Welltherm.nl privacy policy

Who is responsible

HeatXL infrarood verwarming is responsible for personal data processed through Welltherm.nl for its services. The business is located at Spoorstraat 7, 4702 VV Roosendaal, Netherlands, and registered with the Chamber of Commerce under number 20131468. The VAT identification number is NL817935526B01. For privacy questions, use info@heatxl.com or 0165 – 714107.

This statement describes data processing around the Welltherm website and enquiries to HeatXL. An independent dealer may be separately responsible for its own customer administration. When you contact a dealer or another organisation through an external link, also consult that party’s privacy information. A referral on our site does not mean we manage its entire administration.

Data for advice and a quotation

When you contact us, we may process your name, email address, telephone number, company name and enquiry details. For a heating project, the postcode, address, room dimensions, insulation details and a floor plan may also be relevant. Provide only information needed to answer your question. Remove unnecessary personal details from an attachment before sharing it.

For a dealer or partnership enquiry, business details, region, website and a contact person’s name may be processed. We use this information to assess the enquiry and communicate with you about it. Contact without obligation is not automatic registration for advertising. A subsequently concluded contract may require additional invoice and delivery details; we process these for its performance and administration.

Purposes and legal bases

We use enquiry data to answer your question, provide product advice, prepare a quotation and maintain contact about it. For steps you request before a contract, preparation or performance of a contract may be the legal basis. A legal obligation applies to statutory administration requirements. For security and necessary business operations, a legitimate interest may apply, taking your interests into account.

When processing requires consent, we request it separately. You can withdraw consent later without affecting the lawfulness of earlier processing. An enquiry is not used for unrelated marketing without a separate legal basis. We do not sell your personal data. Data is used for the purpose for which it was received and not kept indefinitely for potential future applications.

Forms and enquiries

This website uses forms for advice and quotation requests. HeatXL receives the details you provide to handle your enquiry. Hosting may process technical data and security logs.

We use enquiry data for advice and contact about your project. The product catalogue does not process orders, payments or customer accounts. When we extend the services, we update this privacy information.

Technical information and cookies

Hosting and website security may process technical data such as an IP address, time, requested page, browser information and error messages. This information helps keep the site accessible, limit misuse and resolve problems. Necessary cookies may be used for sessions and security. The cookie policy provides more explanation.

Google Analytics and advertising services are not active on this website. The homepage loads OpenStreetMap map tiles; on the dealer page, you load the map yourself. When starting a video, your browser connects to YouTube. These services receive technical request data. Read more in our cookie policy.

Sharing with service providers and dealers

Suitable service providers may be needed to handle an enquiry or contract, such as hosting, email, IT support and administrative systems. We share no more information than necessary. When a party processes on HeatXL’s behalf and the law requires it, we agree arrangements in a data processing agreement. A service provider does not automatically receive permission for its own marketing using your data.

When your enquiry needs to be discussed with a dealer, we clarify which party is involved and why transfer is necessary. We use a suitable legal basis and inform you about the route. A dealer that subsequently becomes your seller processes data under its own responsibility for that contract. Payment or delivery services become relevant only when an actual order and that service exist.

Transfers outside the EEA

Using a service provider outside the European Economic Area requires a valid transfer basis and the necessary protection. This may, for example, be an applicable adequacy decision or suitable contractual safeguards. We identify a specific provider when that processing actually forms part of the Welltherm services. You can contact us for information about the applicable safeguards.

Retention periods

Invoices and administration are generally retained for seven years when the fiscal retention obligation applies. Quotation data and ordinary contact enquiries are retained for a maximum of two years unless a contract, dispute or legal obligation justifies a different retention period. For continued project contact, we assess which data is still necessary. The period must not be used as a reason to retain every enquiry indefinitely.

Customer data is retained for as long as performance, service or an applicable obligation requires it. Technical logs and any cookies have periods determined for the systems actually used. A future newsletter subscription continues until unsubscribe, insofar as limited consent records do not need to remain. Data no longer needed is deleted or, where appropriate, anonymised.

Security and decision-making

We take appropriate technical and organisational measures, including a secure connection, restricted access management and maintenance of the software used. Not every employee or supplier receives access to all data. Send confidential information only when needed for the enquiry. No digital environment offers an absolute guarantee that an incident can never occur.

Through this website, we do not make decisions with significant effects on people based solely on fully automated processing. An output indication is not an automated decision about your rights. The service is not specifically directed at children. If data from minors is unintentionally received, we assess how it can be carefully deleted or restricted.

Your privacy rights

You may request access, correction, deletion, restriction or portability of your data where the GDPR provides that right. Under applicable conditions, you may also object or withdraw previously granted consent. Email info@heatxl.com with a clear description. We request only proportionate information when identity verification is necessary; do not send a complete identity-document copy on your own initiative.

We generally respond within one month. For a complex request, the statutory extension may apply; you will be informed in good time. Not every deletion request can be fully implemented where a statutory retention obligation applies. In that case, we explain the reason. If dissatisfied with data processing, contact us and, if needed, use your right to lodge a complaint with the Dutch Data Protection Authority.

Changes and questions

The statement is updated when services or technology change. The date on this page shows when the text was revised. Adding an online shop requires updates including payment data, delivery services and any accounts. For an explanation of your specific enquiry, contact HeatXL by telephone or email. Where needed, state the quotation number so we can link your question to the correct correspondence.

Updated on 12 October 2026 · Welltherm.nl / HeatXL infrared heating