1. Data controller (who we are)
The data controller responsible for processing personal data under this Privacy Policy is:
- Legal entity
- emberfog B.V.
- Registered address
- Droevendaalsesteeg 1, 6708 PB Wageningen, Netherlands
- General contact email
- [email protected]
- Phone
- +31 317 490 100
- Privacy contact
- [email protected]
emberfog manufactures and sells premium smart fogging and misting systems for agriculture and horticulture, and provides related design, installation, and support services. This site is intended for business customers and professional users.
2. Personal data we collect
We collect personal data that you provide to us and data that is collected automatically when you use our website. We aim to keep data collection proportional to the purpose and do not intentionally request sensitive categories of personal data.
Data you provide
- Full name
- Email address
- Phone number (optional)
- Business or facility details you enter in forms (facility type, area size, goals, timeline, budget range if provided)
- Message content and any information you choose to include when contacting us
Data collected automatically
- IP address and approximate location derived from it (city/region level)
- Browser and device information (user agent, operating system, screen size)
- Website usage data (pages viewed, time on page, referrer, interaction events)
- Cookie identifiers and preference signals (for example your cookie consent choice)
- Server logs (timestamp, requested URL, response status, limited diagnostics)
What we do not intentionally collect
emberfog does not request or require sensitive personal data such as health information, political opinions, religious beliefs, or financial account numbers. Please do not send such information to us via forms or email. If you voluntarily include sensitive details in a message, we will handle it with care and only use it to address your request.
3. How we collect personal data
emberfog collects information through direct interactions and through technical means when you use our website. The main collection methods are:
Web forms
When you submit an inquiry on the Contact page, we receive the details you enter so we can respond to your request and prepare a quote or technical recommendation.
Email and phone
If you contact emberfog by email or phone, we process the contact details and conversation notes needed to assist you. Emails may be stored in our mail system according to the retention periods below.
Cookies and similar technologies
Our site uses cookies and local storage for essential functionality, such as saving cookie consent. If you consent to analytics or marketing cookies, additional identifiers may be used to measure performance and improve relevance.
Analytics tools
We may use analytics tools such as Google Analytics 4 to understand how visitors use the site. Analytics is only activated where required after your consent via the cookie banner.
Server logs
Like most websites, our hosting infrastructure processes basic server logs when you access pages. These logs help us maintain security, troubleshoot errors, and protect against abuse. Log data typically includes your IP address, date and time of access, requested page, and response status.
4. Legal bases for processing (GDPR Art. 6)
We process personal data only when we have a legal basis. The basis depends on the purpose and the context of your interaction with emberfog.
Summary by data category
| Data category | Typical examples | Legal basis |
|---|---|---|
| Inquiry data | Name, email, phone (optional), facility details, message | Art. 6(1)(b) contract steps; Art. 6(1)(f) legitimate interest to respond |
| Customer and project communications | Email threads, call notes, quote discussions | Art. 6(1)(b) contract performance; Art. 6(1)(f) legitimate interest in support |
| Security logs | IP, timestamps, request paths | Art. 6(1)(f) legitimate interest in security and fraud prevention |
| Analytics | Usage metrics, device info, cookie IDs | Art. 6(1)(a) consent (where required) |
| Marketing measurement | Ad conversion events, marketing cookies (if used) | Art. 6(1)(a) consent |
| Legal compliance | Invoices, tax documentation, regulatory records | Art. 6(1)(c) legal obligation |
Where we rely on legitimate interests (Art. 6(1)(f)), we balance our interests against your rights and expectations, and implement safeguards such as data minimization and access controls.
5. Purposes of processing (what we use data for)
emberfog processes personal data for clear operational purposes connected to our business: designing and supplying smart fogging and misting systems and supporting customer projects. Specifically, we may use your data to:
Respond to inquiries and provide quotes
When you ask emberfog about a system, we use your contact details and facility information to respond, ask clarifying questions, and prepare a quotation or technical proposal suited to your needs.
Deliver services and support
For ongoing projects, we use communications and operational details to coordinate installation, commissioning, maintenance, and troubleshooting. This may include scheduling visits and sharing documentation.
Improve website performance
With your consent where required, analytics data helps us understand which pages are useful and where users experience friction. We use this to improve clarity and accessibility.
Security and fraud prevention
We use server logs and limited technical identifiers to protect our site, detect abuse, and maintain availability. This includes rate limiting and error monitoring.
Marketing communications
emberfog may send product or service updates only where lawful and appropriate. If we use consent-based marketing (for example a newsletter), we will provide an opt-out method in each message and keep a record of your preference. We do not use form submissions to automatically subscribe you to marketing emails.
6. Retention periods (how long we keep data)
We keep personal data only as long as necessary for the purposes described above, unless a longer retention period is required by law or needed to establish, exercise, or defend legal claims.
Retention schedule
- Form submissions and inquiry emails: up to 2 years from last interaction, unless a project continues or legal obligations apply.
- Customer project records (quotes, purchase orders, service notes): up to 7 years where required for accounting and tax compliance in the Netherlands, or longer if needed for legal claims.
- Analytics data (if enabled): up to 14 months, depending on tool configuration and your consent.
- Security logs: typically 90 days, unless required longer for incident investigation.
- Email marketing list (if applicable): until you unsubscribe, then up to 30 days to process and record suppression to respect your preference.
- Cookie consent record (localStorage on your device): until you clear site data in your browser or we rotate the consent key.
Where feasible, we delete or anonymize data earlier when it is no longer needed.
8. International transfers
emberfog is based in the Netherlands (EEA). Some of our service providers may process data outside the European Economic Area. If personal data is transferred outside the EEA, we ensure there is a valid transfer mechanism in place.
Safeguards we use
- Adequacy decisions where the European Commission has determined that a country provides an adequate level of protection.
- Standard Contractual Clauses (SCCs) approved by the European Commission, alongside additional safeguards where needed.
- Data minimization and access controls to reduce transfer impact.
You can contact us at [email protected] to ask which safeguards apply to a specific processor in your case.
9. Your rights under GDPR
If GDPR applies to your personal data, you have the rights described below. These rights are not absolute and may be subject to exceptions under applicable law. emberfog will respond to verified requests without undue delay and generally within one month.
Your rights
- Right of access: request a copy of your personal data.
- Right to rectification: correct inaccurate or incomplete data.
- Right to erasure: request deletion when conditions are met.
- Right to restriction: limit processing in certain cases.
- Right to data portability: receive data you provided in a structured format.
- Right to object: object to processing based on legitimate interests.
- Right to withdraw consent: where processing is based on consent.
How to exercise your rights
Email [email protected] with a short description of your request. To protect your data, we may ask for reasonable verification (for example confirming control of the email address used in communications). We will not ask you to provide more data than necessary for verification.
If you submitted an inquiry and want us to delete it, include the email address you used and, if possible, the approximate date of contact. We will confirm what we can delete and what we must retain for legal obligations.
Right to complain
You have the right to lodge a complaint with the supervisory authority in the Netherlands:
Autoriteit Persoonsgegevens
Website: autoriteitpersoonsgegevens.nl
We encourage you to contact emberfog first so we can address your concerns quickly.
11. Children’s privacy
This website is not directed to children under 16. We do not knowingly collect personal data from children under 16. If you believe that a child has provided personal data to emberfog, please contact [email protected] so we can take appropriate steps, including deletion where applicable.
12. Policy updates
We may update this Privacy Policy to reflect changes in legal requirements, our services, or our processing activities. When we make changes, we will update the “Last Updated” date at the top of this page. If changes are significant, we may provide additional notice such as a banner on the website or an email notice where we have a lawful basis to contact you.
13. Contact details and Data Protection contact
If you have questions about this Privacy Policy, want to exercise your rights, or want to request deletion of an inquiry, contact emberfog using the details below. emberfog has not appointed a mandatory Data Protection Officer (DPO) based on our current processing activities; however, we provide a dedicated privacy contact email.
- Privacy email
- [email protected]
- Mailing address
- emberfog B.V., Droevendaalsesteeg 1, 6708 PB Wageningen, Netherlands
- General contact
- [email protected] | +31 317 490 100
Need to contact emberfog about a project?
For sales and technical inquiries about fogging and misting systems, use our Contact page. If your request is privacy-related, email [email protected].