Privacy & Cookie Policy

Who are we?

Orderpilot is a product of rb2 B.V. We are based in the Netherlands and can be reached via:

• Email: info@order-pilot.ai
• Phone: +31 (0)299 200 800
• Address: Wilhelminalaan 1-C, 1441 EK Purmerend, The Netherlands
• Chamber of Commerce (KvK): 37141751

What personal data do we process?

Depending on your interaction with our website, we may process the following personal data:

• Name, email address, and company name (if provided via contact or demo request forms)
• Phone number (if provided)
• User data, such as website behavior (pages visited, time on site, referral source)
• IP address (anonymized for analytics)
• Cost calculator input

Why do we process your personal data?

We process your personal data to:

• Respond to your inquiries or demo requests
• Send you relevant information about Orderpilot (only with your consent)
• Analyze and improve website usage and performance
• Comply with legal obligations

Legal grounds for processing

We process your data based on:

• Your consent (e.g. when you submit a form or accept analytics cookies)
• Legitimate interest (e.g. limited website and security operations where applicable)
• Performance of an agreement (e.g. when you sign up for a demo or trial)
• Compliance with legal obligations

Where we rely on consent (for example for PostHog analytics), you can withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.

How do we secure your data?

Your personal data is protected against misuse and unauthorized access. We implement measures such as:

• Encrypted connections (HTTPS/TLS)
• Two-step verification for access to our systems
• Secure storage of data
• Regular security reviews

How long do we retain your data?

Your personal data is not retained longer than strictly necessary for the purposes for which it is processed. Specifically:

• Contact form submissions: 12 months after last interaction
• Analytics data: up to 26 months (PostHog default retention, configurable)
• Email marketing data: until you unsubscribe

What are your rights?

You have the right to:

• Access the personal data we process about you
• Request corrections to inaccurate or outdated data
• Request deletion of your data
• Object to the processing of your data
• Request data portability (receive your data in a structured format)
• Withdraw consent at any time

To exercise any of these rights, contact us at info@order-pilot.ai. We will respond within 30 days.

You also have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens): autoriteitpersoonsgegevens.nl

Third-party services and sub-processors

We use the following third-party services on our website:

Cookie Policy

Cookies are small information files that are stored on or retrieved from your device (such as a PC, tablet, or smartphone) via your web browser when you visit a website.

What cookies do we use?

Functional storage (strictly necessary)

These technologies are necessary for the site to remember your choices and to operate our consent mechanism. Under the ePrivacy rules, strictly necessary cookies do not require consent.

Analytics (PostHog)

We use PostHog for website analytics only after you consent. PostHog is configured to prioritize privacy, including:

• Anonymized or limited IP handling per PostHog project settings
• Data stored in the EU when using the EU data region
• No sale of data to unrelated third parties for their own advertising

PostHog may set cookies and/or use browser storage (e.g. keys prefixed with ph_ tied to your project). Exact names and expiry depend on your PostHog SDK version and persistence settings (we use cookie + localStorage where enabled). Typical maximum duration is up to ~1 year unless you clear storage earlier.

Marketing / tracking cookies

We do not use separate advertising or social pixels for cross-site tracking on this website. If we add such tools in the future, we will update this policy and, where required, ask for consent before they load.

Managing and deleting cookies

You can configure your browser to restrict cookies or delete them manually. For more information, refer to your browser's help or settings.

Please note: some website functions may not work properly if you block all storage, including strictly necessary data for remembering your cookie choice.

Consent management

When you first visit our site, you can accept analytics or choose essential-only processing. You can reopen the preference panel at any time:

• Via Cookie settings in the website footer
• Via the button below

Third-party websites

This Privacy and Cookie Policy does not apply to websites of third parties that are linked to our website. We cannot guarantee that these third parties handle your personal data securely or responsibly. We recommend reading the privacy policies of these websites before using them.

Changes to this policy

We reserve the right to make changes to this Privacy and Cookie Policy. Please check this page regularly to stay informed of any updates. The date at the top of this page indicates when it was last updated.

Contact

If you have any questions about this Privacy and Cookie Policy:

• Email: info@order-pilot.ai
• Phone: +31 (0)299 200 800
• Address: Wilhelminalaan 1-C, 1441 EK Purmerend, The Netherlands