Privacy Policy
Aqua Solar Aria B.V. | Last updated 10 September 2026
Purpose of this notice. This Privacy Policy explains how Aqua Solar Aria B.V. collects and uses personal data when you visit asaria.energy, contact us, use our greenhouse calculator, or request a WASA VERDE AI farm assessment. It also explains your rights under the General Data Protection Regulation (GDPR).
1 Who We Are
Aqua Solar Aria B.V. is the controller responsible for the personal data described in this Privacy Policy.
Legal name | Aqua Solar Aria B.V. |
Address | Paul Van Vlissingenstraat 10F, First Floor, 1096 BK Amsterdam, the Netherlands |
Website | Home |
Privacy contact | letstalk@asaria.energy |
We have not appointed a Data Protection Officer. Privacy questions and requests may be sent to the privacy contact above.
2 When This Policy Applies
This policy applies to personal data processed through our public website and related online interactions, including:
- the Contact Us form and communications by email, telephone, or WhatsApp;
- the WASA VERDE AI farm-assessment form and the delivery of personalised recommendations;
- the greenhouse calculator and other online tools, where they collect or transmit personal data;
- website operation, security, diagnostics, and language preferences; and
- business communications with customers, prospective customers, partners, suppliers, and other contacts.
This policy does not govern independent websites or platforms that you choose to visit through our links.
3 Personal Data We Collect
The data we collect depends on how you interact with us.
Contact and identity data: name, email address, telephone number, organisation, role, and the details you include in a message.
Farm and operational data: country, region or city, growing environment, farm or greenhouse area, crops, growing season, irrigation method, water and electricity use and prices, farming experiences, challenges, priorities, and other information submitted for an assessment.
Service and communication data: requests, correspondence, assessment results, follow-up communications, consent choices, and records of actions taken in response to your request.
Technical data: IP address, browser and device information, requested pages, timestamps, referring page, diagnostic information, and security or server logs.
Cookie and preference data: including the website-language preference and any choices recorded by a cookie-consent tool.
Contact Us form handling: Our Contact Us form uses WPForms Lite. New submissions are not stored as form entries in our WordPress database; they are delivered to an authorised Aqua Solar Aria company mailbox. WPForms Lite Connect remote entry backups are disabled for new submissions. Historical remote backups created before 10 September 2026 may remain with WPForms until their normal expiry, which WPForms indicates is up to one year.
WASA VERDE AI form handling: Farm-assessment submissions made through Forminator are stored in our WordPress database and are also sent to one authorised Aqua Solar Aria company mailbox for review and follow-up. Forminator is not currently connected to third-party applications through an integration or webhook. The IP address and automatically derived geolocation associated with a submission are anonymised after seven days. The submitted assessment information is generally retained for up to two years, subject to an earlier valid erasure request or a longer period where required or permitted by law.
Please do not submit health information, identification numbers, financial account data, or other sensitive or confidential personal data in free-text fields. If such information is provided without being requested, we will handle it only as necessary to manage the submission and will delete it when it is no longer required.
4 How We Use Personal Data and Our Legal Bases
We use personal data only where we have a lawful basis. The principal activities are set out below.
Activity | Purpose | Data involved | Legal basis |
Contact and business communications | Respond to enquiries, provide requested information, manage relationships, and take requested pre-contract steps. | Contact, identity, and communication data | Legitimate interests; steps at your request before a contract; contract |
Farm assessment | Review farm information and prepare and deliver personalised recommendations. | Contact, farm, operational, and service data | Steps at your request before a contract; legitimate interests |
OpenAI-assisted farm assessment | Use the OpenAI API to assist with an assessment where you have actively chosen the AI-assisted service. | Only the submission data reasonably necessary for the assessment | Steps at your request before a contract; legitimate interests; consent only where a separate optional purpose requires it |
Website operation and security | Deliver pages, prevent abuse, troubleshoot, maintain availability, and protect systems. | Technical, security, and limited cookie data | Legitimate interests; legal obligations where applicable |
Legal and compliance | Keep required records, establish or defend legal claims, and respond to authorities. | Relevant records and communications | Legal obligation; legitimate interests |
Our legitimate interests include communicating with people who contact us, developing and managing business relationships, operating our services, improving service quality, and protecting our website and systems. We consider the necessity and impact of such processing and do not rely on legitimate interests where your rights and freedoms override our interests.
We do not sell personal data. We do not use personal data collected through the farm-assessment form for unrelated advertising or to train a general-purpose AI model unless we first provide additional information and establish an appropriate lawful basis.
5 WASA VERDE AI and Human Review
When you request a WASA VERDE AI assessment, we use the information you submit to understand your farming conditions and produce tailored recommendations. Our process may include analysis through the OpenAI API, provided by OpenAI Ireland Ltd. for customers established in the European Economic Area, acting as a processor on our behalf, followed by review or refinement by authorised Aqua Solar Aria personnel before recommendations are sent to you.
We process the information submitted for a requested farm assessment to take steps at your request before a possible contract and, where applicable, on the basis of our legitimate interests in providing and improving the requested service. The required privacy acknowledgement in the form confirms that this notice has been presented; it is not consent to unrelated marketing or other optional uses. If we introduce an optional purpose that requires consent, we will request a separate, specific affirmative choice, which may be withdrawn at any time without affecting the lawfulness of earlier processing.
We aim to minimise the information shared with OpenAI and do not intentionally send sensitive personal data. Please avoid including personal details that are not needed to assess your farm. OpenAI states that inputs and outputs submitted through its API are not used to train or improve its general-purpose models by default unless the customer explicitly opts in to data sharing. Aqua Solar Aria B.V. does not intend to opt in to such model-training data sharing for WASA VERDE AI farm-assessment submissions.
The assessment is advisory. We do not use it to make a decision based solely on automated processing that produces legal effects or similarly significant effects concerning you. You may contact us to question a result, provide corrections, or request human consideration.
OpenAI may retain API inputs and outputs for up to 30 days for service provision and abuse monitoring, except where a different retention configuration or eligible Zero Data Retention arrangement applies, or where retention is required by law. Access to stored API business data is restricted; authorised OpenAI personnel or specialised contractors may access it only in limited circumstances such as engineering support, investigation of potential abuse or misuse, or legal compliance, subject to confidentiality and security obligations.
6 When We Share Personal Data
We may disclose personal data only as necessary to the following recipients:
- website hosting, technical infrastructure, security, backup, and maintenance providers;
- website form and content-management service providers;
- email and business communication providers;
- OpenAI Ireland Ltd., through the OpenAI API, to assist with a farm assessment where the applicable conditions are met;
- professional advisers such as lawyers, accountants, auditors, and insurers;
- a purchaser, investor, or successor involved in a genuine corporate transaction, subject to appropriate confidentiality measures; and
- courts, regulators, law-enforcement bodies, or other authorities where disclosure is required or permitted by law.
Providers acting as processors may use personal data only on our documented instructions and are required to protect it under a data-processing agreement. OpenAI processes Customer Data on our behalf under its applicable Data Processing Addendum and may engage authorised subprocessors for infrastructure, hosting, content delivery, security, and related technical functions. OpenAI maintains and updates its current subprocessor list. Some other providers may use limited data for their own purposes; where this occurs, their own privacy notices also apply.
7 International Transfers
Some service providers or their subprocessors may process personal data outside the European Economic Area. This may include processing by OpenAI or its authorised subprocessors. Under OpenAI’s applicable Data Processing Addendum, OpenAI Ireland Ltd. processes EEA and Swiss Customer Data and, where such data is transferred to OpenAI affiliates or third parties outside the EEA or Switzerland, OpenAI uses agreements containing the European Commission’s Standard Contractual Clauses or relies on an applicable European Commission adequacy decision. We use supplementary measures where required.
You may contact letstalk@asaria.energy for information about the transfer mechanism relevant to your data and to request a copy of applicable safeguards. Commercially sensitive information may be redacted where permitted, but we will provide a meaningful explanation of the safeguards.
8 Retention
We retain personal data only for as long as necessary for the stated purpose and then delete or irreversibly anonymise it, unless longer retention is required or permitted by law. Our standard periods are:
Record | Standard retention period |
General enquiries and related correspondence | Up to 24 months after the last substantive contact, unless needed for an ongoing relationship or legal claim. |
Farm-assessment submissions and results | Up to 24 months from submission or the last substantive contact relating to the assessment, unless you request earlier deletion or a longer period is required or permitted by law. |
Technical and security logs | Normally up to 90 days; longer only when needed to investigate a security incident or legal claim. |
Privacy acknowledgements, consent, and withdrawal records | For as long as needed to demonstrate compliance, normally up to 5 years after the relevant processing ends. |
Contracts and legally required business records | For the duration of the relationship and the applicable statutory retention or limitation period. |
OpenAI API processing | Where the OpenAI API is used, OpenAI may retain applicable API inputs and outputs for up to 30 days for service provision and abuse monitoring, unless a different retention configuration applies, an eligible Zero Data Retention arrangement is used, or longer retention is required by law. |
Form IP address and automatic geolocation | Seven days after submission, after which these fields are anonymised. |
Historical WPForms Lite Connect backups | No new remote entry backups are created. Backups made before 10 September 2026 may remain until their normal expiry, which WPForms indicates is up to one year. |
Backups | Our hosting environment creates rotating daily backups that may include the WordPress database and form submissions. Deleted data may remain in protected backups until the provider’s normal backup cycle overwrites it; backups are used for disaster recovery, not ordinary business access. |
9 Cookies and Website Technologies
Our website uses limited technical features needed to provide and secure the service. A language-preference cookie may remember the selected website language for approximately one day. Necessary cookies do not require consent where they are strictly necessary to provide a service you request.
Website fonts used by asaria.energy are served locally from our hosting environment rather than being requested directly from Google Fonts when a page loads. This configuration is intended to avoid disclosing a visitor’s IP address and browser information to Google solely for font delivery.
Links to WhatsApp, LinkedIn, and YouTube take you to independent third-party services. Those services receive data when you choose to follow a link and are responsible for their own processing. We do not control their privacy practices.
If we introduce analytics, advertising, embedded media, or other non-essential technologies that require consent, they will remain inactive until you make a choice through our consent interface. You will be able to refuse non-essential technologies and later change your choice. Details of active cookies, providers, purposes, and durations will be shown in the cookie interface or a separate Cookie Policy.
10 Whether You Must Provide Data
Fields marked as required must be completed so that we can process the relevant request. For example, an email address is required to deliver a farm assessment. Other fields, such as a telephone number, are optional unless clearly marked otherwise. If required information is not provided, we may be unable to respond or provide the requested service.
You are not required to use the WASA VERDE AI assessment to contact Aqua Solar Aria. General enquiries can be submitted through the Contact Us page or by email.
11 Your Data Protection Rights
Subject to the conditions in the GDPR, you may have the right to:
- obtain confirmation that we process your personal data and receive access to it;
- have inaccurate data corrected and incomplete data completed;
- request deletion of personal data;
- restrict processing in specified circumstances;
- object, on grounds relating to your situation, to processing based on legitimate interests;
- receive data you provided in a structured, commonly used, machine-readable format and transmit it to another controller where portability applies;
- withdraw consent at any time where processing is based on consent; and
- not be subject to a qualifying decision based solely on automated processing, and obtain human intervention where that right applies.
To exercise a right, email letstalk@asaria.energy. We may request information reasonably necessary to verify your identity. We normally respond within one month, although the GDPR allows an extension for complex or numerous requests. We will tell you if an extension is required. Rights may be limited where a GDPR exception applies, and we will explain a refusal where legally required.
12 Complaints
Please contact us first if you have a privacy concern so that we can try to resolve it. You also have the right to lodge a complaint with the supervisory authority in the country where you live or work, or where an alleged infringement occurred.
In the Netherlands, the supervisory authority is the Autoriteit Persoonsgegevens. Visit the Autoriteit Persoonsgegevens website.
13 Security
We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures are selected according to the nature of the data and the relevant risks and include access controls, role-based access, secure transmission, software maintenance, backups, and incident-management procedures where appropriate.
No internet service is completely secure. If you believe personal data has been exposed or misused, please contact us promptly at letstalk@asaria.energy.
14 Children
Our website and farm-assessment service are intended for business users and adults. They are not directed to children, and we do not knowingly collect personal data from children through these services. If you believe a child has submitted personal data, please contact us so that we can assess and, where appropriate, delete it.
15 Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, providers, technology, or legal obligations. The current version will be published on our website with its effective date. If a change materially affects how we use data already collected, we will provide additional notice where required.
16 Contact Us
For privacy questions, rights requests, consent withdrawal, or concerns about our processing, contact:
Aqua Solar Aria B.V.
Paul Van Vlissingenstraat 10F, First Floor
1096 BK Amsterdam, the Netherlands
letstalk@asaria.energy
https://asaria.energy