Privacy Policy

Solutair B.V., trading as Maxairea (“Maxairea”, “we”, “us” or “our”), respects your privacy and is committed to protecting personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch data protection legislation.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, schedule a meeting, use our online tools or configurators, or otherwise interact with Maxairea.

Depending on how you interact with Maxairea, we may collect:

• name and business contact details;
• company or organisation name;
• job title or professional role;
• email address and telephone number;
• appointment and meeting information;
• information submitted through contact forms;
• information you voluntarily provide in messages, enquiries or meeting notes;
• information submitted through Maxairea calculators, configurators or assessment tools, including building and HVAC-related information;
• website usage information, such as IP address, browser/device information and interaction data, where applicable;
• records of our business communications with you.

We ask users not to submit sensitive personal data through our website, booking forms or configurators unless specifically requested and necessary.

We may process personal data to:

• respond to enquiries and requests;
• schedule and manage meetings;
• communicate with prospective and existing customers, partners and suppliers;
• assess potential applications of Maxairea technology;
• prepare proposals, technical assessments or commercial discussions;
• operate and improve our website, configurators and digital services;
• manage customer and prospect relationships through our CRM systems;
• send relevant B2B communications where permitted by applicable law;
• administer contractual and commercial relationships;
• maintain security and prevent misuse of our systems;
• comply with legal, regulatory, tax and administrative obligations.

Depending on the circumstances, Maxairea processes personal data on one or more of the following GDPR legal bases:

• Contract or pre-contractual steps — where processing is necessary to respond to a request, prepare an offer or perform an agreement.
• Legitimate interests — for appropriate B2B relationship management, responding to business enquiries, improving our services, maintaining security and conducting normal business development, provided those interests are not overridden by your rights and interests.
• Consent — where we specifically ask for your consent, for example for certain optional marketing or tracking activities.
• Legal obligation — where processing is necessary to meet applicable legal, accounting, tax or regulatory requirements.

Where processing is based on consent, you may withdraw that consent at any time.

Maxairea uses Microsoft 365 services, including Microsoft Bookings, Outlook and Teams, to manage communications, appointments and online meetings.

When you schedule a meeting through Microsoft Bookings, information such as your name, email address, company or organisation, optional telephone number, appointment details and information you choose to provide may be processed to arrange and manage the meeting.

Booking confirmations, reminders, changes and cancellations may also be sent through Microsoft services.

Microsoft processes relevant information in connection with providing these services to Maxairea and is subject to its applicable contractual, privacy and data-protection arrangements.

Maxairea may use HubSpot as a customer relationship management (CRM), sales and marketing platform.

Business contact information and records of interactions with Maxairea may therefore be stored and processed in HubSpot to manage enquiries, customer relationships, commercial opportunities and relevant communications.

Where website analytics, tracking or marketing technologies are used through HubSpot, Maxairea will apply applicable consent and cookie requirements.

Our website may provide calculators, configurators or other assessment tools that allow users to provide information about a building, HVAC system, energy use or potential application of Maxairea technology.

Information entered into these tools may be used to generate indicative results and, where you choose to submit your contact information, to respond to your enquiry and discuss a potential Maxairea project.

We aim to collect only the information reasonably necessary for these purposes.

Maxairea uses essential website technologies required for the operation, security and functionality of the website, including the storage of visitors' cookie-consent preferences.

At present, Maxairea does not use analytics cookies, advertising cookies or marketing tracking technologies on the website.

The website includes a consent-management system that allows visitors to manage optional Analytics and Marketing categories. These categories are disabled by default and are only activated if the visitor provides the relevant consent.

If Maxairea introduces analytics, marketing or other non-essential tracking technologies in the future, those technologies will be implemented in accordance with applicable consent requirements and will not be activated before the required consent has been obtained.

Visitors can change or withdraw their preferences at any time through the Cookie Preferences control available in the website footer.

Maxairea may update this Privacy Policy if the technologies used on the website change.

Maxairea does not sell personal data.

We may share personal data with service providers where reasonably necessary to operate our business, including providers of:

• cloud and email services;
• online meeting and scheduling services;
• CRM and business-management systems;
• website hosting and technical services;
• analytics and digital services;
• professional advisory, accounting or legal services.

These parties may process personal data only as permitted under applicable law and the relevant contractual arrangements. We may also disclose information where required by law or a competent public authority.

Some technology and service providers used by Maxairea may operate internationally or process data outside the European Economic Area.

Where personal data is transferred internationally, Maxairea takes appropriate steps to ensure that applicable GDPR requirements and safeguards are addressed, including recognised transfer mechanisms where required.

Maxairea retains personal data only for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable legal, contractual, accounting and regulatory requirements.

Retention periods may differ depending on the type of information and the nature of our relationship with you.

When personal data is no longer required, we will delete, anonymise or otherwise securely dispose of it in accordance with our applicable retention practices.

Maxairea takes reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure or misuse.

However, no internet-based system or electronic transmission can be guaranteed to be completely secure.

Subject to applicable law, you may have the right to:

• access your personal data;
• correct inaccurate or incomplete personal data;
• request deletion of your personal data;
• restrict certain processing;
• object to certain processing;
• receive certain personal data in a portable format;
• withdraw consent where processing is based on consent; and
• lodge a complaint with the competent data protection authority.

To exercise your rights, contact info@maxairea.com.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Our website may contain links to third-party websites or services. Maxairea is not responsible for the privacy practices or content of independent third-party websites. We encourage you to review their privacy information separately.

We may update this Privacy Policy to reflect changes in our services, technologies, business activities or applicable law.

The latest version will be published on this page together with the date of the most recent update.

Questions about this Privacy Policy or the way Maxairea processes personal data can be sent to Solutair B.V., trading as Maxairea at info@maxairea.com, Agro Business Park 10, 6708 PW Wageningen, The Netherlands.