Privacy Policy
Information We Collect and Why
To process your order, we need the following information:
- Company Name, First Name, and Last Name: Needed for invoicing.
Address Details: Required for invoicing and shipping.
- Street Name and Number
- Postal Code
- City
- Country
- Phone Number: Used for communication purposes.
- Email Address: To send order status updates, invoices, and tracking information.
To process your order and ensure correct delivery of your shipment, we require the following information from you:
- Company name, first name, and family name – required to show recipient on shipping label and for the parcel receipt
- Address details – required to send your shipment to you
- Street name and number
- Postal code
- City
- Country
- Phone number – for communication purposes
- Email address – we’ll send you order status updates, invoices and tracking information
To return or a product within the legal withdrawal period, we require the following information from you:
- Order number – required for issuing a refund and administration
- Company name, first name, and family name – required to provide proper customer service
- Address details – required to set up the return shipping label
- Street name and number
- Postal code
- City
- Country
- Phone number – for communication purposes
- Email address – we’ll send you a return shipping label via email
- Product information – a specification of which items will be returned and why
We use a ticket system to log issues or questions, which is linked to your account should you have one. We may ask the following information from you:
- Phone number – for communication purposes
- Any other relevant information that is required to resolve the issue or answer your question
Unless mentioned otherwise, we never record telephone contact.
This website uses Google Analytics, an online analysis service that uses Google Inc. (“Google”). Google Analytics uses so-called cookies, i.e. text files, that are saved on your computer and that enable us to analyze the use of the website. The information generated by cookies about your use of the website is anonymized to protect your privacy. Google will use this information to analyze the use of the website, to make reports about the advertising activities and for website providers to provide them with further services related to the use of the website and the internet.
If necessary Google will pass on this information to third parties, as long as this is according to the law. At no rate, Google will link your IP address to any other data of Google. You can prevent the installation of cookies by setting the preferences in your browser; however, we would like to point out that in this case not all features of our website can be used to the full extent. By using this website you agree to the processing of your data by Google in the way and for the purpose mentioned above.
You can disagree with the acquisition and saving of data by Google Analytics anytime effective as of the moment you do so. You can disagree with the acquisition and saving of data by Google Analytics anytime by downloading and installing a browser add-on to deactivate Google Analytics. You can download the Google Analytics Opt-out Browser Add-on via this link: https://tools.google.com/dlpage/gaoptout
When you create an account on our website, we’ll store data from previous orders, returns, email preferences, invoices, and personal data.
- Company name, first name, and family name – required for invoicing
- Street name and number, postal code, city, country – required for invoicing and shipping
- Phone number – required to give urgent updates about your order or shipment; included on shipping label for respective shipping companies for the same purpose
- Email address – required to update order status and supply invoices and tracking information
- Password – required to log you in to your account; secured with encryption technology; we highly recommend using a unique password for greater security
- Order number – required for us and you to see your order history
- Payment details – required to process payments and place orders; all sensitive information is sent directly from our secure environment to your payment provider; bank account details can only be used to confirm payment on outstanding invoices or to make a payment or refund to you
In Summary
Your company name, first name, family name, shipping address details, invoice address details, invoice number, and order number are used primarily for invoicing.
Your phone number and email address are used to communicate updates about your order.
Sensitive information like your password and payment details all run through secure channels and are exclusively used for intended purposes.
We send different kinds of emails to customers and newsletter subscribers. For example, you’ll receive an email to confirm an order you’ve placed with us, or when we send out a newsletter to our subscribers.
If you no longer wish to be a subscriber to our newsletter, you can easily opt-out by pressing the corresponding button at the bottom of any of our newsletters, or by emailing us.
Legal Grounds for Data Use
Under the General Data Protection Regulation (GDPR), we must clarify the legal grounds for using your data. These include:
Contractual Obligations: Necessary for fulfilling agreements such as:
- Ordering
- Delivery
- Returns
- Customer Service
Legitimate Interests: To provide the best possible service while considering your privacy. This includes:
- Customer Service
- Website Visits
- Account Management
- Emails
- Legal Obligations: For example, in cases of suspected fraud.
- Consent: When you have given permission, such as subscribing to our newsletter.
Data Access
We share your data only when necessary for our services. This includes sharing with:
- Delivery Partners
- Payment Service Providers
- Product Support Providers
- IT Service Providers
In suspicious situations, we may share data with government authorities. These parties use your data only to provide services on behalf of Insta3D, except when they are responsible for your data's protection.
Data Storage
Your data is stored in various databases within the European Union. If data is transferred outside the EU, we ensure appropriate privacy protection through official model contracts.
Data Retention
We retain your data only as long as necessary. Once the retention period ends, your data is deleted or anonymized for internal analysis and reports. Specific retention periods include:
- Inactive Accounts: Deleted after 7 years, with data used anonymously thereafter.
- Invoices, Payments, and Orders: Stored for 7 years as required by Dutch tax authorities, then used anonymously.
- Customer Support: Records kept for 7 years, then anonymized.
- Newsletter Subscriptions and Permissions: Retained for 5 years, with withdrawal requests stored. Emails are not kept for more than 60 days.
- Fraud Prevention: Data retained for an extended period.
Your Rights
You control your data. You can access, change, delete, or restrict the use of your data, and adjust email preferences via your MyInsta3D account or by contacting us via email. You can also object to the use of your data for marketing purposes.
Questions or Complaints
For questions or complaints about your data and privacy, contact our Data Protection Officer:
- Email: [email protected]
- Address: Rue des harvengts 42, 7110 Houdeng-Aimeries
If you are not satisfied with our handling of your privacy, you can contact the privacy authority.
Data Responsibility
Insta3D BV is responsible for your data:
- Address: Rue des Harvengts 42, 7110 Houdeng-Aimeries
- Email: [email protected]
- Registration Number: 0752.644.081
- VAT/BTW Number: BE0752.644.081
- EORI Number: BE0752.644.081
Mobile app: Alpha Insta Smoker Control
Insta3D BV also publishes the mobile app Alpha Insta Smoker Control (iOS and Android), used to operate the Alpha Insta Smoker appliance made by Alpha Drain Solutions. For this app we process the following data:
- E-mail address that you enter when activating the app — used only to check that a valid licence exists. Stored in Google Firebase (Cloud Firestore), EU region (europe-west1).
- A random device identifier that the app generates itself (not a serial number, not an advertising identifier) — used to bind the licence to one phone. Stored on your phone and together with your licence record.
- An anonymous Firebase session and an App Check attestation (Apple App Attest / Google Play Integrity) — used to protect the licence check so that only genuine copies of the app can query our server.
The app does not use analytics, advertising or tracking, and does not access your location, contacts, photos or other data on your phone. Operating the appliance happens over the appliance's own Wi-Fi network; that data (temperature, status, commands) never leaves your phone. The access codes of paired appliances are stored only on your phone. The Android version may send an anonymous crash report (Firebase Crashlytics) after a crash to help us fix errors.
Legal basis: performance of the licence agreement. Retention: as long as the licence exists; the record is deleted when the licence ends or on request. Processors: Google Ireland Ltd. (Firebase) and Apple (App Attest), each under their own processing terms. Your rights as described above apply equally to this data; for licence questions you can also contact Alpha Drain Solutions at [email protected].