use the personal data we collect for the following purposes:

• To respond to your appointment requests and service enquiries
• To plan and deliver our energy label inspection services
• To register your energy label in EP-Online on your behalf
• To send you your official certificate and service documentation
• To improve our website and the quality of our services (including via Google Analytics, Google Tag Manager, Microsoft Clarity, and HighLevel/StepUp external tracking)
• To understand which marketing campaigns lead to appointment requests (only when you consent to attribution storage)
• To comply with our legal and regulatory obligations

We only process your personal data when we have a valid legal basis to do so:

• Performance of a contract: processing is necessary to deliver the service you requested
• Legitimate interests: improving our services, understanding site usage via analytics tools, and responding to enquiries
• Legal obligation: retaining financial records in accordance with Dutch tax law
• Consent: for marketing attribution storage and recording your cookie preference (see our Cookie Policy and cookie preferences banner)

We do not sell, rent, or trade your personal data. We may share your data only in the following circumstances:

• With certified EPA inspection partners who assist in delivering our services
• With EP-Online (RVO) for the official registration of your energy label
• With IT service providers who host and maintain our systems (under data processing agreements)
• With government authorities when required to do so by law

We retain your personal data for as long as necessary to fulfil the purposes described in this policy. Contact form submissions are kept for a maximum of 2 years. Service-related records, including invoices and certificates, are retained for 7 years in accordance with Dutch tax legislation.

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

Under the GDPR, you have the following rights regarding your personal data:

• Right of access: you may request a copy of the data we hold about you
• Right to rectification: you may ask us to correct inaccurate or incomplete data
• Right to erasure: you may request deletion of your data in certain circumstances
• Right to restriction: you may ask us to limit how we use your data
• Right to data portability: you may request your data in a portable format
• Right to object: you may object to processing based on legitimate interests

Our website uses essential cookies for basic functionality (such as language preference and remembering your cookie choice). Analytics and tagging scripts — including Google Analytics 4, Google Tag Manager, Microsoft Clarity, and HighLevel/StepUp external tracking — load automatically on every visit. SessionStorage used for marketing attribution on appointment forms is only activated after you choose Accept all in our cookie preferences banner. If you choose Essential only or Deny, attribution storage is not used. You can change your choice at any time via Cookie settings in the footer. For full details, please refer to our Cookie Policy.

If you have any questions about this privacy policy, wish to exercise your rights, or want to file a complaint, please contact us at [email protected]. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) at autoriteitpersoonsgegevens.nl.

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. The most recent version will always be published on this page. We encourage you to review this policy periodically. Significant changes will be communicated to you directly where required.