What we know about you. Why. And for how long.

In short

• airco-onderhouden.nl is a website of Airco Holland B.V. in Hoofddorp. We're responsible for what happens to your details.
• This site keeps nothing about you itself and sets no cookies. We don't measure how the site is used either.
• If you ask Fris, our assistant, a question, or call or email us, it goes into our customer system. An AI helps us read and reply. An email from us only goes out when Rein or Peter clicks send, apart from the login link you ask for yourself.
• We don't sell your details.
• You can always ask what we know about you, and have it corrected or deleted.

Who we are

Airco Holland B.V. is responsible for your details, including what happens on this site. Rein Gerritse and Peter Reijling own the company.

If you have a question about your details, call or email us. Rein will look into it for you.

When you visit this site

This site sets no cookies, and we don't measure how you use it. Fonts, photos and everything else come from our own server, so your browser doesn't fetch them from other companies.

Like any web server, the one at our host Hostinger logs who visits: the time, your IP address, the page you asked for, your browser and device, and the country you came from (worked out from your IP address).

We only use this for the site itself: to spot faults and attacks, and to fix broken links. We're allowed to, because we have a legitimate interest in a site that works and is secure.

If you chat with Fris

Fris is our digital assistant. On the Calculate your plan page, the chat is open straight away. On the other pages it never opens by itself, only when you click a button, such as the one at the bottom right. Below the chat it says that Fris is an automated assistant.

What you type goes to our customer system, so Rein can read it too. To answer you, your question also goes to Claude, the AI made by Anthropic. Fris only answers from our own text, treatments and prices. If it isn't sure, it says so and your question goes to Rein.

If you'd like to know what servicing costs for you, Fris asks for your name, town, phone number and email address, and for an appointment your address as well. These go into our customer system, with your chat. The AI doesn't work out prices or book anything itself: the price comes from our price list and the available times from our diary, following fixed rules in our customer system.

If you give Fris your address for an appointment, we check that the street, house number and postcode go together. For that, only your postcode and house number go to PDOK's public address lookup, which holds the official addresses from the Dutch address register (Basisregistratie Adressen). Your name isn't sent.

If you book a service with Fris on a day and time after the next two working days, it goes straight into our diary and Rein gets a notification. If you pick an earlier time, we'll still confirm it; if you pick a week, we'll let you know the day.

Your browser remembers the chat only in this tab, and only while it's open, so it carries on when you go to another page. It doesn't keep your contact details, your postcode or the times. Fris doesn't set cookies, and it never sends you an email or message itself.

If you ask for a price, advice or an appointment, we use your details to arrange it. We're allowed to, because you want to enter into an agreement with us.

Please don't share anything we don't need, such as anything about your health.

If you call, email or become a customer

If you call or email us, ask for a price or become a customer, we keep your details in our customer system. That means:

• your name, address, postcode, town, email address and phone number
• what you write to us, with any photos and drawings you send
• your air conditioning and our work: make and model, the number of rooms and how big they are, appointments, quotes, invoices, your plan and what we've done for you before

We need this to reply, make you a quote, come out to you, do the work and send the bill. If you're on a maintenance plan, we also use it to book your yearly service. We're allowed to, because it's needed for our agreement with you or for an agreement you want to enter into with us. Tax law says we have to keep invoices and our accounts.

You don't have to give us anything. But without an address we can't come out, and without a phone number or email address we can't reply.

What happens in our customer system

Our customer system reads the email that arrives at our general address. Claude, the AI made by Anthropic, works out what your message is about, picks out your details and drafts a reply.

That draft never goes to you on its own. Rein or Peter reads it and changes it where needed. It only goes out when he clicks send. That isn't just an arrangement between us: it's a lock in the software. So the AI doesn't decide anything about you: Rein and Peter decide your reply, price or appointment.

If you open a quote, offer or invoice from the link in our email, Rein can see you've looked at it. If you accept or decline online, or cancel within the cooling-off period, we record your name, the time, your IP address and anything you write with it. That way we can show what was agreed. We're allowed to, because we have a legitimate interest in it.

Your invoice may come with a link to review us on Google. If you click it, we can see that. If you haven't opened it after a week, Rein may send you one reminder.

If you call us, we note what's needed: who you are, what it was about and what we agreed.

A few things happen without a click from Rein or Peter: Fris's answers on your screen, a service you book with Fris or move in My maintenance, and the login link for My maintenance that you ask for yourself.

Emails from us

If you're a customer, we may email you about servicing your air conditioning, for example an offer for a maintenance plan or a note that it's due a service.

Fris asks in the chat whether we may email you now and then about your air conditioning. We only do so if you say yes, and then we keep the question as you saw it and when you said yes.

If you'd rather we didn't, tell us or unsubscribe with the link in the email. It stops, and you don't have to give a reason.

If you're not a customer, we won't email you offers unless you've said yes to that. And we don't phone anyone to sell them something unless they've said yes, customers included.

My maintenance

My maintenance is your own page in our customer system. It shows your appointments, your next service, your air conditioning, your costs and your invoices.

You get in with the link in an email from us, or with a login link you ask for yourself. We send it to your email address, and there's nothing else in that email. You don't need an account or a password.

Anything you fill in there yourself, such as the model number of your system, where the outdoor unit is, who'll let us in and photos, goes into your file in our customer system, so the technician knows what to expect. We make photos smaller first.

Through Fris you can pass something on for your next service or report a breakdown. In My maintenance, Fris works with fixed steps, without AI.

To keep you logged in and keep your forms secure, My maintenance sets cookies. You can't log in without them, so we don't ask for your permission.

If you pay online

You can pay an invoice online by iDEAL | Wero: with the button in your invoice email, on your invoice page or in My maintenance, or after the service with the QR code on the technician's phone.

The payment is handled by Stripe. Stripe receives the amount and your email address for this, and lets us know that you've paid. We then mark your invoice as paid, with when and how you paid. We're allowed to, because it's needed for our agreement with you.

Who else sees your details

A few companies help us. They may only use your details for us, not for themselves.

Apart from that, we only share details when the law requires it, for example with the Dutch Tax and Customs Administration.

Outside the EU

Anthropic, Google, Railway and Cloudflare are American companies, so your details may end up in the United States. With Anthropic that always happens, because that's where the AI runs.

Microsoft is American too, but keeps the email of European businesses like ours within Europe, with a few exceptions.

That's only allowed with safeguards approved by the European Commission: the standard contractual clauses, or the EU-US Data Privacy Framework if the company has signed up to it. That's in place for these companies. If you'd like to see how, ask us and we'll send you a copy or a link.

How long we keep it

• A request that doesn't lead anywhere: twenty-four months. Then we delete it.
• If you're a customer: as long as you're a customer, and after that for as long as we need it for the guarantee and for questions about our work.
• Invoices and accounts: seven years, because tax law requires it.
• Backups of our customer system: thirty days. Then they're deleted automatically.
• What Anthropic receives from us: as a rule, Anthropic deletes it within thirty days, and doesn't use it to train its AI.

How we protect your details

Only people at Airco Holland and Diginesso can get into our customer system, and only after logging in; in My maintenance you only see your own page. Traffic to and from this site and the customer system is encrypted. We make a backup every three hours and check that it's complete.

If something does go wrong with your details, we report it to the Dutch Data Protection Authority when we have to, and to you if the risk to you is high.

What you can ask

They're your details. You can ask us to:

• show you what details we have about you and what we do with them
• correct anything that's wrong
• delete your details, apart from what we have to keep (invoices, for example, for seven years)
• stop using your details for a while, for example while we check whether something's right
• stop doing something we do in our own interest (with emails about servicing, we always stop)
• give you your details in a standard file format, for yourself or for another company

If you gave permission for something, you can always withdraw it.

Ask by email or phone. We'll reply within a month. Sometimes we'll first ask you to show it's really you, so we don't hand anything to the wrong person.

A complaint

If you're not happy with how we handle your details, tell us. If we can't sort it out together, you can complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

If this changes

If anything changes in what we do with personal details, we'll update this page and put the new date at the top. If we ever want to use your details for something new, you'll hear about it first.