Factor4Solutions GmbH. Website and Potential Analysis tool.
This policy explains how Factor4Solutions GmbH processes personal data when you visit our website and use its features, including the contact form, the Potential Analysis tool, and the option to book a call. We process personal data in line with the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).
1. Who is responsible for your data
The controller for the processing described here is:
Factor4Solutions GmbH
Bismarckstraße 10-12
10625 Berlin, Germany
Telephone: +49 30 56 58 67 87
Email: info@factor4solutions.com
Managing director: Stefan Petersen
Registered at: Amtsgericht Berlin Charlottenburg, HRB 254736 B
VAT identification number: DE362484169
2. Data protection officer
Factor4Solutions has not appointed a data protection officer, as it is not legally required to do so. If you have any questions about data protection, please use the contact details above.
3. What we process, why, and on what legal basis
We only process the personal data we need for the purposes below. The relevant legal basis under Article 6(1) GDPR is given for each.
3.1 Contact form
When you use the contact form we process the name, organisation, role, site type, subject, and message you provide. We use this to respond to your enquiry and to prepare a possible engagement. Legal basis: steps taken at your request before entering into a contract (Article 6(1)(b)), and our legitimate interest in answering enquiries (Article 6(1)(f)).
3.2 Potential Analysis tool
The first questions ask about your cooling plant, not about you, so on their own they are not personal data. We use them to calculate an indicative savings range.
To show and send your result, we ask for your email address and your consent. We use these to display and email your result and to contact you about it. Legal basis: your consent (Article 6(1)(a)). You can withdraw your consent at any time with effect for the future (see section 7).
If you choose the optional deeper questions, we also process your further answers, any free text, and any file you upload, such as a P&ID. We use these to prepare a more detailed analysis and the right next step. Legal basis: your consent (Article 6(1)(a)) and steps taken at your request before a contract (Article 6(1)(b)).
Your submission is emailed to our team and stored on our behalf by the providers listed in section 4.
3.3 Booking a call
When you book a call, we process your name, email address, the time you choose, and any notes you add, through Microsoft Bookings, and a Microsoft Teams meeting may be created. We use this to arrange and hold the call. Legal basis: steps taken at your request before a contract (Article 6(1)(b)), and your consent where applicable (Article 6(1)(a)).
3.4 Server log files
When you visit the site, our hosting provider automatically processes technical data such as your IP address, the browser and device, the time of access, and the pages requested. We use this for the secure and stable operation of the site. Legal basis: our legitimate interest (Article 6(1)(f)).
3.5 Cookies and similar technologies
Our website uses only technically necessary cookies that are needed for the site to work. We do not use analytics, advertising, or third-party tracking cookies, and for that reason we do not display a cookie banner.
3.6 External links and social media
Our website links to our company profile on LinkedIn. When you follow such a link you leave our site, and the provider's own privacy terms then apply. We do not embed third-party media, social media widgets, or tracking in our pages.
4. Who receives your data
We use the service providers below to run the website and to handle submissions. They act as our processors under data processing agreements and only on our instructions. One of them processes data in the United States; see section 5.
| Service | What it does and what data it handles | Location and transfer |
|---|---|---|
| Lovable | Website platform and hosting, and the Lovable Cloud database and file storage used for tool submissions and uploads | Lovable Labs AB, Sweden. Data is hosted in the EU region. Sub-processors are engaged under data protection agreements. |
| Resend | Sends your result and the lead emails | Resend, Inc., USA. Covered by the EU-US Data Privacy Framework, with Standard Contractual Clauses as a fallback. See section 5. |
| Microsoft 365 and Bookings | Scheduling, Teams calls, and our email inbox | Microsoft Ireland Operations Limited, processed within the Microsoft EU Data Boundary. See section 5. |
We do not sell your personal data. We disclose it to others only where we are legally required to do so.
5. Transfers outside the EU
Most processing takes place within the EU or the EEA. Our email provider, Resend, processes data in the United States. Resend is certified under the EU-US Data Privacy Framework, and its data processing agreement also relies on the European Commission's Standard Contractual Clauses. Microsoft processes our data within its EU Data Boundary; where any transfer to the United States occurs, Microsoft relies on the EU-US Data Privacy Framework and the Standard Contractual Clauses. Where our platform provider engages sub-processors outside the EU, the same safeguards apply. You can ask us for more detail using the contact details in section 1.
6. How long we keep your data
We keep personal data only as long as we need it for the purposes above, then delete it, unless a legal retention period requires us to keep it longer.
- Enquiry and contact data: kept while we handle your enquiry and for 12 months after our last contact, then deleted, unless it leads to a contract.
- Potential Analysis submissions and uploaded files: an uploaded file is reachable through a time-limited link valid for 90 days. The stored submission and any uploaded file are deleted after 12 months, unless a project starts.
- Server log files: kept for 14 days.
7. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you (Article 15),
- have inaccurate data corrected (Article 16),
- have your data deleted (Article 17),
- restrict our processing of your data (Article 18),
- receive your data in a portable format (Article 20),
- object to processing based on our legitimate interest (Article 21),
- withdraw any consent you have given, at any time, with effect for the future (Article 7(3)).
To exercise any of these, contact us using the details in section 1. You also have the right to complain to a supervisory authority. The authority responsible for us is the Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit), Alt-Moabit 59-61, 10555 Berlin, www.datenschutz-berlin.de.
8. Is providing data required?
Providing personal data is not a legal obligation. But if you do not give the data we mark as needed, for example your email address at the gate, we cannot show or send your result, or respond to your enquiry.
9. Automated decision-making
The Potential Analysis gives an indicative range based on your answers. It is an early orientation, not a measurement, and it has no legal or similarly significant effect on you within the meaning of Article 22 GDPR. We do not carry out automated decision-making that produces legal effects concerning you.
10. Children
Our website and services are aimed at businesses, not children. We do not knowingly collect personal data from anyone under 16.
11. Security
We use appropriate technical and organisational measures to protect personal data, including encrypted transmission (TLS) and access controls. No method of transmission over the internet is completely secure, but we take reasonable steps to keep your data safe.
12. Changes to this policy
We may update this policy when our services or the law change. The current version is shown by the date below. Effective date: 16 June 2026. Version: 1.0.
13. Contact
For any data protection question, or to exercise your rights, contact us at info@factor4solutions.com or at the postal address in section 1.