Valtrax Energy
Privacy Policy
Last updated:
This policy explains how we handle personal data when you visit this website or send us an enquiry, and which rights you have.
1. Who is responsible
Northbridge Trading B.V., trading as Valtrax Energy, is the controller for the processing described in this policy: enquiries submitted through this website and the business correspondence that follows from them.
- Legal entity
- Northbridge Trading B.V.
- Trading name
- Valtrax Energy
- Address
- Stationsweg 41, 3331 LR Zwijndrecht, The Netherlands
- Chamber of Commerce (KvK)
- 42053415
- VAT identification number
- NL869493334B01
- info@valtraxenergy.com
- Website
- valtraxenergy.com
For questions about this policy or about your personal data, please contact us at info@valtraxenergy.com.
2. Which personal data we process
Enquiry form. When you send an enquiry, we receive the following information:
- Required: full name, company, business email address, country, enquiry type (buyer, supplier or other), product of interest and your message.
- Optional: telephone number, volume and unit, delivery destination and preferred delivery basis.
We ask for the required fields because we need them to answer you: your name and company tell us who we are dealing with, your email address lets us reply, and your country, enquiry type, product and message allow us to understand and assess your request. The optional fields help us assess a request more quickly; you can leave them empty.
The form also sends the language of the page, the time at which you opened the form and a hidden field that should stay empty. We use these only to process the form and to recognise automated spam submissions.
Technical data. When you visit the website, your browser automatically sends technical information to our hosting provider, such as your IP address, the page requested, the time of the request and browser information. This is needed to deliver the website to you. Our hosting provider records such request data in its logs and keeps it for a limited period.
When you submit the form, your IP address is used to limit repeated submissions. It is kept only in the working memory of the server, is not stored with your enquiry or in our logs, and is discarded within 10 minutes. Our own server logs record only the outcome of a submission (for example sent or rejected), the enquiry type, the product category and the page language, not your name, email address or message.
Correspondence. If we reply and stay in contact, we also process the content of the correspondence and the contact details exchanged in it.
Please do not include special categories of personal data or identity documents, bank statements or other sensitive documents in your enquiry.
3. Purposes, legal bases and retention
| Activity and purpose | Personal data | Legal basis | Retention |
|---|---|---|---|
| Assessing and answering your enquiry | Enquiry form data and correspondence | Our legitimate interest in answering and following up business enquiries from professional parties (Art. 6(1)(f) GDPR). If you contact us on your own behalf to take steps towards a contract with us, the basis is taking those steps at your request (Art. 6(1)(b) GDPR). | If no business relationship follows: deleted six months after the last substantive contact, unless a longer period is justified, for example because of a dispute, or required by law. |
| Maintaining a business relationship with the organisation you represent | Contact details of contact persons and correspondence | Our legitimate interest in maintaining business contacts and coordinating discussions with professional parties (Art. 6(1)(f) GDPR), or the performance of a contract with you (Art. 6(1)(b) GDPR) where you are the contracting party yourself. | For as long as necessary for the purpose of the business relationship. |
| Protecting the enquiry form against spam and abuse | IP address, time the form was opened, hidden spam-detection field | Our legitimate interest in keeping the website and form secure and usable (Art. 6(1)(f) GDPR). | The IP address is held in working memory only and discarded within 10 minutes; the other data is not stored separately. |
| Delivering and securing the website | Technical request data, such as IP address and browser information | Our legitimate interest in delivering the website reliably and securely (Art. 6(1)(f) GDPR). | Kept in our hosting provider’s logs for a limited period. |
| Complying with legal obligations, such as keeping fiscal records | Data that we are legally required to keep, for example when an enquiry leads to a transaction | Compliance with a legal obligation (Art. 6(1)(c) GDPR). | For the applicable statutory retention period. |
We do not use your data for newsletters or advertising, and we do not rely on consent for the processing described in this policy. Where we rely on legitimate interests, you can object to the processing (see section 8).
4. Who receives your data
We use the following service providers, which process data on our behalf:
- Vercel Inc.: hosting of the website and of the server function that processes the enquiry form.
- Resend: sending form submissions by email to our mailbox.
- Microsoft (Microsoft 365): our email and mailbox service, where enquiries and correspondence are received and stored.
Enquiries submitted through the contact form are not automatically shared with potential buyers or suppliers. We do not share identifiable personal data with counterparties without your prior permission, unless another clear legal basis allows it.
Within our organisation, enquiries are handled by the persons responsible for them. Other persons and service providers have access only where this is necessary for their work, with appropriate access restrictions.
We may also disclose personal data where we are legally required to do so, for example to a competent authority.
5. Transfers outside the European Economic Area
Our hosting provider Vercel Inc. and our email-sending provider Resend are based in the United States. The server function that processes enquiry-form submissions runs in a data centre in the United States, and website pages are delivered through Vercel’s worldwide network. Microsoft may also process data outside the European Economic Area, depending on its services. Your personal data may therefore be processed outside the European Economic Area.
Where personal data is transferred to a country outside the European Economic Area, we rely on the transfer mechanisms offered by the provider concerned, such as certification under the EU-U.S. Data Privacy Framework or the European Commission’s standard contractual clauses.
6. How long we keep your data
We keep personal data no longer than necessary for the purposes described in section 3. The retention period for each activity is listed in the table above. Data that we are legally required to keep, such as fiscal records, is retained for the statutory period.
7. Security
We take appropriate technical and organisational measures to protect personal data. For example, the website is only available over an encrypted connection (HTTPS), submissions are validated on the server, the form is protected against automated abuse, our logs do not contain the content of enquiries, access credentials for the email service are stored on the server only, and access to enquiry mailboxes is restricted to the persons who need it.
No method of transmission or storage is completely secure. If you suspect that your data has been misused, please contact us.
8. Your rights
Under the General Data Protection Regulation you have the right to:
- access the personal data we hold about you;
- have incorrect data rectified;
- have your data erased;
- have the processing restricted;
- object to processing based on our legitimate interests, on grounds relating to your particular situation;
- receive data that you provided to us in a structured, machine-readable format (data portability), where the processing is based on a contract and carried out by automated means.
If we ever ask for your consent, you can withdraw it at any time; this does not affect processing that took place before the withdrawal.
To exercise your rights, email us at info@valtraxenergy.com. We may ask you to confirm your identity. We respond within the time limits of the GDPR, normally within one month.
You also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens .
9. Automated processing
The enquiry form automatically holds back submissions that appear to be automated, for example when the hidden spam field is filled in or when many submissions come from the same IP address in a short time. Such submissions are not delivered. If you think your enquiry was blocked, please email us at info@valtraxenergy.com.
Counterparty checks are currently carried out manually. We do not use automated decision-making or profiling based on the data collected through this website.
11. Changes to this policy
We update this policy when our processing changes. The date at the top of this page shows when it was last changed.