Privacy policy

Room Experience thinks it's important that you know what happens to your data. On this page we explain which data we collect, why we do so and what your rights are.

Who we are

Room Experience
Bogardeind 184, 5664 EN Geldrop
Phone: 040 - 780 37 29
E-mail: info@roomexperience.nl
Chamber of Commerce number: 64694291
VAT number: NL002349688B45

We are responsible for processing your data as described below.

If you fill in a form

If you fill in our contact form, quote form or job application form, it reaches us as an e-mail. This concerns the details you enter yourself: your name and e-mail address, and depending on the form also your phone number, the number of people, a preferred date, the name of your company or school, your question or comment, and in the case of a job application your CV.

We use that data to answer your question or to send you a proposal. The legal basis for this is the preparation or performance of an agreement with you. We keep a job application for no longer than four weeks after the procedure has ended, unless you give us permission to keep your details for longer. We keep enquiries and quotes in our mailbox for as long as this is necessary for handling them and for our records.

These forms are not stored in the website. They are sent by e-mail via Resend, our e-mail delivery service. We also add requests for a quote to our own planning board (Monday), so that we can follow them up.

With an enquiry we also send along where you came from: whether you arrived via an advert or a link on another site, and on which page you filled in the form. This helps us see which adverts work. Your browser only remembers this data for as long as you have the tab open and it travels along in the form itself — if you close the site without sending anything, it's gone.

If you use the website assistant

At the bottom of the website there is a help window where you can ask a question. In order to answer your question, we forward it to Anthropic, the supplier of the language model that composes the answer. We then store the conversation in our own environment, so that we can see which questions visitors ask and improve our frequently asked questions.

So please don't type any details into the help window that you'd rather not have stored. If you would like us to delete a conversation, let us know at info@roomexperience.nl.

If you make a booking

Bookings are handled through our booking system. We use the details you enter there — your name, contact details and your booking details — to plan and confirm your visit, and for our records. We are required by the tax authorities to keep our records for seven years.

Cookies and measurement

Our website places small files on your device, called cookies. Which ones these are and what they are for is set out in our cookie policy. In short: the cookies that are needed to make the website work are always on; cookies for measuring visits and for advertising are only placed if you give your consent.

Website security

To prevent misuse of our forms, we temporarily keep track of how many enquiries come in from the same internet address (IP address). This is done solely to block spam and is deleted automatically.

CCTV on site

There are cameras in our building. This footage is there for the safety of visitors and staff and for the security of our premises. We don't keep the footage any longer than necessary and only view it if there is a reason to do so, for example after an incident.

Photos and videos during activities

During activities we sometimes take photos or videos that we use to showcase Room Experience, for example on our website or social media. If you'd rather we didn't, let us know in advance; you can also tell a member of staff on the spot. If you do end up in a photo you'd rather have removed, e-mail us and we'll take it down.

Who we share data with

We do not sell your data. We do work with parties that help us run the website and our business:

• Resend — sends the e-mails from our forms.
• Anthropic — processes the question you ask in the help window in order to create an answer to it.
• Our hosting provider — runs the website and the database on a server in Germany.
• Our booking system — processes your booking.
• Google Analytics and Meta (Facebook and Instagram) — measure visits to our website and the results of our adverts. This only happens if you give your consent.
• YouTube — displays the videos on our website. We use the version without advertising cookies for this.

Other than that, we only share data if we are legally obliged to do so.

Your rights

You can always ask us which data we hold about you. You can also ask us to correct or delete it, or object to its use. Send your request to info@roomexperience.nl; we will respond within a month.

If you disagree with the way we handle your data, we'd like to be the first to hear about it. You also always have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes

If anything changes about our website or the way we handle data, we will update this statement.