Privacy policy

Last updated: November 26, 2025

This privacy policy explains how Pinea Partners B.V. (“we”, “us”, “our”) handles personal data when you visit our website www.pineapartners.com (“website”) or communicate with us through email or other channels.

1. Who we are

Pinea Partners B.V.
Reitseplein 1, 5037 AA, Tilburg
Dutch Chamber of Commerce 99085267

We are responsible for processing your personal data as described in this privacy policy.

2. What data we collect

2.1 Data you provide to us (website & email)

We may receive personal data when you:

  • Fill out a form on our website
  • Request a product or service
  • Respond to an email or contact us directly

This may include:

  • Name
  • Email address
  • Phone number
  • Any information you voluntarily share in emails (e.g., project details, attachments, questions)

2.2 Data collected automatically (website)

When you use our website, we may automatically collect information such as:

  • IP address
  • Browser details
  • Device type
  • Pages visited
  • Click behavior
  • Time spent on the website

This data is collected through cookies and similar technologies.

2.3 Email metadata

When you send us an email, we may process:

  • Sender address
  • Recipient address
  • Date, time, and routing information
  • Email subject line
  • Technical logs for security and spam filtering

Attachments may also contain personal data and are treated with the same level of protection.

3. How we use your data

We process personal data for the following purposes:

Website & email-related purposes

  • To respond to your questions or requests submitted via email or contact forms
  • To carry out services or deliver products you have requested
  • To maintain correspondence and customer records

Website-only purposes

  • To improve the website and user experience
  • To analyze website usage (analytics)

Email-only purposes

  • To manage and archive email communication
  • To detect and prevent spam, phishing, or abuse
  • To comply with legal, administrative, or tax obligations based on email exchanges

Marketing purposes

  • To send newsletters or promotional emails, if you have explicitly provided consent

4. Legal basis for processing

We process personal data based on:

  • Consent (e.g., newsletter signup, marketing emails, optional cookies)
  • Contract (providing services or responding to requests)
  • Legitimate interest (customer communication, security, spam filtering)
  • Legal obligation (administration and retention requirements)

5. How long we retain data

Email communication

  • General email correspondence: up to 24 months, unless needed longer for service delivery or legal requirements
  • Emails related to transactions or agreements: up to 7 years (legal retention requirement)

Website-related data

  • Contact form submissions: up to 24 months
  • Customer records: 10 years
  • Analytics data: according to the provider’s retention settings (e.g., Google Analytics 14 months)

6. Sharing your data with third parties

We only share personal data when necessary for our services, such as with:

  • IT and email hosting providers
  • CRM or ticketing systems (if applicable)
  • Analytics or marketing tools (e.g., Google Analytics, Mailchimp)
  • Payment processors
  • Legal or financial advisors

We enter into data processing agreements with all third parties that process data on our behalf.

7. Cookies

Our website uses functional, analytical, and (optional) marketing cookies.

Upon your first visit, we display a cookie banner where you can set your cookie preferences. More information can be found in our Cookie Policy.

8. Your rights

You have the right to:

  • Access your personal data
  • Request correction
  • Request deletion
  • Request restriction of processing
  • Request data portability
  • Object to processing
  • Withdraw consent (for marketing emails or cookies)

You can exercise these rights by filling out our website contact form.

9. Data security

We take appropriate technical and organizational measures to protect personal data, including:

  • SSL encryption on the website
  • Secure email servers
  • Spam and phishing protection
  • Access controls
  • Regular system updates and monitoring

10. Data outside the EU

Some service providers may store data outside the EU. When this is the case, we ensure that appropriate safeguards such as Standard Contractual Clauses (SCCs) are in place.

11. Complaints

If you have concerns or complaints about how we process your personal data, you can contact us through the website contact form.
You also have the right to file a complaint with the Dutch Data Protection Authority.

12. Changes to this privacy policy

We may update this privacy policy from time to time. The date at the top of this page shows when it was last revised.

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