Privacy policy

1. Who we are and in what role

Aira is a service of Aira, located at Heresingel 13, Groningen, the Netherlands, registered with the Dutch Chamber of Commerce (KvK) under number 42052341. You can send questions about privacy to info@aira-ventilatie.nl.

Our role depends on the data. For your account, organisation and invoicing data we are the controller. For the data about homes and their residents (floor plans, addresses, photos, advice data), and about the people who plan a home survey with you through the appointment planner, you, as the adviser, are the controller and we are your processor; we process that data only on your instructions. The agreements on this are in the terms (article 6, data processing agreement).

2. What data we process

• Account data: name, business email address and an encrypted password.
• Organisation data: company name and team members within your organisation.
• Payment data: your invoices go through Moneybird; we do not store card or bank account details ourselves.
• Floor plans and results: the floor plans you upload and the ventilation results calculated from them. A floor plan can contain an address or other data about a home.
• Advice data: if you use other Aira tools, such as insulation advice, the project name, the address, photos of the home, the building data and the data needed for subsidy schemes.
• Appointment planner: if you use it, we process the access to your calendar (Microsoft or Google; we store the access token encrypted) and, for people who plan a home survey (even if they end up not choosing a time, so that you can call them back) or have a request forwarded through you, their name, phone number, email address and the address of the home, sometimes also the floor area, number of storeys and year of construction. From your calendar we only read the times, whether you are busy and the location of appointments (to calculate travel times). We do not read or keep titles, descriptions or attendees.
• Reports: if you report something using the report button, we keep your comment and the attached floor plan and calculation.
• Interest and access requests: if you leave your email address or details to ask for access or to hear when Aira is available in your country, we keep them to contact you about that.
• Technical data: log files needed to keep the service secure and stable.

3. What we use it for

We process this data to provide the service (turning floor plans into ventilation results), to manage your account and invoicing, to give support and to improve the service. The legal basis is the performance of the agreement with you, our legitimate interest in a secure and working service, and where applicable a legal obligation (such as the tax retention period for invoices).

With the appointment planner we schedule home surveys for you: we work out at which times you can be at an address, put a booked appointment in your calendar and have your calendar send the customer an invitation. We keep the details of people who fill in their request but do not choose a time, or for whom no time fits, so that you can call them back.

4. Automated processing of floor plans

Aira analyses floor plans automatically, among other things with AI models from Anthropic. For that, your floor plan is submitted to that service during processing. We do not use your floor plans to train AI models and we never sell them to third parties.

5. Who we share data with

We only share data with parties that are needed to make Aira work:

• Supabase: database, login and storage of floor plans.
• Railway: hosting of the application.
• Moneybird: invoicing.
• Anthropic: AI analysis of floor plans (see point 4).
• Microsoft or Google: the calendar you connect yourself. You can disconnect it at any time.
• PDOK (Kadaster): looking up addresses, of the home and of locations in your calendar.
• OpenRouteService or Google Maps Platform: calculating travel times. For that we only send coordinates of addresses, without names or other data.

If you connect an external tool to the appointment planner yourself, such as Zapier, that is your own service and not ours.

We have processing agreements with these parties. Where data is processed outside the European Economic Area, this is done with appropriate safeguards, such as the EU standard contractual clauses.

6. How long we keep data

We do not keep data longer than needed. These are the periods:

• Account and organisation: as long as your account is active. After cancellation or a request for deletion, gone within 30 days.
• Homes, floor plans, photos and advice data: as long as the home is in your account. If you delete a home, its files disappear too. When you close your account, everything is gone within 30 days.
• Requests through the appointment planner: 3 months after receipt, then deleted automatically.
• Scheduled appointments (customer data): 12 months after the day of the appointment, then deleted automatically. The appointment in your own calendar is outside Aira.
• Calendar connection: until you disconnect it or your account disappears. Then we delete the access token.
• Reports with attachments: 12 months, then deleted automatically.
• Invoices and payment data: 7 years, because of the tax retention period.
• Log files: short, in principle no longer than 30 days.

If you want your account or your organisation’s data deleted sooner, send an email to info@aira-ventilatie.nl.

7. Security

All connections are encrypted (TLS). Floor plans are kept in protected storage that can only be reached through temporary, signed links. Access to data is limited to what is needed to provide the service.

8. Cookies

Aira only uses functional cookies that are needed to keep you logged in. We do not use tracking or advertising cookies.

9. Your rights

You have the right to access, rectification, erasure, restriction of processing, portability of your data and to object to processing. Send your request to info@aira-ventilatie.nl; we respond within one month. If you do not agree with how we handle your data, you can lodge a complaint with the data protection authority in your country, or with the Dutch Data Protection Authority, the authority where Aira is based.

10. Changes

We may change this privacy policy, for example when we add new features. For significant changes we inform you by email or in the application. The current version is always on this page.