Identity of the Data Controller
XPRO Pool Lighting B.V. ("XPROPOOL", "we", "our", or "us") operates the website xpropool.com and is responsible for the processing of your personal data. We are registered in the Netherlands under company number 85412501.
XPRO Pool Lighting B.V.
Markerkant 11-30
1316 AH Almere
The Netherlands
Email: sales@xpropool.com
Phone: +31 (0)85 06 01 770
Personal Data We Collect
We collect personal data that you provide to us when you use our website, contact us, or request our services. This includes:
- Contact information (name, email address, telephone number, company name, postal address)
- Business type and professional information
- Project details and requirements
- Communication preferences
- Files and documents you upload
- Technical data (IP address, browser type, device information)
Contact Form Submissions
When you submit an enquiry through our contact form, we collect the information you provide, including your name, email address, telephone number, company details, and your message. This data is used solely to respond to your enquiry and provide customer support.
Quote Requests
When you request a quotation through our quote form, we collect detailed project information including business type, project specifications, product preferences, and budget range. This information enables us to prepare accurate quotations tailored to your requirements.
Consumer and B2B Enquiries
We distinguish between consumer enquiries (private individuals) and B2B enquiries (businesses, installers, dealers). Depending on the nature of your enquiry, we may process additional business-related information for B2B customers, including VAT registration numbers and business registration details where applicable.
Uploaded Files
If you upload files through our website (such as project plans, photographs, or technical specifications), we store these files securely. Files are retained only as long as necessary to process your enquiry or quotation request, typically for a maximum of 12 months.
Email Communication
When you communicate with us via email, we retain your email address and the content of your message to process your enquiry and maintain records of our communications. We may also send you marketing communications if you have given explicit consent to receive them.
Telephone and WhatsApp Communication
If you contact us by telephone or WhatsApp, we may retain records of the conversation for quality assurance and to follow up on your enquiry. We will always ask for your consent before recording any telephone call.
Purpose of Processing
We process your personal data for the following purposes:
- To respond to your enquiries and provide customer support
- To prepare and send quotations for our products and services
- To process orders and manage business relationships
- To send marketing communications (with your consent)
- To improve our products and services
- To comply with legal obligations
- To protect our rights and prevent fraud
Legal Basis for Processing
We process your personal data under one or more of the following legal bases:
Legitimate Business Interests
We may process your data for our legitimate business interests, including operating our website, maintaining business relationships, and promoting our products and services to existing customers. We always balance our legitimate interests against your rights and freedoms.
Consent
Where you have given explicit consent, we process your data to send marketing communications. You can withdraw this consent at any time by contacting us or using the unsubscribe option in our communications.
Contract Preparation and Performance
We process personal data when necessary to prepare or perform a contract with you, including processing orders, providing quotations, and delivering products and services.
Retention Periods
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:
- Enquiry data: Retained for 24 months after the last communication
- Quotation data: Retained for 12 months after quotation validity expires
- Order and customer data: Retained for 7 years for legal and tax compliance
- Marketing consent: Retained until you withdraw consent
- Uploaded files: Retained for 12 months after processing
Third-Party Processors
We use trusted third-party service providers to process your data. All processors are carefully selected and comply with GDPR requirements.
FormSpree as Form-Processing Service
We use FormSpree, a third-party form processing service, to collect and manage form submissions. FormSpree processes data on our behalf in accordance with their privacy policy. When you submit a form, your data is sent to FormSpree's servers and processed in compliance with GDPR.
Hosting and Technical Providers
Our website is hosted on professional hosting infrastructure that implements appropriate security measures. We use technical service providers for email delivery, analytics, and customer relationship management.
Cookies and Analytics
We use cookies and similar technologies to collect data about your use of our website. This includes Google Analytics to understand how visitors navigate and use our site. You can control cookies through your browser settings. For more information, please refer to our Cookie Policy.
International Data Transfers
As we operate across Europe, your data may be transferred to countries outside the European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.
Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These measures include SSL encryption, secure servers, access controls, and regular security assessments.
Your Rights Under GDPR
You have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data (right to be forgotten)
- Restriction: Request restriction of processing in certain circumstances
- Objection: Object to processing based on legitimate interests
- Portability: Request transfer of your data in a structured, machine-readable format
- Withdrawal: Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us at sales@xpropool.com. We will respond to your request within 30 days.
Complaints to the Dutch Data Protection Authority
If you believe we have processed your data unlawfully, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). However, we encourage you to contact us first to resolve any concerns directly.
Dutch Data Protection Authority
Website: www.autoriteitpersoonsgegevens.nl
Changes to This Privacy Policy
We may update this privacy policy periodically to reflect changes in our practices or legal requirements. The latest version will always be available on this page. We encourage you to review this policy regularly.
Last updated: July 2026
Contact Details for Privacy Questions
If you have any questions about this privacy policy or wish to exercise your rights, please contact our privacy team:
Email: sales@xpropool.com
Phone: +31 (0)85 06 01 770
Post: XPRO Pool Lighting B.V., Markerkant 11-30, 1316 AH Almere, The Netherlands